Project Management - Reports

Reports

Reports provide your sales team the ability to extract data relevant to them from thousands of records. You may use these report features to get an overview of customer-related activities and to draw conclusions on how to improve your sales process. You can generate reports based on desired criteria by using filters.

Detailed Reports

Detailed reports show the customer data in a tabular format. Detailed reports let you analyze CRM data at the granular level. A few metrics you can track and analyze with detailed report include:

  • Product details
  • Leads by source
  • Contacts by organization

Create Detailed Report

Follow few simple steps to create a new report

  1. Click Report icon in the top right corner
  2. Click Add Report and select the Detailed Report type
  3. In the Detail report option, add the following details:

Step 1: Report Details

Enter the basic details of the report. The field information that is displayed in Step 1 is tabulated below

Fields Information

# Field Name Description
1. Report Name Provide desired label for your report
2. Report Folder Select from the existing folders to store your report
3. Primary Module Select a module to create report on records of that module
4. Select Related Modules (MAX 2) Select maximum two related modules to include fields of those modules while creating a report
5. Description Provide report description. This is just for future reference
6. Share Report By Default all users can view your reports. Add Users who you wish to view the report. Personalize your report by selecting your username.
7. Schedule Reports You can schedule reports - Daily, Weekly, On Specific Date, Monthly by Date, Yearly
Note!
  1. You can even create reports on Comments module. Select Comments as a Primary module or as a Secondary module.
  2. You can also proceed without selecting any related modules

After you enter all the necessary details, click Next

Step 2: Select Columns

The second step in creating reports enables you to select columns to be displayed in your report, group by a particular field in ascending or descending order and perform calculations on integer and currency fields.

Select desired columns to be displayed on your report

  • Selecting columns

You can select fields from selected module to be displayed in your report. You’ll need to click on text space provided to select fields. Additionally, you can also select fields from related modules you’ve selected in Step 1.

  • Group By

While generating reports, more often, the information is not uniformly distributed. The information under the same field is scattered and it makes the report cumbersome to handle. This feature enables you to group information based on the selected field. You can group them either in ascending or descending order of alphabets.

For instance, consider multiple contacts that are related to the same organization. While creating a report on Contacts module, the results can be scattered.

  • Group the report by Organization Name

  • Organization name is now grouped making the report look so clear and understandable

  • Calculations

Select check-boxes to perform calculations on Currency and Numeric fields.

Click Next button

Step 3: Filters

Records filtering conditions has been made very simple. Conditions are grouped into two blocks.

Provide condition to filter selected records. You can skip this step if you’d like to create a report on all existing records in the selected module.

All Conditions: Filters records based on AND condition.

For instance,
Condition 1
AND
Condition 2
AND
Condition 3

Displays the results if and only if ALL conditions will be matched. If one condition is failed, other queries will not be executed.

Any Conditions: Filters records based on OR condition.

For instance,
Condition 1
OR
Condition 2 OR
Condition 3

Displays the results if at least ONE condition is matched. If one query is failed, other queries will be executed.

Lastly, click Save & Generate Report button

Note!
  1. By default, AND condition is enabled between ALL conditions and ANY conditions. This will help you in grouping the two conditions.
  2. You can also filter the records on custom and exist date fields. You can provide existing or custom criteria to filter records.
  3. The conditions are dynamic. For instance, today as filter condition will display all the records on the current day. It will not display the same records tomorrow. It will display the records of a present-day instead.
  4. You can also proceed without creating any filter. That will display all the records of the selected module.

Scheduling Reports

With this feature enabled you can now send Reports in CSV format at regular intervals to specific users through email without logging in to the CRM.

During Report creation, Step 1 captures the required configuration for Scheduled Reports.

Frequency or Interval

Frequency can be configured based on the regular intervals required for the Report to be dispatched.

Fields Information

Field Name Description
Daily Report will be emailed every day around the specified time.
Weekly Report will be emailed every week, on the specified days around the specified time.
On Specific Date Report will be emailed on the specified date around the specified time.
Monthly By Date Report will be emailed every month, on the specified days around the specified time.
Yearly Report will be emailed every year, on the specified months & dates around the specified time.

Recipients

Recipients of the Email can be selected from the list of existing Users, Roles, Groups and it can be also sent to any specific email address.

Note!
  1. For Scheduled Emails functionality to operate, workflow Cron job should be active under the Scheduler.
  2. All system emails sent from CRM will be sent via BzCRM mail servers to ensure reliable delivery, irrespective of the configured outgoing mail server.

Pivot Reports

Pivot Reports are tabular reports that show aggregated stats on groups. For example, Pivot Reports allow you to see:

  • See Number of Open Leads assigned to each salesperson
  • See Number of Contacts by Country, and drill down to City level
  • See Revenue Totals by Month, or by Sales Person
  • See Ticket Counts grouped by Status & Owner

BzCRM supports SUM, MIN, MAX, AVG operations on all Integer and decimal fields for the Pivot reports. In addition, COUNT of records is also available in any grouping.

Create Pivot Reports

To create a pivot report, follow below steps:

  1. Click Report icon in the top right corner
  2. Click Add Report
  3. Select Pivot Report

Step 1 - Specify Name of the report and Choose primary module (and related modules if required).

Step 2 - Specify Conditions.

Step 3 - Select at least 1 Row field, and at least 1 Column field and the statistic to be displayed.

Drill down on a Pivot Report

Drill down by selecting multiple row fields or multiple column fields.

For example:

  1. Conditions: Opportunities Sales Stage equals Prospecting, Closed & Won
  2. Sales Stage and Assigned To as the column fields, Organization as the Row Field for a report on Opportunities (select Average(SUM) and Record Count). When you run the report, it will show the data in an expanded format for all Assigned To. If you want to get aggregated data at Sales Stage level, you can click on the button to the left of Sales Stage.

Additional Features in a Pivot Reports

  1. Drag and Drop row/column fields to make quick adjustments to your report without having to edit it again.
  2. Add and Remove Row/Column/Data fields without editing the report.
  3. Change conditions without editing the report.
  4. Create Report in accordance with Group by Integer fields option. This feature is available in Charts also.

Chart

A chart is a graphical representation of data which allows you to visually analyze and interpret the data. A few metrics you can report with pie, bar or line charts include:

  1. Leads by status
  2. Opportunity pipeline
  3. Tickets by status

Create Chart Report

  1. Click Report icon in the top right corner
  2. Click Add Report
  3. Select Chart

Step 1 - Give a name to the chart and select the primary module (& related modules if required).

Step 2 - Choose conditions to select data that needs to be plotted on a chart.

Step 3 - Select Grouping field for X-Axis and Data to be plotted on Y-Axis (up to 3 data fields can be plotted on a line/bar chart). The pie chart is also available.

For example, consider a Vertical Bar Chart which shows the Lead Status

Pie Chart Example:

  • Select Group by Field: Product Name
  • Select Data Fields: Qty in Stock (SUM)

Conditions:

  • (Products) Qty. in Stock is not empty

  • Export Chart Report now shows percentage values on the exported chart image.

  • Chart report has an option to group by Created Time (day).

Pin your Chart Reports to Dashboard

You can pin your chart report to your Dashboard for a quick view.

  • Create a New Report, click on the pin icon to add it to your Dashboard.

You can also pin or unpin the report from the view list. Hover on the report record to view the pin icon. Click to view the pin icon to view on the dashboard.

Report Actions

Once you create a report, you can customize or download as a pdf file or even export them into CSV or excel sheets.

Customizing Report

If you want to modify the same report all over again, you can click on Customize Report button in the detail view of the report.

Exporting Report

This feature gives you the flexibility to export your reports to .csv or .xlsx files. You’ll need to click on a corresponding icon in the detail view of the record to export it. Reports allow the Print / Export CSV / Export Excel option only if the User has permission to export the records for Reports and the Primary module selected in the report.

Additionally, you can also print your reports by clicking on a print icon in the detail view of the report.

FAQs

  1. Can I have a column to check the reason for Email failure?
    • Yes, you can add a field - Email Fail reason in step 2 to view the reason why the emails were failed to deliver.