Agreement report charts and data exports

Overview of Data Exports and Report Charts

The new Reports experience empowers users in the enterprise and business tiers of service to build, save, and manage their own custom reports and data exports in a personalized view.

Reports are templates that return one or more graphs with a summary of the agreement data as defined by the user. The number and type of reports available to the user are dictated by the user's authority level in the system and the permission scope applied to their userID.

Data exports provide a method for users to extract specific field data from the agreements within their authority scope. Users can apply filters to focus the returned data set by user, group, workflow, or agreement name.

Within the set of agreements filtered, the user can define the individual fields to be exported into a CSV file, decluttering the export from any transactional data they don't need.

Example data export

Report types include:

  • Agreements (All users) - Agreement reports return the metrics for agreement activity such as completion rates,  time to complete, workflow usage, volume trends, and sender/group trends. There are eleven Agreement charts.
  • Transaction consumption (In development) - Returns the transaction volume through the system by user, group, workflow, or overall volume trend. There are four Transaction Consumption charts.
  • Users (In development) - User reports focus on the user metrics such as users/groups created, user/group growth trends, and user activity. There are six User charts.
Note:

The Transaction and Users report types are included in this documentation for awareness, but are currently under development and not available in the current release.

Example report charts

The default dashboard (Overview)

When the new Reports experience is first opened, the default dashboard is loaded.

The dashboard automatically loads an overview of the agreement traffic from the previous seven days containing a summary at the top, and three charts displaying the percentage of agreements completed, the total agreement volume trend, and the average time for an agreement to complete.

Default landing page

Two buttons are available to the user for creating new report/export content:

Buttons to create new output content

  • New Export - A new export request allows the user to define a range of agreements, and then export field level values from those agreements.
    • e.g., An RSVP form attached to an event where responders can select a choice of meal and list special considerations
    • The webform creator can then select the agreements (filtered by the web form name) and extract the fields from the form (Name, meal preference, notes, etc) into a CSV file
  • New Report - A new report allows the user to produce a dashboard of agreement data that includes one or more graphs. Different graph types are used depending on the context:
    • Agreements completed is a dial graph
    • Time to complete trend is a line graph
    • Agreements by sender or group is a bar graph
    • Agreement completion by sender is a scatter graph

Both exports and reports allow the user to save the template for future use in their personal list of exports and reports.

Only exports allow the user to download a CSV file of the data requested.

The left rail of the screen provides links to view the content of the user's reports and data exports. The rail has up to five clickable links:

Quick Links

Overview - Brings the user to the view of their agreement data over the prior seven calendar days. Essentially reloads the default dashboard on the landing page.

Report Types - The three types of reports (Agreements, Transaction Consumption, and Users) each have their own clickable link to open the full list of reports for that report type. Note that Reports always collect the current data for their filter settings (e.g. Last 30 days) when opened to view.

  • The number after the report type denotes the total number of reports available for that type.
  • Reports are listed with the most recently modified at the top.
  • Each report type has two default reports that are always at the top of the list, and may not be deleted:
    • {Type} for the week - Displays a compilation of all available type-specific charts for the previous seven days.
    • {Type} for the month - Displays a compilation of all available type-specific charts for the previous 30 days.

Each report type listing has the same page format with three columns:

  • Report Name - The name as supplied by the report creator.
  • Date Created - The time/date stamp of when the report was created. The time zone shift is predicated on the set time zone for the user's primary group.
  • Last Viewed - Indicates the time/date stamp for when the report was last viewed.
Note that mousing over any report record exposes an Open button that can be used as a quick action to view the report.
Additionally, there are several options to manage the report, accessed by selecting the ellipsis on the far right of the record. Those options are:
  • Duplicate - Makes a copy of the report that can then be edited and saved with a new name (as needed).
  • Rename - Opens an editing field to change the name of the report.
  • Delete - Deletes the report. This action is irrevocable.
  • Open - Opens the report for viewing.
    • Same functionality as the Open quick action button.
    • It is also possible to edit the configuration of an opened report and save it under the existing name.
      • If a new name is desired, the report should be duplicated first.
Report options

Exports (N) - Provides a list of all data exports created and saved by the user. Note that a data export is a static report once generated and must be explicitly refreshed to update the data.

The Exports page layout contains five columns:

  • Export Name - The export name as defined by the user when created.
  • Status - The current status of the export. When an export is first created, the compilation of the data can take some time.
    • Ready - When the export has been fully built, a Ready status is displayed. Only exports that are Ready can be downloaded.
    • When an export is still building, a processing bar is displayed until the export is Ready.
  • Data Type - Identifies the type of data the export contains (Agreement, Transaction Consumption, or User)
  • Date Created - The time/date stamp of when the report was created. The time zone shift is predicated on the set time zone for the user's primary group.
  • Last Viewed - Indicates the time/date stamp when the report was last opened. This timestamp does not require that the export be altered and resaved to update.

Note that mousing over any export record exposes two quick action buttons: Open and Download.

Additionally, there are several options to manage the report, accessed by selecting the ellipsis on the far right of the record. Those options are:

  • Refresh - Refreshes the content included in the export to the most current data. If the report has not been refreshed, the previous data is presented.
  • Duplicate - Makes a copy of the report that can then be edited and saved as needed.
  • Rename - Opens an editing field to change the name of the report.
  • Delete - Deletes the export data. This action is irrevocable.
  • Download - Downloads a CSV of the export content. The user is prompted to provide a file name prior to the download.
    • Same functionality as the Download quick action button.
  • Open - Opens the export for reconfiguring the field values to be included in the CSV.
    • Same functionality as the Open quick action button.
Export Options

The display stage contains the report summary and chart(s):  

Display stage

At the bottom of the page is a scrolling list of the last used/created reports, with the most recent near the top.  

The two default reports (per report type) are pinned to the top of the list and cannot be edited, renamed, or deleted. They are:

  • {Report Type} for the month - Creates a full dashboard view of the logged-on user's agreement data for the previous 30 calendar days.
  • {Report Type} for the week - Identical to the above report, excepting the time span only covers the previous seven calendar days.
Recent Reports hot buttons

Mousing over any report or export record exposes the quick action buttons:

  • Open - Depending on the record type (Report or Export):
    • Reports open a view of the report. The report chart and filters can be changed and the port saved with the new configuration.
    • Exports open the field configuration for the export, allowing the export to be reconfigured and saved.
  • Download (Exports only) - Queues a downloadable CSV file.

Additionally, there are several common options to manage the recent exports/reports, accessed by selecting the ellipsis on the far right of the record. Those options are:

  • Refresh (Exports only) - Refreshes the content included in the export to the most current data. If the report is not refreshed, the previous data is presented.
  • Duplicate - Makes a copy of the report that can then be edited and saved as needed.
  • Rename - Opens an editing field to change the name of the report.
  • Delete - Deletes the export data. This action is irrevocable.
  • Download (Exports only) - Downloads a CSV of the export content. The user is prompted to provide a file name prior to the download.
    • Same functionality as the Download quick action button.
  • Open - Functions are the same as the quick action buttons. Depending on the record type (Report or Export):
    • Reports open an editable view of the report.
    • Exports open the editable field configuration for the export.

Filtering for Exports and Reports

Most accounts generate enough volume to require limiting the agreement dataset to return only the values for a select time frame, event, or workstream.

Both exports and reports use the same primary filtering system to limit the number of agreements being included in the returned dataset.

You can limit the dataset by:

  • Date Range - Limits the returned data set to a time box based on the Creation Date of the agreement
  • Workstream filters - Limits the returned data set based on known workstream values relative to the agreement.
    • If no filter is selected, all agreements within the data range are returned.
    • Workstream filters are additive. All agreements that fit any one (or more) of the filters are included in the returned dataset.
    • The filtering categories are:
      • Sender - Filtering based on the sending users in your account
      • Workflow - Filters based on the workflow used to send the agreement
      • Agreement Name - Filter on the name of the agreements. Good for agreements from web forms and other sources that use a common agreement name
      • Group - Filtering agreements based on the group(s) they were sent from
Date and object filters

When selected, workstream filters expose a sub-filter to allow the user to explicitly select from values within that filter type known to the user (using a multi-select drop-down list).

The user can type a string into the field to produce a list of values that match.

Multiple values can be selected.

Object sub-filters

Data Exports

Data exports are available to all users and allows for the field-level export of agreement data.

Each Export is a static download of the data available at the time the export is created. To update the data in an Export, the data must be refreshed first.

Exports can be created to retrieve data in the context of Agreements, Transaction Consumption, and User.

The field data exported is selected explicitly at the time the Export is created and can be edited at any time.

Report Charts

The availability of report charts is dependent on the users' authority level in the Acrobat Sign system.

Currently available charts:

  • Eleven Agreement charts
In development:
  • Four Transaction Consumption charts
  • Six User charts
Report Type Chart
Users Group Admins Account Admins
Agreement Agreements completed Yes Yes Yes
Agreement Average time to complete Yes Yes Yes
Agreement Agreements by workflow Yes Yes Yes
Agreement Agreement completion by workflow Yes Yes Yes
Agreement Time to complete trend Yes Yes Yes
Agreement Agreement volume trend Yes Yes Yes
Agreement Agreement completed time Yes Yes Yes
Agreement Agreements by sender No* Yes Yes
Agreement Agreement completion by sender No* Yes Yes
Agreement Agreements by group No** No** Yes
Agreement Agreement completion by group No** No** Yes
         
In development
Transaction Consumption Transaction volume trend No** No** Yes
Transaction Consumption Transactions by sender No** No** Yes
Transaction Consumption Transactions by group No** No** Yes
Transaction Consumption Transactions by workflow No** No** Yes
Users Users created per day No No Yes
Users Groups created per day No No Yes
Users Total users over time No No Yes
Users Total groups over time No No Yes
Users Unique senders per day No No Yes
Users User login activity No No Yes

*These reports are enabled if the user is granted access to the data from groups they are a member of.

** These reports are enabled if the user is granted access to the data for the whole account.

Chart format

All charts are built with the same layout and functionality:

  1. The name of the saved chart is displayed at the top
  2. The filters currently applied to the generate the chart as shown. All of the filters can be edited:
    • All Charts - Dictates the chart(s) displayed. One or more charts can be added, and the original can be removed.
    • Date range - The date scope for the agreements used to generate the chart can be updated.
    • Filters - Add or change the filter for Worflow, Sender, Agreement name or Group.
  3. The numerical summary of agreements based on status.
  4. The graphical chart.
  5. Table data -  Allows access to:
    • View the chart details - A larger view of only the chart itself.
    • View data table - A table based representation of the chart.
    • View raw data - A table listing of the individual agreements used to generate the chart.
Note:

Editing and saving an existing report does not allow the report to be renamed under the new configuration.

If you want to create a new variant of a report, Duplicate the report first, and name the duplicate in accordance with the nature of the new report.

Chart layout

Bar, Line, and Scatter graphs provide details when the pointer hovers over a chart data element.

Graph data elements

Agreement chart examples

Report: Agreements Completed

Report: Average time to complete

Report: Agreements by workflow

Report: Agreement completion by workflow

Report: Time to complete trend

Report: Agreement Volume Trend

Report: Agreement completion time

Report: Agreement by sender

Report: Agreement completion by sender

Report: Agreements by group

Report: Agreement completion by group

Transaction Consumption chart examples (In development)

Report: Transaction volume trend

Report: Transactions by sender

Report: Transactions by group

Report: Transactions by workflow

User chart examples (In development)

Report: Users created per day

Groups created per day

Total users over time

Total groups over time

Unique senders per day

User login activity

Assigning user authority to access report data

For the new reporting environment, user access to report data can only be configured by an account-level administrator via the Users interface in the admin menu:

  1. Navigate to the Users tab.

  2. Find/select the user you want to edit.

  3. Select Report Options from the list of actions at the top of the user list.

  4. And overlay presents the options for the user:

    • User's own data and any data from groups they are an admin for - Grants access to the user's agreements and all agreements related to the groups where the user is identified as the group administrator.
      • If the user is not a group administrator, they only have access to their own agreements.
    • User's own data and any data from groups they are a member of - Grants access to the user's agreements and all agreements related to the groups where the user is identified as a member.
    • Data for the whole account - Permits access to all agreements from all groups.
      • Required to run reports and exports for transaction consumption.
  5. Save the configuration.

    Access is updated for the user in real-time.

    Authority scopes for users

Note:

The new environment does not involve the settings found in Account Settings > Report Settings.

Creating Exports

Data exports allow for the data mining of completed agreements without having to sift through columns of data that aren't meaningful to your needs at the moment.

This is where applying a useful Name value to your fields pays off.

To create a new data export:

  1. Click New Export

  2. Select the data export type.

    Data Export Type

  3. Define your filters:

    • Select a date range for the export (evaluated based on the Last Modified date of the agreement).
    • Optionally add one or more workstream filters to limit the data set to only targeted agreements.
      • If no filters are selected, all agreement data within the selected date range are returned.
                
  4. When the filter is properly configured, click Select columns in the upper-right corner of the window

    Configure export filters

  5. Select the fields that you want to export to the CSV

    • Each field selected is a column on the table
    • Each row of the table represents one recipient record
      • Agreements with multiple recipients may have multiple rows.

    The available fields are listed under four categories:

    • Agreement - Fields germane to the agreement transaction
      • Agreement external ID - External IDs are added via API or integration.
      • Agreement status - Complete, In Progress, Expired, etc
      • Agreement name - The name provided for the agreement when it was created
      • Agreement Id - The internal Acrobat Sign ID assigned to the transaction.
      • Created Date - The time/date stamp of when the agreement was created
      • Transaction Date -
      • Last Event Date - The last time the agreement was modified
      • Workflow - The ID number for the workflow used to send the agreement
      • Type - The type of template used to create the agreement
    • Signer - Fields relevant to the recipients of the agreement
      • Signer first name - The first name value as input by the recipient
      • Signer last name - The last name value as input by the recipient
      • Signer email - The email value of the recipient
      • Signer account -  the accountID of the recipient (if one exists)
    • Sender
      • Sender first name - The first name of the sending user
      • Sender last name - The last name of the sending user
      • Sender email - The email address of the sending user
      • Sender account - The accountID of the sending user
    • Form Field - These are the custom fields authored on the agreements.
     
    Select fields

    To add fields to your exported dataset:

    • Select a category and single-click a field to select it
    • Click the Add link at the top of the column (or the arrow pointing to the right) to add the field to the list of returned values
      • If you need to remove a field from the returned dataset, select it with a single click and then click the Remove link at the top of the column (or click the left pointing arrow)

    The option to Select All fields is available in both columns, and selects all of the available fields in the column to move as needed.

  6. When the field-level data to export is defined, click Save.

  7. Provide a File name for the data export and click Save.

    This file name is what is used to identify the export on your Exports filter page.

    Name the export for your filter list

  8. The page refreshes to the Exports filter with the new data export at the top.

    The status column will indicate the export is building for some amount of time. If the dataset is quite large, this could take a few seconds.

    Export building

  9. Once the export status converts to Ready, mouse over the export record, and select the Download quick action (Or select Download from the actions menu).

    Download the export

  10. Provide a File name for the downloaded CSV.

    This is the actual name of the file after it is downloaded.

    Provided a downloaded file name

  11. Click Download

    A success message displays and the CSV is downloaded to your local system.

    Download the CSV

  12. The downloaded CSV is named as defined, containing the fields selected:

    Downloaded CSV

Creating Reports

Agreement reports allow the user to create a view of agreements within a defined time frame and represented in a numerical summary table with at least one chart (the type of chart depends on the report you run).

To create a new agreement report:

  1. Select New Report

  2. Select a report type.

    Select the report type

  3. Select one or more charts for the report.  

    Click Continue.

    Select the charts

  4. Define the filters for the report.

    Click View Report.

    Define the filters

  5. The page refreshes and displays the report with the filters listed across the top.

    Click Save.

    Displayed report with filters

  6. Provide a Report name and click Save.

    This report name is what is used to identify the report on your Reports filter page.

    Save the report to your system reports record

  7. The page refreshes to the default Overview dashboard and a success message is displayed indicating the report has been saved.

    Success message

    At any time you can return to the Report filter for the report type you used and open the report to view it with current data.

    Open report

Supporting functionality

Open a report to view or edit the chart

  1. Log in to Acrobat Sign as the owning account and navigate to the Report Type filter (Agreements, Transaction consumption, or Users).

    Alternatively, you can access the report from the Recent Reports section at the bottom of the default Overview dashboard.

  2. Mouse over the report record you want to view/edit, and click the Open button.

    You can also click the ellipsis on the righthand side of the report record, and select Open from the menu.

    Open the report record

  3. The report opens to display the chart and the selected filters.

    • Reports always update the report content when they are opened based on the filters applied.
    • You can freely adjust the selected filters including the chart(s) selected.
  4. When done, Save the edits.

    Configure the report

  5. A Report Saved message indicates the successful updating of the report.

    Success message

    Note:

    Saving a report edit does not allow you to rename the report.

Edit an export to reconfigure the exported fields

To edit the fields included in a configured export:

  1. Log in to Acrobat Sign as the owning account and navigate to the Exports filter.

    Alternatively, you can access the export from the Recent Reports section at the bottom of the default Overview dashboard.

  2. Mouse over the export record you want to edit, and click the Open button.

    You can also click the ellipsis on the righthand side of the export record, and select Open from the menu

    Open the export record

  3. The export opens to the field selection interface.

    You can freely adjust the selected fields and filters.

  4. When done, Save the edits.

    Configure the filters

  5. The page refreshes and returns to the Export filter.

    An Export Saved message indicates the successful updating of the export.

    Success message

Refresh an export

When an export record is create, the data collected remains available for later downlowd.  If you want to view fresh data, you must refresh the export record before you download it.

  1. Log in to Acrobat Sign as the owning account and navigate to the Exports filter.

    Alternatively, you can access the export from the Recent Reports section at the bottom of the default Overview dashboard.

  2. Click the ellipsis on the righthand side of the export record you want to update, and select Refresh from the menu.

    Select Refresh

  3. The page refreshes and returns to the Export filter.

    • A Download is being prepared message indicates the successful updating of the export and the building of the new CSV.
    • The Status of the export will indicate the data is being collected.
    Export building

  4. When the Status is Ready, the CSV is ready to be downloaded.

  5. Mouse over the export record and select the Download quick action to download the refreshed CSV.

    Export ready

Download an export CSV

  1. Log in to Acrobat Sign as the owning account and navigate to the Exports filter.

    Alternatively, you can access the export from the Recent Reports section at the bottom of the default Overview dashboard.

  2. Mouse over the export record you want to edit, and click the Download button.

    You can also click the ellipsis on the righthand side of the export record, and select Download from the menu

    Open the export record

  3. Provide a File name for the downloaded CSV.

    This is the actual name of the file after it is downloaded.

    Provided a downloaded file name

  4. Click Download

    A success message displays and the CSV is downloaded to your local system.

    Download the CSV

  5. The downloaded CSV is named as defined, containing the fields selected:

    Downloaded CSV

Duplicate an export or report

To clone an existing report:

  1. Log in to Acrobat Sign as the owning account and navigate to the Export or  Report Type filter (Agreements, Transaction consumption, or Users).

    Alternatively, you can access the export/report from the Recent Reports section at the bottom of the default Overview dashboard.

  2. Find the report you want to duplicate and click on the ellipsis on the right-hand side of the record.

    Select Duplicate from the resulting drop-down menu.

  3. An overlay with the current name of the report is presented.

    Update the name as needed and click Duplicate.

    Duplicate the report

  4. The page refreshes to show thenew record in the records list.

    A success message is displayed at the top of the page indicating the name of the record that was duplicated, and the name of the new record.

    Duplicate success

Rename an export or report

  1. Log in to Acrobat Sign as the owning account and navigate to the Export or  Report Type filter (Agreements, Transaction consumption, or Users).

    Alternatively, you can access the export/report from the Recent Reports section at the bottom of the default Overview dashboard.

  2. Click the ellipsis on the righthand side of the record you want to rename, and select Rename from the menu.

    Rename controls

  3. A pop-up panel with the current name of the report is presented.

    Update the name as needed and click Rename.

    Update the record name

  4. The page refreshes to show the updated name in the records list.

    A success message is displayed at the top of the page indicating the name change from and to values.

    Renamed record message


Delete an export or report

To delete a report:

  1. Log in to Acrobat Sign as the owning account and navigate to the Export or  Report Type filter (Agreements, Transaction consumption, or Users).

    Alternatively, you can access the export/report from the Recent Reports section at the bottom of the default Overview dashboard.

  2. Find the report you want to delete and click on the ellipsis on the right-hand side of the record.

    Select Delete from the resulting drop-down menu.

  3. A overlay panel with the current name of the report is presented. Click Delete.

    Delete the report

  4. The page refreshes to show the list without the deleted record.

    A success message is displayed at the top of the page indicating the record was deleted.

    Delete success message

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