Chapter 19: Working with Reports

In the Zoho CRM system standard reports are provided in various modules, which can be either used directly or customized further according to your organization requirements.

You can perform the following operations in Reports module:

• View reports
• Create reports
• Create report folders
• Schedule reports
• Delete Reports

Viewing Reports

Zoho CRM provides 30 different standard reports for the benefit of the users, which are present under different module specific folders. You can use the standard reports or can customize as per your business requirements.

List of standard Reports

To access standard reports In Reports tab click the specific report (For example, Contact Mailing List from the Accounts & Contacts Reports) from the Reports folder (for example, Accounts & Contacts Reports, Potentials reports, and others).

To view the report

1. Click the Reports tab.
2. In the Reports Home page, select the report from the required module. (For example, Lead by Source from Leads module). The generated report is displayed with some of the fields.
3. In the generated report view click the Export to PDF button to print the report in PDF and Export to Excel button to save the report in *.XLS format.

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 accounts module linking other modules such as Contacts, Potentials, Quotes, and others.

List of Primary and related Secondary Modules

In the Create Report form, you need to specify the primary module and the related secondary modules (optional). The following table provides various primary and related secondary modules.

Types of Report

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

Customizing Reports

You can create new reports according to your organization requirements. The customization of reports 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 arithmetic functions
• Specify the advanced sorting filters
• Save the report in folder

Step 1: To select module and the cross-functional modules

1. Click the Reports tab.
2. In the Reports home page, click the Create New Report button.
3. In the Create Report page, do the following:
   1. Select the primary module from the Modules drop-down list
   2. Select the cross-functional modules from the Related Modules list box
4. Click the Continue button. 

Select Modules

Step 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
2. Once you have selected the type of report, click the Columns tab

Select Report Type (Tabular, Summary, or Matrix type)

Step 3: To select the report columns

1. In the Create Report page, select the report columns to be displayed from the Available Columns list box to Selected Columns list box.
2. In the Selected Columns list box, change the fields order (if required).
3. Once you have selected the report columns, click the Grouping tab if you are using Summary Report otherwise click the Columns to Total tab.

Select Report Columns

Step 4: To group report columns

1. In the Create Report page, select click the Grouping tab (This is visible only if you have selected Summary reports under the Report Type tab).
2. In the Grouping page, you can group the columns up to three levels in ascending/descending order.
3. Once you have selected the report columns, click the Grouping tab if you are using Summary Report otherwise click the Columns to Total tab.

Group Report Columns

Step 5: To select the arithmetic functions

1. In the Create Report page, click the Columns to Total tab.
2. In the Columns to Total section, select the required arithmetic functions, such as Sum, Average, Lowest value, and Largest value for the available columns.
3. Once you have selected the arithmetic functions, click the Criteria tab to add additional report filters.

Arithmetic Functions in Report

Step 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 the following:
   • Click the Run: To run the customized report. Refer to Step 7 for saving the report in folder.
   • Click the Save: To save the custom report criteria.
   • Click the Cancel: To cancel the report customization.
4. Once you have completed the report customization, you can store the report in a folder.

Add More Criteria

Step 7: To save report in folder

1. In the Create Report page, click the Run or Save button.
2. In the Save Report dialog, do the following:
   • Report Name: Specify the report name.
   • Description: Specify any additional details about report.
   • Report Folder: Select the report folder in which the report has to be stored.
3. Click the Save. Refer to the Creating Report Folders section for folder creation.

Save Report in Folder

Creating Folders

By default, reports are stored in different categories.  You can create personal/public folders so that you can store the frequently used reports in a common folder and access the reports easily

Create Report Folder

To create report folders

1. Click the Reports tab.
2. In the Reports home page, click the Create New Report Folder button.
3. In the Folder Details do the following:
   • Folder Name: Specify name of the folder.
   • Description: Specify additional information about folder.
   • Accessibility Details: Select one of the following options:
     • All Users are allowed to view this Template Folder: Select if you would like to enable the folder access for all the users.
     • Show this Template Folder only to me: Select if you would like to enable the folder access only to you.
     • Allow the following users to view this Template Folder: Select the users or user roles that can access the folder.
4. Click the Save. The new folder is created where you can add reports.

Note: All the report folders are publicly visible, but the reports within the folder can be made private.

Scheduling Reports

You can send reports to your colleagues and management (non-Zoho CRM users also) periodically within your organization at a scheduled time.

Schedule Reports

In the Scheduler Configuration page, you have to configure the schedule reports. The following table provides various field names in scheduling reports.

To setup report scheduler

1. Click the Reports tab.
2. In the Reports home page, click the Reports Scheduler button.
3. In the Scheduled Reports page, existing schedulers are displayed under the Scheduled Reports List section. Click the New Report Scheduler button.
4. In the New Report Schedule page specify the values (Refer to the Report Scheduler fields table) and click the Save button.

Deleting Reports

Periodically you may delete some of the unnecessary custom reports.

To delete reports

1. Click the Reports tab.
2. In the Reports home page, select the report to be deleted and click the Del link. The selected report is deleted.

Frequently Asked Questions

Q1. What types of reports are available?

Ans: You can create three types of reports namely, Tabular, Summary, and Matrix types of reports.

Q2. How to view reports?

Ans: All the standard and custom reports are available in Reports Home page. You can select the specific reports by clicking the Report link under Report folders.

Q3. Can I store all my personal reports in a folder?

Ans: Yes, you can store all your personal reports in a folder, which can be viewed only by you and users with System Administrator privilege. If required you can also make report folders publicly visible to other users in your organization.

Q4. Can I schedule my reports and send to my colleagues periodically?

Ans: Yes, you can schedule reports delivery. After scheduling, reports are sent to the recipients' e-mail ID with a link to access the specific report from the Zoho CRM - Reports module. You can also send the PDF document to the recipients. For more details on scheduling reports refer to the Scheduling Reports section.

Q5. Why I am unable to see some of the fields in Reports?

Ans: You may not be able to see some of the fields in reports if your administrator has disabled those fields. You can views fields that are displayed in your page layout. You can see the following set of data: Data to which you have the access (Read/Write) that includes records owned by you and shared by other users to you.