Using the Appraisal Detail Report Source

The Appraisal Detail report source focuses on one Appraisal type, it will display the details for each assigned instance of that Appraisal. This includes displaying information such as the user assigned, the Appraisal’s status, and even the specific responses recorded in the Appraisal.

The following table contains the specialized columns that can be included when using the Appraisal Detail report source.

Column Category	Column (Filter available as indicated by [F])
Appraisal	Active stage incomplete Appraisal name Appraisal status [F] Appraisal time finished Appraisal time started
Appraisal answers Note: You'll need the “View full details of all appraisals (totara/appraisal:viewallappraisals)” permission to view these columns.	All roles' answers All roles' rating answers All roles' score Appraiser's answers Appraiser's rating answers Appraiser's score Learner's answers Learner's rating answers Learner's score Manager's answers Manager's manager answers Manager's manager rating answers Manager's manager score Manager's rating answers Manager's score Total of Aggregate Question for Learners Total of Aggregate Question for Managers Total of Aggregate Question for Managers Manager Total of Aggregate Question for Appraisers Total of Aggregate Questions for All Roles
User’s Appraisal	Previous stage time completed User's appraisal status [F] User's appraisal time completed User's current stage [F] User's current stage due

As noted in the previous table, the Appraisal Answers columns require that the user have the “View full details of all appraisals (totara/appraisal:viewallappraisals)” permission enabled for their role. 

What the Appraisal Answers Columns Produce

There are four roles that can contribute to an Appraisal:

1. Learner
2. Manager
3. Manager’s Manager
4. Appraiser

Based on these roles, there are four types of columns in the Appraisal Answers category:

1. <role’s> Answers
2. <role’s> Rating Answers
3. <role’s> Score
4. Total of Aggregate Question for <role>

In addition, there is a catch-all “All roles” variant for the “answers”, “rating answers”, and “score” column types.

Selecting a role-specific Appraisal Answer column will display columns based on the specific role chosen. See below for details and examples of what will be displayed for each variant.

Column Type	Columns Displayed
<role’s> Answers	One column for each question answered by the <role> regardless of question type (text, multiple choice, etc.). If there are scale questions in the Appraisal, there will be two columns for each scale question: one for the value selected by the <role> and the Maximum value possible. Each column will indicate the respondent's <role>. This is important when including columns for different roles.

Column Type	Columns Displayed
<role’s> Rating Answers	This column type only displays scale questions. Assuming there are scale questions in the Appraisal, there will be two columns for each scale question: one for the value selected by the <role> and the Maximum value possible. Each column will indicate the respondent's <role>. This is important when including columns for different roles.

Column Type	Columns Displayed
<role’s> Score	This column type displays three columns: The “Overall total (<role>)” is the sum of the <role’s> responses to all of the scale questions “Overall minimum (<role>)” is the lowest sum possible across all of the scale questions “Overall minimum (<role>)” is the greatest sum possible across all of the scale questions Fundamentally, this provides the total of the scale responses of the role as well as the range of possible values, lowest and highest, as a reference point.

Column Type	Columns Displayed
Total of Aggregate Question for <role>	If Aggregate questions have been included in the Appraisal, then this column type will produce a single column that displays the sum of all the Aggregate question values for the <role> in the Appraisal.

Finally, selecting an “All roles” variant will present a repeating set of columns based on the column type that will include all of the roles that participated in the Appraisal. For example, if selecting the “All Roles’ Score” column, the report would include the three columns as described in the Score column type section for each role that participated in the Appraisal. See an example of this below.

Accessing the System Appraisal Detail Report

The Site Manager role has access to a standard embedded report that uses the Appraisal Detail report source. As such, if the Site Manager alone will require access to the information provided by the report, it may be accessed without creating a new, dedicated Appraisal Detail report.

When viewing the Manage Appraisals page at Site administration > Appraisals, select the Reports link in the Appraisals panel.

The Site Manager will then be presented a table of all active Appraisal template available on the site, each of which will have a Detail report link associated with it.

Running the Detail Report for a particular Appraisal template will display a report with each row representing a particular Appraisal assignee, along with the standard columns Name, Manager(s), and Status. 

It is possible for the Site Manager to Edit this Report to include additional columns, although remember that the Appraisal Answers column types will not be displayed to the Site Manager unless that role has been granted the “View full details of all appraisals (totara/appraisal: viewallappraisals)” permission.

Creating a Custom Appraisal Detail Report

You can create a custom “user report” based on the Appraisal Detail report source. This allows other roles or audience members to access the report.

To create a report utilizing the Appraisal Detail report source, navigate to Site administration > Reports. This opens the Manage user reports page where a new report can be created by selecting Create report. 

On the Create report page, enter the desired Report name and select “Appraisal Detail” as the Source.

Once saved, the report will open in editing mode. On the Columns tab, select the desired columns to be included in the report.

Click here to read more about building reports in the .