Custom reporting

Avvoka's reporting and analytics provide valuable insights from contract metadata. Users can track document types, volumes, author details, and filter by questionnaire answers. Reports can be downloaded or scheduled for regular updates.

There is a six-step process to building a report on Avvoka:

To get started, navigate to the analytics icon at the top of the page (this looks like a bar chart).

Then, click ‘Custom’ which is the last option on the left side pane.

Once you’re in the custom reporting tool, click the ‘Build new report’ button on the top right corner of the page.

First, users are required to name the report, select organisation, choose whether it is an organisation-level report, the Profile to which the report belongs, and add any users that may need access to it.

Second, users are requested to select a 'Sample' size from which to run the report. This localises our search to a specific Profile, Template (or set of templates), author(s) or any labels that have been applied.

When clicking either option, a dropdown menu will be displayed from where you can choose the relevant value for your report. You may distinguish between different versions here also by using the tickboxes.

Next, go to the 'Filters' tab—one of the key steps. Here, you can narrow down your data using filters. Choose from system properties, documents created within a specific time frame, or specific questionnaire answers. For example, you can find employment agreements where a probation period was selected or an employee qualified for a company car. Filters help you do that easily.

Users may also create a time-based filter based on specific dates. For instance, Document created from 11th October 2022 will search for documents that have been created from 11th October 2022 onwards. Always remember to click ‘Apply’ so that your settings are saved for the filter you choose.

A new date filtering feature lets users find documents with date attributes that fall within a chosen timeframe. Users can select specific date fields, set a custom period (days, weeks, months, or years, including business days), and generate reports. This makes it easier to retrieve time-sensitive data by filtering documents based on dates relative to the report's generation date.

Once all your filters have been applied, click 'Next' to progress.

Next, users may select what information actually shows in the report. This may be the name of the author, the document title, or even the name of the data point. Selecting the right fields here is essential to your report displaying the right items.

Also, all participants can be displayed in documents, separated by roles.

To do so follow these steps:

By doing this, the document will now include a column displaying the participants' roles, allowing you to easily view and organise them.

You could also choose to display Document Links from the dropdown menu under 'Add display column'. This functionality helps in directly linking the document's links for ease of accessibility.

Loops can be selected from the dropdown menu in Step 4: Report Format, represented by the icon shown below.

If an attribute belongs to a loop, the loop itself will be represented by an icon with arrows in a circle. This icon represents the loop name, which may contain one or more attributes. Selecting the loop name will display the values of those attributes together in the same column, separated by semicolons.

If an attribute is part of a loop, it will be indicated by an icon with arrows going inside or outside. This allows users to select and display the attribute in the report.

Merged Loop Values (in One Cell)

By default, the button with the below icon will be displayed.

When hovering over the icon, a hint will appear: "Values of the looped attribute will be displayed joint by semicolons in the cell." It can be used when in the generated report, looped attribute values need to be displayed in a single cell, separated by semicolons like below:

Separated Loop Values (into Multiple Columns)

To view looped attributes in separate columns, users can click the button which will switch the above icon to the one below:

Hovering, over the same, a hint will display: "Values of the looped attribute will be displayed separated into columns." Users can choose this option to display looped attributes in different columns rather than being included in a single cell, separated by semicolons.

Finally, click 'Run report', to return a dataset which will be segmented by your sample size, filtration and display items. If you'd like the data exported to xlsx, you may click 'Download report'.

To schedule a report, continue onto the Scheduling page by clicking 'Next'.

To schedule a report, choose the desired intervals, frequency and date as detailed in the screenshot below. By way of an example, a user may want to schedule a report to generate starting 11th October 2022 for every month at 9:00 am until 31st December 2022.

To select the desired recipients of the scheduled report, click the ‘Recipients’ button and add the relevant email addresses.

Finally, a user may style the actual email content that goes out to the recipients. This can be done by toggling to the 'Email content' tab, and filling in the desired text that will be sent out.

Click 'Done' to end the process.