Retired External Courses in the Courses All Time Report

When you run the Courses All Time Report, you expect to see a complete historical view of user course activity. This includes active, archived, and retired courses, provided that enrollment records exist for those courses.

This article explains how retired external courses are reflected in the report and what to expect when a retired course does not appear in the results.

How the Courses All Time Report Works

The Courses All Time Report displays data based on:

1. User Permissions

What you see depends on your role and permissions:

• Admins and Training Managers can view all users.

• Users with job-based permissions (e.g., Unit Managers) can view only users within their assigned organizational structure.

2. Report Structure

• Each line in the report represents one course per user, based on the selected filters.

• If a user is enrolled in multiple courses, they will appear in multiple lines—one for each course.

• The report includes active and archived courses.

3. Retired Courses

Retired courses are designed to appear in the report in the same way as active and archived courses.

Use Case Scenario

You may notice that a retired external course does not appear in the Courses All Time Report, even though it is expected to be included.

In this scenario, the course does not display because:

• The course has no active enrollments.

• Since the report generates results based on user-course relationships, a course without enrollments will not produce any report entries.

In other words, the report displays course activity per user. If no users are enrolled in a retired course, there is no associated user data to display.

Why This Happens

The Courses All Time Report is user-centric.
Each record represents a user enrolled in a course.

If:

• A course is retired

• And there are no active enrollments associated with users

Then the report will not generate a row for that course.

This behavior ensures that the report reflects actual user-course participation rather than listing courses without learner engagement.

Recommended Guidance

If you want a retired course to appear in reporting:

• Confirm whether the course has existing enrollments.

• If needed for reporting consistency, ensure that relevant users are enrolled.

Key Takeaway

When reviewing the Courses All Time Report, remember:

• The report reflects user-course relationships.

• Retired courses are included when active enrollments exist.

• Courses without enrollments will not appear, as there is no associated user activity to display.