Export - Activities & Tasks

Written By Chris Louis (Super Administrator)

Updated at March 19th, 2021

The Activities & Tasks report located in the Export - Sidebar (web application) is useful to create custom report(s) that users can run to view the specific responses given from the Activities and Tasks surveys completed by reps/users while out in-market.

See our How To - Create A New Activity or Task article for more on the survey creation process. 

NOTE: While Managers can pull reports on any user assigned to their team(s), Reps can only pull reports on themselves.


How To Create an Activity & Tasks Export

The steps below outline how to use the export builder to customize your Activity & Tasks report: 

1 Log into the Lilypad Web App ( https://login.lilypad.co/ ).

2 From the side bar on the left, click on Export

3 Under the Exports box, select Activities & Tasks from the list that populates. 


Export Options

To the right under Export Options box, complete the following steps: 

4 From the Source dropdown, select either All Accounts or Target Accounts. There are slight differences between these two source types. 

  • All Accounts - report will include all accounts in the Lilypad system
  • Target Account - report will include only accounts on a rep/user's Target List (list of target accounts created by managers for reps/users to hit out in-market). See our  How To - Create a Target List article for more on the Target List creation process

5 If All Accounts was selected, next steps are to: 

  • Enter a name in the Report Name text box.
  • Select a Distributor(s) (account universe) from the dropdown. 
  • Use the Select Teams and Select Users dropdowns to choose which are included in your report.


        NOTE: A Include Inactive Users checkbox is available to allow Activities and Tasks that may have been completed by inactive users to be included in the report. This is helpful if there is information from the deactivated users that needs to be included in the report. 

6 If Target Account was selected, next steps are to: 

  • Use the Select Teams and Select Users dropdowns to choose which are included in your report. 
  • Use the Target List dropdown to select which specific list you want to pull the report for. 
  • Enter a name in the Report Name text box.

7 Next, use the Select Activities and Select Tasks dropdowns to determine which specific surveys you'd like to pull the report on.


    NOTE: A checkbox to Show all Unassigned and Assigned is available for both Activities and Tasks. This allows all surveys regardless of assignment to be included in the report. An assigned survey is active and visible to reps/users, while an unassigned survey is not. 

8 Under the File Type section, use the dropdown to select between file optimization preference: 

  • Optimize for Excel, Sheets, Numbers - creates a compatible file for Microsoft Excel, Google Sheets, or Apple Numbers.
  • Optimize for CSV - creates a comma-separated values file that allows data to be saved in a tabular format. 

9 If Optimize for Excel, Sheets, Numbers was selected, then under the Style section on the right, use the dropdown to choose between the following options for your spreadsheet: 

  • Separate each activity/task into its own sheet
  • All in one sheet 
  • Separate each user into their own sheet 
  • Separate each target list into their own sheet
  • Separate each team into its own sheet 

10 Next, under the Multi Select Fields Preference section, use the dropdown to select between the following options for your spreadsheet:

  • Show all answers in single cell 
  • Show all answers in separate columns 

NOTE: It is suggested to leave this set to Show all answers in single cell. The option Show all answers in separate columns would be selected if the data is used to create a pivot table. 

11 Under the Send & Frequency section, use the dropdown to select between the following options of how and when you'd like your report sent: 

  • Download Now - creates a report that can be opened immediately.
  • Email Now - sends the report as an email attachment immediately.
  • FTP Now - allows you to enter credentials for File Transfer Protocol (FTP) completion to be sent immediately. 
  • Email Once Later - allows you to schedule an email to be sent once.
  • Recurring Email - allows you to schedule an automated email to be sent on a regular basis. 
  • Recurring FTP - allows you to enter credentials for File Transfer Protocol completion and schedule a regular send. 


12 Next, under the Report Range section on the right, use the calendar that pops up to select the time frame you want to pull the report for.

 

13 If Recurring Email or Recurring FTP was selected, Report Range will read as the Recurrence section. Under this section choose from the following:

  • Next to Repeat, use the dropdown to select the send frequency (Daily, Weekly, Monthly, Quarterly, Hourly
    • If Weekly was selected, use the day picker bubbles to select the exact day (Sunday-Saturday) you'd like the report to send.
    • If Monthly or Quarterly was selected, use the calendar to select the exact date you'd like the report to send. 
  • Next to At, use the textbox to select the exact time the report will be sent
  • Next to Data Range, use the dropdown to select the time frame (Previous week, Current week, Previous month, Current month, Quarter to Date, Year to Date) you want to pull the report for. 

    

14 Once done, click the green Submit button at the bottom right. This will ensure that the report will either download immediately or automatically run on the selected day/time, depending on which frequency option was chosen. 


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