Contents
Creating a ReportPivot Reports
Charts
Reports provides your sales team the ability to extract only 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.
Creating a Report
You can group records of a kind in Folders. By default, all reports will be stored in All Reports folder. You can also create a custom folder to store your reports.
Follow few simple steps to create a new report
- Click All dropdown
- Click Reports tab
- Click Add Report button
Step 1: Report Details
In Step 1 of creating reports, you'll need to provide a few basic details. The information of fields that are displayed in Step 1 are tabulated below
| 1. Report Name | Provide desired label for your report |
| 2. Report Folder | Select from the existing folders to store your report |
| 3. Description | Provide report description. This is just for future reference |
| 4. Primary Module | Select a module to create report on records of that module |
| 5. Select Related Modules | Select maximum two related modules to include fields of those modules while creating a report |
Notes! You can also proceed without selecting any related modules
- 3. Click Next button
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.
- 4. 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 same field is scattered and it makes the report cumbersome to handle. This feature enables you to group information basing on selected field. You can group them either in ascending or descending order of alphabets.
For instance, consider multiple contacts that are related to same organization. While creating a report on Contacts module, the results can be scattered.
I 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.
- 5. Click Next button
Step 3: Filters
Records filtering conditions has been made very simple. Conditions are grouped into two blocks.- 6. Provide condition to filter selected records. You can skip this step if you'd like to create report on all existing records in 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.
Notes!
- By default, AND condition is enabled between ALL conditions and ANY conditions. This will help you in grouping the two conditions.
- You can also filter the records on custom and existing date fields. You can provide existing or custom criteria to filter records.
- The conditions are dynamic. For instance, Today as filter condition will display all the records on current day. It will not display the same records tomorrow. It will display the records of present day instead.
- You can also proceed without creating any filter. That will display all the records of selected module.
- 7. Click Generate Report button
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 corresponding icon in the detail view of the record to export it.
Additionally, you can also print your reports by clicking on print icon in the detail view of the report.
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
| 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 send to any specific email address.
Notes! For Scheduled Emails functionality to operate, workflow cron job should be active under the Scheduler.
Pivot Reports
What are 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 Sales person
- 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
Vtiger supports SUM, MIN, MAX, AVG operations on all Integer and decimal fields for the Pivot reports. In addition, COUNT of records is also available on any grouping.
How can I create a Pivot Report?
To create a pivot report, click on All > Reports > Add Report drop down > Select Pivot ReportStep 1 - Specify Name of the report, and Choose primary module (and related modules if required).
Step 2 - Specify Conditions.
Step 3 - Select atleast 1 Row field , and atleast 1 Column field, and the statistic to be displayed.
How can I drill down on a Pivot Report?
You can drill down by selecting multiple row fields or multiple column fields.For example: Select Country and City as the column fields, Industry as the Row Field for a report on Leads (select any data field). When you run the report, it will show the data in expanded format for all cities. If you want to get aggregated data at Country level, you can click on the button to the left of Country.
What are the 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.
Charts
How can I create a custom Chart?
To create a custom chart, click on All > Reports > Add Report drop down > ChartStep 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 in a chart.
Step 3 - Select Grouping field for X-Axis, and Data to be plotted on Y Axis (upto 3 data fields can be plotted on a line/bar chart). Pie chart is also available.
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