The CRM provides you with several possibilities for evaluating your data according to the criteria you have selected beforehand.
The dashboard gives you a graphical representation of your sales and service data.
You may summarize your data stored in the CRM by reports. You have a set of predefined reports available which you can customize to your needs.
You should use these reports and analysis features to get an overview of customer-related activities and to draw conclusions on how to improve your sales process.
You can reach the Dashboard function at the Analytics > Dashboard menu. The dashboard includes a graphical representation of sales and services related data as partly displayed in figure:
You may switch between different reports and views. Some reports, such as Dashboard Home, allow you to modify the period as well as the type of data included. Click Edit to modify the settings. Use the Control Key on your keyboard to select multiple data sets to be displayed.
Note: The time period used at the dashboard does not automatically update with the passing time. You have to set the required period, and you should click Refresh to make sure the actual data are shown.
The sales stages, status as well as the other source information used may get changed by your CRM system administrator.
You may get a report for almost any data you have stored in your CRM at the Analytics > Reports menu as shown in figure:
The CRM offers you a report generator as well as a report designer
The report generator provides you with reports which you can see at the screen or export as PDF or Excel files.
The report designer allows you to select the data you want to see in a report and to modify their representation.
The CRM comes with a rich selection of standard reports as illustrated in the previous figure. Each of these reports comes as two types:
Tabular reports are the simplest and fastest way to get a listing of your data.
Summary reports allow you to view your data along with subtotals and other summary information. In the following section, I will explain how to modify reports or even set up your own report folders.
To change an existing report click the Report Name. A new window will open which list the selected report and allow it to customize it.
To open the report editor for changing an existing report, click Customize Report as indicated in the figure. Follow the instructions. To create a new report, click the New Reports icon shown in the figure. First, you are asking for the CRM module which provides the data for the report. Based on this selection the fields available for the reports are selected by the CRM system.
The opening pop up window displays the next steps for report creation as shown in the figure.
Follow the instructions:
At the current release, the CRM does not monitor the available site space for a proper PDF to be created. If you chose too many columns, you might not get a useful PDF export.
If your report design is finished, click Next to save your settings and to start the report generator. Then you
can see the report at your screen,
may export the report as a PDF or Excel file, and
may print the report.
Example: Let's assume you want to have a list of accounts who bought a specific product You should follow these steps to create a report:
create a new report with a name, report folder and description
you will be asked for the related module; select Products
you will be asked for the format of the report; make your choice
select the fields you want to have in the report
select the field in advanced filter as Product Name - equals -
Customized Report Folders
To create your own report folder, click the Create New Folder icon as shown in the figure: Reports Home. In the new pop up window, you may give this folder a name and a description.
Click Save to create this folder. You could use this folder to store your own or modified reports. The new folder will be listed at the Analytics > Reports menu.
At the Analytics > Reports menu you may also move or delete reports by clicking the appropriate buttons or icons.
Charts Functionality for Reports of Summary Type having a groupby condition
We have added the Reports Charts Functionality to the Reports Module. Every Report that is generated of type summary and having a group by condition will be accompanied by a chart. By default, the charts are of type Horizontal Bar Chart and Pie chart. The following screen-shot shows how to create the report as a summary report. In step 3 of the report creation wizard, there is an option to select the tabular report or summary report.
Next, in step 5 of the report creation wizard, there is an option to select columns for grouping the report. The following screen-shot shows the summarize information by column.
Adding Group By time functionality for report generation
We have added a new feature to the group by a report by time. While creating a summary report, if we are selecting the group by condition as a date field, then a new dropdown will be visible which will allow you to group by time viz, group by month, quarter or year. The following screen-shot shows a report generated for contacts module with the group by field as the Birthdate. In this case, when the field birthdate is selected, the new drop-down group by time will become visible next to it.
After the report has been generated, the charts will be visible at the bottom of the reports page itself as shown in the following screen-shot.
A new button has been added called “View Charts” to the top right corner and bottom left corner of the reports page. The above screen-shot shows the button “View Charts”. On click of the “View Charts” button, the page navigates to the charts element present at the bottom of the reports detail page. The following screen-shot shows the reports charts after the click of view charts.
Also, a new button has been added at the bottom right of the charts page called “Add Chart To Home Page” as shown in the above screen-shot. On click of this button, it is possible to add this report chart directly to the homepage as a widget. The following screen-shot shows that on click of this button a new popup will be shown. In this popup, the report name will be automatically filled and the user will be allowed to input a Widget Name that will be visible on the homepage. Also, the chart type can be selected using the dropdown for Chart Type. The following screen-shot shows this.
The ChartType drop down has 3 values: Horizontal Bar Chart, Vertical Bar Chart and Pie Chart as shown in the following screen-shot.
After clicking on the save button a message will be displayed that the widget has been added to the homepage successfully.
Adding Report Charts from HomePage
We have added a new Widget Type called “Report Charts” in the Home Page. The following screen-shot shows this newly added Widget Type.
On clicking on the Report Charts Entry which is a hyperlink, we will get a new popup. The following screenshot shows the popup.
In this Popup, the user can select 3 things:
Report Name: This field is a drop-down that has all the report names which are of the summary type and having a group by condition.
Report Type: drop-down to select the type of chart(Horizontal Barchart, Vertical Barchart or Piechart).
On click of the save button in the popup, the widget will be added to the homepage as shown by the below screenshot.
There is also an edit icon that allows the user to change the chart type even after adding the chart to the homepage.
The following screen-shot shows the edit icon on the homepage Report Charts widget.
In the above, we can see that we have selected the Horizontal Barchart and trying to change the chart type from vertical to Horizontal. On the click of the save button, the Vertical BarChart will be replaced with the Horizontal BarChart.
The following screen-shot shows this: