Report Templates

This guide covers managing team assignments for report templates, including assigning teams, controlling lock status, and handling template deletion.

Common Use Cases

• Onboard a new team — Assign an enrollment report template to a new team so they can immediately view compliance data.
• Give a team editing control — Assign a quiz results template to a team and unlock it so they can customise the report filters for their own needs, independent of future template changes.
• Roll out a report organisation-wide — Use "Add All Teams" to assign a user activity template to every team at once, then use Lock All to ensure everyone sees consistent, up-to-date data.

Overview

Report templates define reusable report configurations (filters, model type, fields) that can be assigned to teams. When a template is assigned to a team, the assignment has a lock status that determines how the team interacts with the report:

Accessing the Team Management Drawer

1. Navigate to Report Templates in the admin area.
2. Each template row has a Teams button in the Actions column.
3. Click Teams to open the team management drawer for that template.

The drawer shows two sections:

• Add Teams — search and select teams to assign
• Assigned Teams — view, search, and manage existing assignments

Adding Teams

Add Specific Teams

1. In the Add Teams section, use the search field to find teams.
2. Select one or more teams from the dropdown.
3. Set the Lock Status toggle:
   • Locked (default) — Teams see live template data. Changes to the template apply immediately. Teams cannot edit their copy.
   • Unlocked — Each team receives an independent, editable copy of the report at the time of assignment. Future template changes do not affect these copies.
4. Click Add Selected.

The teams are assigned and appear in the Assigned Teams list below.

Add All Teams

To assign a template to every team in the organization at once:

1. Click Add All Teams (next to Add Selected).
2. A confirmation modal opens with two options:
   • Lock Status — Choose Locked or Unlocked for the assignment.
   • Scope — Choose one of:
     • Only add new teams — Assigns the template only to teams that are not yet assigned. Already-assigned teams are left unchanged.
     • Also update lock status for already-assigned teams — Assigns the template to all teams and updates the lock status of already-assigned teams to match the chosen lock status.
3. Click Confirm.

Managing Assigned Teams

The Assigned Teams section shows all teams currently assigned to the template, paginated at 5 per page. You can search to filter the list.

Lock Status Indicators

Each assigned team shows a status badge:

• Locked (amber badge with lock icon) — Team sees live template data
• Unlocked (green badge) — Team has an editable copy

Toggle Lock Status for a Single Team

1. Click Unlock (for a locked team) or Lock (for an unlocked team) in the row's Actions column.
2. The status toggles immediately:
   • Locking a team deletes their editable Compliance copy and switches them to live template data.
   • Unlocking a team creates a Compliance copy (if one doesn't already exist) and switches them to an editable copy.

Lock All / Unlock All

Use the bulk action buttons above the assigned teams list:

• Lock All — Sets all assigned teams to Locked. A confirmation modal shows how many teams will be affected. All editable Compliance copies are removed.
• Unlock All — Sets all assigned teams to Unlocked. A confirmation modal shows how many teams will be affected. A Compliance copy is created for each team that doesn't already have one.

Remove a Team

1. Click Remove on a team row.
2. A confirmation modal appears with context-aware messaging:
   • For a locked team: "Removing a locked team will stop showing live template data. This action cannot be undone."
   • For an unlocked team: "This will remove the team and delete their editable report copy. This action cannot be undone."
3. Click Remove to confirm.

Removing a team always cleans up any associated Compliance records, regardless of lock status.

Creating and Editing Templates

Create a New Template

1. Click New Template on the Report Templates page.
2. Fill in the template details:
   • Report Model — Choose Enrollments, Users, or Quiz Results.
   • Name — A descriptive name for the template (required).
   • Description — Optional description.
   • Filters — Dynamic filter fields based on the selected report model (e.g., course, group, date range, status).
3. Click Save.

Edit an Existing Template

1. Click Edit on a template row.
2. Modify any fields as needed.
3. Click Save.

Changes to a template are immediately reflected for all locked teams. Unlocked teams retain their independent copies and are not affected.

Deleting a Template

1. Click Edit on a template row, then click Delete (and confirm by clicking Delete again).

• If the template has no team assignments, it is deleted immediately.
• If the template is assigned to teams, a deletion modal presents three strategies:

Option 1: Convert all to independent copies

• Locked teams receive an independent, editable copy of the report
• Unlocked teams keep their existing editable copies
• All team assignments (pivot rows) are removed.

This is the safest option — no team loses access to their report data.

Option 2: Remove all

• All team assignments are removed.
• All Compliance copies (both locked and unlocked) referencing this template are deleted.
• Teams lose access to the report entirely.

Use this when you want to completely remove the template and all associated reports.

Option 3: Convert locked, remove unlocked

• Locked teams receive an independent, editable copy (same as Option 1).
• Unlocked teams have their editable copies deleted.
• All team assignments are removed.

Use this when locked teams should keep their data but unlocked copies are no longer needed.

How Lock Status Affects Data

Understanding the relationship between lock status and data helps you choose the right approach:

When a team is Locked

• The team sees the live template data - any changes to the template's filters, name, or description are immediately reflected.
• No Compliance record is created for the team.
• If you later unlock the team, a Compliance copy is created from the current template state at that moment.

When a team is Unlocked

• The team has an independent, editable copy (a Compliance record) created at the time of assignment (or when unlocked).
• Changes to the template do not affect the team's copy.
• If you later lock the team, their Compliance copy is deleted, and they switch back to live template data.

Bulk Lock All

• All report templates are locked.
• All Compliance copies for this template are deleted.
• Every team now sees live template data.

Bulk Unlock All

• All report templates are unlocked.
• A Compliance copy is created for each team that doesn't already have one.
• Every team now has an independent, editable copy.

Frequently Asked Questions

What happens if I assign a template to a team that's already assigned?

Nothing - duplicate assignments are skipped. The existing assignment and its lock status remain unchanged.

Can a team have both a locked and an unlocked assignment to the same template?

No. Each team can only be assigned to a template once.

If I unlock a team, then lock it again, does the team get a different copy?

No. When you lock a team, their Compliance copy is deleted. If you later unlock them again, a fresh copy is created from the current template state. Any edits the team made to their previous copy are lost.

What happens to unlocked team copies when I edit the template?

Nothing. Unlocked copies are independent - they are snapshots at the time of assignment (or unlocking). Template edits only affect locked teams.

Can I assign a template to all teams with a different lock status than the existing assignments?

Yes. Use "Add All Teams" with the "Also update lock status for already-assigned teams" option. This will update existing assignments to the new lock status and assign any new teams.