Creating Reports

Creating Reports

You can create new module-specific reports linking some of the other cross-functional modules. For example, you can create a report in the accounts module linking other modules such as Contacts, Deals, Quotes, and others.

Types of Report

  • Tabular Report: Displays the data without any subtotals in the report. Use this type of report to create contact mailing lists, a consolidated view of the sales pipeline, and others.
  • Summary Report: Displays the data along with subtotals, groupings, and other summary information.
  • Matrix Report: Displays the data summarized in a grid against both horizontal and vertical columns.

Create Reports

You can create new reports according to your organization's requirements. The customization of a report involves the following steps:

  • Select the module and the corresponding cross-functional modules
  • Select the report type (Tabular, Summary, or Matrix report)
  • Select the report columns
  • Group the columns
  • Select the calculation functions
  • Specify the advanced sorting filters
  • Save the report in the folder
Note
  • You can customize the standard reports as per your requirements by clicking the Customize link on the Reports Home page. Once customized, you cannot revert to the default report.
  • On sharing a report that you have created with other users in your organization, note that all fields in the report will be visible to them, even though some users may not have permission to view some fields. This includes fields in the parent and child modules.
  • If the primary module is linked to parent and/or child modules, users can view fields and records from those modules, even if they don't have access to them in the parent/child modules. This applies when they have access to the modules but not to the specific records. If the user doesn't have access to either the parent or child module in their profile, they won't be able to view the report.
  • You can create reports for the Inventory modules by choosing them as primary modules. The subforms from the respective modules i.e., Quoted item Purchase Items, Ordered Items, and Invoiced Items can be selected as the secondary module. 

Part 1: To select a module and the cross-functional modules

  1. Click the Reports tab.
  2. On the Reports Home page, click Create Report.
  3. On the  Create Report page, do the following:
    • Select the primary module from the drop-down list.
    • Select the cross-functional modules from the Related Modules list box.
      You can use the fields from the Related Modules in defining the criteria, add columns in your report and select columns to the total.
  4. Click Continue.

Part 2: To select the report type

  1. In the  Create Report page, under the  Report Type tab, select one of the following report options:
    • Tabular Report
    • Summary Report
    • Matrix Report
Note
  • When you select the Summary Report, the Grouping tab will also be available.
  • You can Run or Save the report at any point while creating it.
  • When you click the Run button, the system will prompt you to save the report. The report is saved temporarily and then a preview of the report is generated.
  • When you click the Save button, the report is saved in the folder that you specify.

Part 3: To select the report columns

  1. In the Create Report page, click the Columns tab.
  2. Do the following to select the columns to be displayed in your report:
    • Select the columns from the Available Columns list box.
    • Click Add.
    • The columns will be added to the Selected Columns list box.
    • Use the Up and Down arrow keys to sort the display order of the columns.
    • Select the column name and click to delete the selected column.
  3. Click Save.
    In the pop-up window, specify the Report Name, Description, and Report Folder details.
  4. Click Run to save the report first, and then run it.
  5. Once you have selected the report columns, click the Grouping tab if you are using Summary Report otherwise click theColumns to Total tab (Refer to Step 5 ).

Part 4: To group report columns

Note
  • The system will display the column names (in the Columns tab) only for those modules that you select here.
  • In the Create Report page, click the Grouping tab.
    This tab will be available only when you select Summary Reports under the Report Type tab.
  • On the Grouping page, you can group the records based on the grouping criteria that you specify.
  • Select the values from the respective lists.
  • Select Ascending or Descending from the list.

Part 5: To select the calculation functions

  1. In the Create Report page, click the Columns to Total tab.
  2. In the Columns to Total section, select the required calculation functions ( Sum, Average, Lowest Value, Largest Value ).

Part 6: To specify advanced sorting filters

  1. In the Create Report page, click the Criteria tab.
  2. In the Criteria section, select the additional criteria for the report.
  3. Once you have completed the report customization, do one of the following:
    • Click Run to preview the report.
    • Click Save.
    • Click Cancel.
Note
  • You can also use a Record's Created By and Modified By fields to define criteria.

Part 7: To save the report in a folder

  1. In the Create Report page, click Run or Save.
    Note, that you can run the report only after you save it.
  2. In the Save Report dialogue box, do the following:
    • Enter the Report Name.
    • Enter the Description of the report.
    • Select the Report Folder in which the report has to be stored.
  3. Click Save.

Create Report Folders

Folders are useful to keep data organized and share them easily with others. Zoho CRM has a list of standard report folders to choose from. In addition, you can also create a custom folder. There are two ways to do this:
(i) Create a folder from the existing report(s)
(ii) Create a folder while creating a report
You can also select who can access the report folder in your organization.
  1. Only me - This option will ensure that only the folder creator can access the reports within. It is more like a personal folder. 
  2. Everyone - All the CRM users will have access to the folder and the reports within.
  3. Selected Users - Only the selected users will have access to the folder. For example, you can create a folder named "annual reports" and give access only to the managers or users at higher roles. This way you will not have to share the reports individually, once you save the reports in the respective folder all the users who have access to it will be able to view them. 
To create a report folder from the existing report(s)
  1. Go to the Reports tab and select the report(s).
  2. Click Move to Folder and select Create Folder.

  3. In the Create Report Folder popup, enter the Folder name.
  4. Select who can access the report
    1. Only me 
    2. Everyone 
    3. Selected Users 
  5. Click Save and Move.
To create a folder while creating a report
  1. Go to the Reports tab and click New Report.
  2. Create a report with the required parameters.
  3. Under Basic Information click Select Folder and Create Folder from the drop-down list.

  4. In the Create Report Folder popup, enter the Folder name.
  5. Select who can access the report
    1. Only me 
    2. Everyone 
    3. Selected Users 
  6. Add folder title and description.
  7. Click Save.
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