Cooleaf's Enhanced Reporting is powered by Microsoft Power BI! This powerful tool allows you to dive deep into your platform data, uncovering valuable insights about employee engagement and program performance. While Power BI might look a little different from other parts of the Cooleaf platform, this guide will walk you through the essential features and functionalities you'll use to navigate, filter, and extract the data you need. Understanding these basics will empower you to find the information that matters most to you.

Page Navigation

The Enhanced Reporting dashboards are organized into several distinct pages, each focusing on a specific area of data (e.g., Enrollment, Recognitions Given, Earnings & Redemption).

• How to Navigate: You'll find the page single-select dropdown menu located along the top right of your Power BI table.
  • Simply click on menu to open up the option of pages.
  • Select the page you wish to view.
  • Select Go to page> to navigate to that page. 

Report Navigation

Within several distinct pages, you may find Reports to drill down the data within that page. (e.g., Activities Engagement Report, Recognitions Given Report, Redemption Order Details report).

• How to Navigate: You'll find the available Report tabs located along the top of your Power BI table.
  • Simply click on the tab to navigate to that specific report.
  • Navigate back to your prevous page by selecting the "< Back"option in the top left of the page. 

Page Filters

Filters are your most powerful tool for narrowing down the data displayed on a report page. They allow you to focus on specific segments of your organization, time periods, or other criteria relevant to your analysis. You may find a different set up filter for each report within Power BI.

• How to Use:
  • Locating Filters: You'll find filters in a dedicated "Filters»" pane, on the top left side of the table. Click the Filters» button to expanded the options. 
  • Applying Filters: Click on a filter category menu (e.g., "Date," "Activity," "Role") to expand it. You can then select specific values from a list (e.g., "2024," "Marketing Department," "Manager") or use search boxes for larger lists. You have to select Apply and Close to apply your chosen option to the report before exiting the Filters menu. 
  • Clearing Filters: To remove a filter and view all data for that category again, click the "Eraser" icon next to the filter name. To remove all filters, select the "Clear all slicers" at the top of the Filters menu. 
  • Understanding Filter Impact: Be aware that filters applied on one page might affect other pages and the sub-reports of that page. Always check the filter pane when navigating between pages and reports.

Each filter category is defined at the bottom of this article.

Tables

Tables in Power BI present your data in a structured row-and-column format, similar to a spreadsheet. They are excellent for precise data review and for quickly scanning specific values.

• How to Use:
  • Reading Data: Simply read across rows and down columns to interpret the data.
  • Scrolling: Use the scroll bars, up, down, left, and right if the table extends beyond the visible area.

Drill Up & Drill Down

Many visuals, especially charts that display data over time or across different categories, support "drill" functionality. This allows you to explore data at different levels of granularity.

• Drill Down: To see more detail within a specific data point. For example, if you're looking at "Recognitions Given by Year," you can drill down into a specific year to see "Recognitions Given by Month" for that year.
  • How to Use:
    1. Look for a down arrow icon in the top right corner of the visual. Click this icon to activate drill-down mode.
    2. Once active, click on the specific data point (e.g., a bar on a bar chart, a slice of a pie chart) that you want to explore in more detail.
• Drill Up: To return to a higher, more summarized level of data after drilling down.
  • How to Use:
    1. Look for an up arrow icon in the top right corner of the visual. Click this to move back up to the previous level of aggregation.
• Other Drill Options: Some visuals may also have icons for "Expand all down one level" (a double down arrow) or "Go to the next level in the hierarchy" (a single down arrow with a line). Experiment to see how these reveal more data.

Focus Mode

When a visual contains a lot of data or you want to eliminate distractions and analyze it closely, "Focus Mode" is incredibly useful.

• Purpose: Expands a single visual to fill the entire report canvas, making it easier to read and interact with.
• How to Use:
  1. Look for the "Focus mode" icon (a square with diagonal arrows pointing outwards) in the top right corner of any visual.
  2. Click it to enter Focus Mode.
• Exiting Focus Mode: To return to the full report page, click the "Back to report" button in the top left corner.

Export Data

You can often export the underlying data from a visual into a CSV (Comma Separated Values) or Excel file for further analysis outside of Power BI.

• How to Use:
  1. Hover over the visual you want to export data from.
  2. Look for the more options "..." icon (three dots) in the top right corner of the visual.
  3. Click the "..." icon and select "Export data".
  4. Choose your desired file format (e.g., .csv or .xlsx) and click "Export."
  5. The file will download to your browser's default downloads folder.

Show as a Table

This feature allows you to see the raw data that makes up a specific visual in a tabular format, even if the visual itself is a chart.

• Purpose: Useful for inspecting the precise numbers behind a bar, line, or other chart element.
• How to Use:
  1. Hover over the visual you want to inspect.
  2. Look for the more options "..." icon (three dots) in the top right corner of the visual.
  3. Click the "..." icon and select "Show as a table."
  4. The visual will transform, showing a table of its data below or beside the original chart.
• Exiting Table View: Look for an option to "Back to report" to return to the original chart view.

Spotlight

Spotlight helps you highlight a specific data series within a visual, temporarily dimming other elements to make the selected one stand out.

• Purpose: Useful for drawing attention to a particular line on a line chart, a specific bar on a bar chart, or a slice of a pie chart, without completely filtering out the rest of the data.
• How to Use:
  1. Hover over the visual you want to inspect.
  2. Look for the more options "..." icon (three dots) in the top right corner of the visual.
  3. Click the "..." icon and select Spotlight.
• Exiting Spotlight: Open the menu again and just select the Spotlight button again to clean the screen. 

Sort

Sorting allows you to reorder the data in tables and many charts based on the values in one or more columns or categories.

• Purpose: To arrange data in a way that makes it easier to compare, identify top performers, or spot trends (e.g., from highest to lowest, or alphabetically).
• How to Use:
  
  1. Hover over the visual.
  2. Look for the "More options" or "..." icon (three dots) in the top right corner.
  3. Click the "..." icon and select "Sort by".
  4. Choose the field you want to sort by and then select either "Sort ascending" or "Sort descending."

By mastering these fundamental Power BI features, you'll be well-equipped to explore, analyze, and extract meaningful insights from your Cooleaf engagement data. Don't hesitate to experiment with these tools and discover how they can help you better understand and improve your workplace culture. If you encounter any issues or have further questions, please reach out to your Cooleaf Success representative.

Filters Definitions 

• Date: The timeframe for the activities or data being displayed on the current report page (e.g., sign-ons, recognitions given, redemptions).
  • Use this to analyze data for a specific month, quarter, or year, or to compare different periods.
• Leadership Hierarchy Visibility: Filters the data based on your organization's reporting structure, showing individuals who report directly or indirectly to you (as defined in your employee data). If an individual doesn't have a direct report in the hierarchy, they'll appear as a standalone entry.
  • Use this to analyze engagement within your direct and indirect teams. This filter is searchable, making it easy to find specific leaders or reporting lines.
• Structure Tag(s) People Visibility: If your organization has configured specific "structure levels" and "tags" (like departments, locations, or job functions) to define reporting access, this filter will display those tags. Selecting a tag will show data for users who are part of that specific tag.
  • Use this to analyze data for specific groups within your organization based on how your company is structured (e.g., all employees in "Atlanta Sales," or all "Individual Contributors").
  • By default, HR Admins will see all data.
• Structure Level & Tag: A hierarchical display of Structure Levels and Tags within. Useful for quick people/group filtering
  • Use this for quick and intuitive filtering of people or groups based on your organizational structure.

• Active/Inactive Status: The current employment status of an individual in the platform – either Active or Inactive.

  • Use this to include or exclude data from employees who are no longer active in the platform, allowing you to focus on your current workforce's engagement.

• Role: The assigned role of an individual within the Cooleaf platform (e.g., Administrator, Manager, or User).

  • Use this to analyze engagement patterns or activity specifically for certain types of users, like managers or general users.

• Enrollment Status: The current registration status of an individual in the platform – either Enrolled (also referred to as Registered) or Not Enrolled (also referred to as Not Registered).

  • Use this to specifically see data related to users who have or have not yet joined the platform.

• Activity: The unique classification of a discretionary action or engagement a user performs in the platform.

  • Use this to focus on specific types of engagement, such as "Step Challenge" completions, "Survey" responses, "Recognition" actions, or "Redemptions."

• Point Value Range: A slider that allows you to filter data based on the value of points moved. This can range from negative values (for point redemptions or withdrawals) to positive values (for points earned).

  • Use this to isolate transactions within a specific point value range, helping you understand the distribution of point earnings or spending.

• Tags: The interest tags or values that have been attached to recognitions issued or received.

  • Use to see the prevalence of specific company values or interests being recognized within your organization.
• Structure Level & Tag: A hierarchical display of your organization's configured Structure Levels family (like "Location" or "Department") and the specific Structure Tag within those levels family (like "Atlanta" or "Marketing").

• Type > Sub-Type: A detailed classification of the reason for point movement, indicating whether points were earned or redeemed (burned). Analyze specific categories of point transactions, such as points earned from a particular challenge versus points spent on a specific type of reward.

• Gift Status: An indicator of whether a redeemed item was purchased for oneself or was Gifted to another individual. This will allow you to understand the prevalence of gifting activities within your rewards program.