User Views: Managing Users & Custom Reports

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Introduction

Admins can create custom user views that group users into segments based on profile data. You can use these views to:

How to Create a Basic User View

The video below explains what user views are and walks you through the process of creating a simple, basic user view. If you are new to user views, we recommend that you watch this video first. 

How to Create a Custom User View: All Options and Steps

The first step to creating a custom user view is to filter users based on their characteristics or profile responses. Once you have completed filtering, you will then select the columns of information that you'd like to see in your user view. You will then click on the 'Save' button to save your user view.

You can use user views in a number of creative ways across the platform. Below is a step-by-step guide to creating, modifying, and utilizing user views.

1. Navigate to Manage page>Program Configuration tile>User Views.

2. By default, you will see all of your program users or the 'All Users' user view at the top left of your screen beside the yellow star. When you click the arrow next to the title of the user view, you will see a dropdown menu showing a number of alternate user views. Click "Create a new view" at the bottom of this menu to create a new customer user view.

3. Underneath 'Step 1: Enter Details,' add a descriptive title for your report and if you choose, a description. Then, click the 'Next' button.

4. 'Step 2: Specify Filter Criteria' is broken up into multiple sections. They are: 

Note: It is not required to add criteria to each section. Not selecting anything in a section tells the system to ignore the entire section as a criterion for the user view.

 

Roles & Status

There are three areas that can be modified in this section:

  • Roles
  • User Status
  • Sign Up Status

If 'Include' is the selected parameter, then Roles lets you specify which roles in your program this user view should apply to. Choosing 'Exclude' will do the opposite.

Check the box to the left of the 'User Status' you would like to include. Not ticking any boxes will result in the user status not affecting your results.

Check the box to the left of the 'Sign up Status' you would like to include. Not ticking any boxes will result in the 'Sign up Status' not affecting your results.

Language Used

If languages are enabled for your track, this section will appear as an option. Tick the box to the left of the languages you would like to filter by.

If no checkboxes are selected, this criterion will be ignored and the results will return users who fit the rest of the criteria specified in this user view.

 

Profile

There are five options that can be configured for the profile section:

  • 'IF any of the following conditions match'
  • 'Profile Picture'
  • 'Calendar Status'
  • 'Profile Completeness Score'
  • 'Users who have'

'IF any of the following conditions match' lets you select a profile field from fields that are available for your track. The Condition that appears in the drop-down to the right of the profile field will vary depending on the field type of the profile field you selected, but may contain one or more of the following: 'Filled,' 'Not Filled,' 'Contains Any Of,' 'Not Contains Any Of,' and 'Matches.' 

Selecting 'Contains Any Of' or 'Not Contains Any Of' will bring up another box to the right that will let you either select a choice from a list of choices available to the profile field (multiple choice field types) or type something in (open answer field types).

If you would like to add another conditional profile field to this criterion, click one of the two buttons to the right: AND or OR.

AND means that the user's profile needs to meet the condition you just created AND needs to meet the additional profile condition you are about to add.

OR means that the user's profile needs to meet either the condition you just created OR the additional profile condition you are about to add.

The 'Profile Picture' option lets you select either Uploaded or Not uploaded.

'Profile Completeness Score' lets you specify whether the user's profile completeness score is either greater or less than N%, where N is a number you enter to the right in the text box that appears after selecting either greater or less than.

'Users who have' lets you choose from one of these four selections: Answered all mandatory questions, Not answered all mandatory questions, Answered all questions, Not answered all questions.

 

Survey

You can select from the following options for Survey:

  • Users who have
  • Survey Questions

For 'Users who have', you can select Responded or Not responded for the first drop-down, then click the next drop-down to the right of the first one to select from all surveys available in your track.

For 'Survey Questions', you can choose a survey from your program in the first drop-down list, then select a survey question from the selected survey in the second drop-down list.

The contents of the third drop-down list will vary depending on the field type of the survey question you selected but can contain one or more of the following: Contains, Not Contains, Filled, Not Filled.

Click 'Add one more' to add another survey question as a condition for this criterion.

 

Timeline

You can select from the following options for Timeline:

  • Join date
  • Last login date
  • T&C accepted date
  • Last deactivated date

 

After selecting an option, you can select from one of the following parameters:

  • Before
  • After
  • Date Range
  • Older than
  • In last
  • Never

Aside from the 'Never' parameter, selecting any of the other parameters will bring up one or more calendar fields. Clicking a calendar field lets you choose a date from a calendar interface.

After configuring this condition, you can click 'Add one more' to add another condition to the criterion.

 

Others: Have Tags

Use tags to specify cohorts or create matching pools for admin matching programs. We recommend coming up with a common scheme that can be easily understood (e.g., Fall2022, Spring2023, Fall2023, etc.). Note that tags themselves cannot be used in the matching algorithm. Additionally, your participants will not know that they have a tag on their profile. Tags are visible only to administrators.

After choosing your filters, click the 'Next' button at the lower right of the page. Under 'Step 3: Select Fields to Display,' choose the data you want displayed in your view. These will become column headers that you can sort and filter, providing you with greater user insight. For example, you might choose to include data such as the user's status, number of current connections, join date, last login date, available connection slots, or their answers to important profile fields.

Simply click the '+' sign in the middle of the screen to add the data point on the left to your report. To remove a data point, click the ' - 'sign and the data point will move back to the table on the left.

In the following example, we have brought over additional fields such as Language used, Ongoing Mentoring Connections, Last Logged In, etc. To search for a specific program field, simply click on the magnifying lens icon at the top right of the 'Fields Available' as indicated by the red arrow in the image below. 

 

After clicking Create View, you will have a number of options for how to use the view.

 

Ways to Use Views

Views can be applied in many ways! Not only are there a number of bulk actions available within the User Views tool, but it also integrates with other Chronus tools, including Events, Email Campaigns, and Bulk Match. You can also pin a view to your home page dashboard. Last but not least, you can modify views and add users from within the User Views tool. 

Click the 'Update View' button on the top right of any view to adjust the title or filters, or change which columns are displayed in the report. Please note that you may not change the filters in the default views (All Users, All Mentees, All Mentors).

 

Bulk Actions - Send Message and More

Use the User Views tool to send a message, deactivate a user, export user data to Excel, and more.

  1. Navigate to User Views: Manage page>Program Configuration>User Views

  2. You may wish to work within the default view, which shows all users. Alternatively, select the title ("All Users") to open your complete list of views, as shown below. Select your preferred view - in the image below, 'All Mentees' has been selected.


  1. Use the filters to find a user or group of users. You can filter by name or email address to find one user. If you want to isolate a subgroup, for example, to send a message in bulk to participants of a certain job level or industry, simply add that profile field to the report using the "Update View" button. Then, you can filter on that condition, as shown in the image below.
  2. Select all users that you would like to perform a specific action for by clicking on the check box at the top left next to the 'Actions' column in the table. 
  3. Click the 'Actions' dropdown and choose from the options shown.

 

Integrations with Other Tools

The User Views tool is integral to a number of other tools. You'll need to set up the proper views in order to properly use the following three features. Click the links for more information.

Adding User Views to your Dashboard

Add your frequently-used views to your home page dashboard! This lets you:

  • Quickly check how many users are in a "view"

  • Configure an alert once that number hits a certain threshold

  • Access the view itself with one click

Tip: if you ever change the parameters of a view - for example, if you add or remove a filter - you must remember to change both the title of your view AND the title of the dashboard report. Otherwise, your titles will be out of date and could cause confusion.

Create or Update View

At the top right of any view, you will have buttons to create a new view or update the view criteria of the view you're currently on, as shown in the image below.

Update or Delete Views

Click on the 'Update View' button to change the title, adjust the filters, or change which columns are displayed in the report. Please note that you may not change the filters in the default views (All Users, All Mentees, All Mentors).

Another useful attribute of "Update View" is that it's the easiest way to double-check which filters are applied to your view. Tip: If you modify a view in any way, make sure you also update the title and description of the view correspondingly.

If you select the arrow on the right of the 'Update View' button, an option will appear to delete the view. You may find that some of the pre-built, default views simply do not apply to your workflows, in which case you may find it helpful to delete them in order to keep your list of views clean and consolidated. There are just a few default views that cannot be deleted, such as the All Users view; these views will not have an arrow on the right of the button.

Creating User Views to Clean Up Unengaged Users 

You can create User Views to assist you in cleaning up unengaged users within your platform. The video tutorial below walks you through the process of creating a User View to deactivate users who are no longer engaging in-platform by filtering by their last login date. Here are some best practices to keep in mind when cleaning up unengaged users. 

  • Always 'Deactivate' users that are no longer engaged on the platform. This will maintain their data within the platform while also opening up seats for other users to join your program. 
  • Create routine user cleanup at least once a year. If your program is cohort-based, you will likely be deactivating users on a more frequent basis. 
  • Keep in mind that you may also reach out to unengaged users via platform communications (Send Message or Email Campaigns) to gauge their interest in continuing. You may do this prior to deactivating users and then deactivate based on user responses to your communication. 
  • When you deactivate users, you will need to send them a message with your reason for deactivating them. Please refer to How and When to Deactivate and Reactivate Users for more information on deactivating and reactivating users. 

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