Reports

Reports answer the questions the working screens do not: who across every portal still owes you something, which documents lapse next quarter, who accepted which version of your terms. Each one is a set of criteria at the top, a table under it, and a way to get that table out of WorkZerk.

Reports has two sections, Requests and Operations, with eleven reports between them.

What every report shares

Set the criteria and click Apply (or Run report), and the table redraws. Download CSV gives you the same rows as a spreadsheet, with a totals row where one makes sense. Print opens your browser's print dialog on a layout built for paper, with the menus and buttons stripped out, so "Save as PDF" gives you something you can file or hand over. That is how you answer a compliance question from somebody outside your account without giving them a login.

A table longer than 500 rows shows the first 500 on screen and says how many there are, with a Show all link that loads every one. Print and Download CSV always include every row.

Where a report has you pick a portal, the list holds every portal you have. Past 100 of them it shows the 100 nearest by date, and a search box with it finds any other by name.

The Requests section

Outstanding requests

Everyone across your portals who still owes you something, on one page, longest-waiting first. Only people who hold a live link are counted.

Each row is a person: their portal, status, how many required requests are still outstanding, how many are waiting on your review, how many you rejected, when they first opened their link, and how many days since the link was issued. Filter by Status (Not complete, Not started, In progress, Complete, Everyone) or narrow to one Portal. Tick Include closed onboarding portals when you want history rather than live work.

Under the people sits a second table, Requests holding people up. It counts the same data per request instead of per person, worst first, so an ask that nine people have stalled on reads as one row instead of nine. Requests with the same name on different portals are counted together. That is the table that gets a badly worded request rewritten instead of chased twelve times. The CSV includes both tables.

The link engagement view. The View dropdown switches the same people to a different question: did the link land at all? Somebody who has never opened theirs needs it resent, or their address checked. Somebody who opened it and stopped needs a nudge. So this view sorts people into Not seen opened, Opened, nothing sent, Started and Finished, and shows when each link was issued, how many emails went to that person, when they were last emailed, and when they first and last opened it.

A Never emailed tile counts people who have never been sent their link. That is normal for anyone who signed themselves up or was handed the link in person, and worth checking before you chase somebody for not opening an email you never sent. The label says "not seen opened" rather than "never opened" because an older link can have no open record either way.

If you would rather be told than go looking, the Invite not opened email in Automations covers the same ground.

Response speed

How long people take, in three legs: link issued to first opened, opened to finished, and issued to finished. Time spent waiting on your approval is not counted.

Tiles across the top give the medians, the finished rate, and how many people are still going. Below them sit a table per portal (when more than one portal is in range) and a table of every person with their own three durations. Filter by the date links were issued, by portal, and by whether closed portals are included. The range defaults to the last 90 days.

The medians count only people who finished, which is why the still-going count sits beside them. The finished rate counts everybody whose link was issued in the range.

Request answers

Pick one Portal, tick one or more of its Requests (Select all and Select none help on a long list), and click Run report. You get a grid: one row per person, one column per request, showing the answer they gave for text and choice requests and a status for everything else. Document expiry dates are flagged when they are close or past.

Unlike Outstanding requests, this lists everyone on the portal, including people who have not been given a link yet. If you use statuses, tick the ones to include (tick none for everyone). Turn on Problems only to keep only the people with something outstanding, needing review, or rejected.

This report has Download CSV but no Print button. For the whole-account version of the same question, use the Requests screen.

Document compliance

Everyone on your open portals down the side, every document type you ask for across the top, and whether each person is compliant. Each cell reads Current, Expiring, Needs review, Expired, Rejected or Missing, and people who are not compliant are listed first. Filter by portal, by tag, and by how far ahead counts as expiring, or tick Only people who aren't compliant for the list to work through. It is also on the title row of Requests. Document compliance covers how each cell and verdict is worked out.

Expiring documents

Documents with an expiry date across one portal, several, or all of them (select none for all). Choose Expiring within 7, 14, 30, 60, 90, 180 or 365 days (30 by default), Hide if prompted within a window to drop anyone you have chased recently, and Group by contact, tag or status.

Documents that have already expired are always included, shown as "12 days ago" and so on, because a lapsed certificate is the most urgent line on the page. Grouped by contact, the person with the soonest expiry comes first.

It also covers documents you filed on a contact yourself rather than collecting through a portal. Those rows read "On the contact" in the portal column. When you pick specific portals, they show for anyone on one of those portals.

The Operations section

Portals

Your portals in one list: when each opened, how many people are on it, how many requests it has, how many people have completed everything, and whether it is open or closed, with totals along the bottom. Tick Include closed portals to see the history as well. The card and heading use your account's own word for portals.

A person counts as completed here on the same rule the reminder emails use, so the number matches everywhere else.

People

For one portal, the people on it. Group by tag, by status, or by team, or leave a flat alphabetical list. Where the portal has text or choice requests, Filter by request answer plus Answer contains narrows the list to people whose answer matches, which is how you get "everyone who ticked forklift license" onto a page.

The screen shows name, email, mobile, tags and status. The CSV carries the rest of the contact record too: social links, rating, internal notes, photo, and each person's portal link. The report uses your own word for the people you onboard; see What you call your people.

Contacts

A directory across your whole account: name, email, mobile, rating, tags, and a column for each custom contact field that has values. Filter by a search on name, email or mobile, by minimum rating, and by tags (a contact with any ticked tag matches).

Terms history

Who agreed to a terms document, which version, and when. Pick a terms document and a date range (this calendar year by default). Every version is included, so the Version column shows anyone still on an older one, and agreements that were later redone or cleared are listed with a Status saying so. The table includes the IP address; the CSV adds the browser details and a fingerprint of the exact text agreed. See Terms and conditions.

Procedures

Your workflow library as a manual: every workflow under its category, each step numbered with its procedure. Download it as a PDF or CSV, or print it. Printing your procedures manual covers the options.

Sensitive information access

Every time someone viewed a sensitive answer, opened a sensitive file, exported your account with sensitive information included, or marked a request or field sensitive or turned it off. Each entry shows when, who, what they looked at, whose answer it was, the portal and the IP address. It covers the last 30 days unless you pick other dates, and you can print it or download it as a CSV. See Keeping sensitive information private.

Which report for which question

• "Who anywhere still owes me something?" Outstanding requests.
• "Which ask is holding everybody up?" Outstanding requests, second table.
• "Did they never open the link, or open it and give up?" Outstanding requests, link engagement view.
• "Are we getting quicker?" Response speed.
• "What did everybody answer?" Request answers.
• "Who is cleared, and what is holding everyone else up?" Document compliance.
• "Which documents lapse next quarter?" Expiring documents.
• "Where does each portal stand?" Portals.
• "Who accepted which version of our terms?" Terms history.
• "Who has looked at a tax file number?" Sensitive information access.

Getting help

If you need a cut of your data none of these gives you, tell us the question at [email protected].