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Working with Reports

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Introduction

In Zoho CRM, standard reports are provided in various modules, which can be either used as it is or customized further as per your business requirements.

You can perform the following operations in Reports module:

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

Report Name Description
Account and Contact Reports
Contact Mailing List Display the list of contact address details.
Key Accounts Displays the accounts that give you more sales revenue.
Accounts by Industry Displays the accounts from various industries.
Potential Reports
Pipeline by Stage Displays the potentials by their stage.
Potentials Closing by this Month Displays the potentials that are closing during the current month.
Sales Person's Performance Report Displays the potentials gained by each sales person.
Lost Potentials Displays the potentials that are lost.
Potentials by Type Displays the potentials by their type.
Open Potentials Displays the potentials that are pending.
Pipeline by Probability Displays the pipeline of the potentials by their probability.
Sales By Lead Source Displays the sales from various lead sources.
This Month Sales Displays the sales that has happen during current month.
Today's Sales Displays the sales that has happen today.
Lead Reports
Leads By Source Displays the leads from various sources.
Leads By Status Displays the leads and their status.
Today's Leads Displays the leads that are created today.
Leads by Ownership Displays the leads and the corresponding owners.
Converted Leads Displays the leads that are converted into Account / Potential / Contact.
Leads by Industry Displays the leads from various vertical industries.
Activity Reports
Tasks and Events Report Displays the leads from various vertical industries.
Campaign Reports
Campaigns Revenue Report Display the revenue generated from the campaign.
Campaign Leads Displays the leads that are generated through the campaign.
Case & Solution Reports
Popular Solutions Displays the number of comments for solutions.
Cases By Origin Displays the cases based upon their origin.
Cases By Status Displays the cases based upon their status.
Cases By Priority Displays the cases based upon their priorities.
Cases By Comments Displays the cases with the number of comments count.
Sales Forecast Reports
Quarterly Forecast Summary Displays the quarterly forecasts that includes committed amounts, best-case amounts, and pipeline by quarter.
Forecast History Report Displays the life cycle of the forecast.
Product Reports
Products by Category Displays the products based upon their category.
Products by Support Termination date Displays the products list whose support discontinued during the current month.
Products by Cases Display the products and with the list of cases associated with the products.
Inventory Reports
Vendors Vs Purchases Displays the vendors based on the purchases made from the vendors.
Contacts Vs Purchases Displays the contacts based on purchases.
Purchase Orders by Status Displays the purchase orders based on their status.
Quotes by Accounts Displays the quotes based on accounts.
Quotes by Stage Displays the quotes based on their stages.
Sales Orders by Accounts Displays the sales orders based on accounts.
Sales Orders by Status Displays the sales orders based on their status.
Invoices by Accounts Displays the invoices based on their accounts.
Invoices by Status Displays the invoices based on their status.

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.

Primary Module Secondary Modules
Leads None
Contacts Accounts, Potentials, Quotes, and Orders
Accounts Potentials, Contacts, Products, Quotes, and Invoices
Potentials Accounts, Contacts, and Quotes
Activities Contacts
Products Accounts and Contacts
Cases Products
Solutions -
Quotes Accounts, Contacts, and Potentials
Orders Contacts
Invoice Accounts
Email
Leads, and Contacts

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

Managing Report 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 automatically send the reports to your colleagues, executives management and other non-Zoho CRM users by scheduling the reports daily, weekly, monthly or yearly. Once the Report scheduler is configured, report will be delivered to recipients as an email attachment (XLS format).

Schedule Reports

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

Field Name Description Remarks
Schedule Name Specify the scheduler name Mandatory field
Select Report Select the report from the drop-down list Mandatory field
Active Specify the scheduler status Checkbox

Start Date

Specify the start date of the scheduling the report Mandatory field. The standard date format is mm/dd/yy
Start Time Specify the time at which the report has to generated and sent to the recipients Mandatory field. The standard time format is hh:mm
Repeat Specify the frequency of the reports scheduler from the drop-down list. You can select one of the options. Daily, weekly, monthly, yearly, or specified time. Drop-down list
Recipient Email By default the logged in user's name is selected. You can also send the report to the other users by specifying the e-mail IDs. Specify the e-mail IDs separated by comma

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.

Exporting Reports

You can export the reports data in to XLS, CSV, PDF and HTML formats, which can be used for further data analysis purpose.

To export reports

  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.
  3. In the generated report view select the following options:
    • Export to Excel: To save the report in *.XLS format
    • Export to CSV:To save the report in CSV format
    • Export to PDF: To print the report in PDF

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.


16 Comments
Dustin, 224 - days ago  

Can I limit what reports various users see, (i.e. the reports that are already provided in the system?) Can I delete these, etc.?

Zoho CRM, 223 - days ago  

Dustin,

As of now, we can limit the users by disabling the Reports module using the Roles (Setup --> Admin Settings --> Roles). Custom created reports can be deleted but not the system provided reports. We will consider your request and will analyze and take it up to our future roadmap.

Thanks,
Adam.

Amichai@paragon-communications.com, 178 - days ago  

Hi,

I try to build a report with the following characteristics


bi weekly, automatic

from:2 weeks ago to 2 weeks ahead

task owner

activity

description

status

due date


can you help?


thanks

Zoho CRM, 178 - days ago  

Hi Amichai,

You can schedule the reports from the Reports tab with the columns that you want by clicking on the Customize button and then schedule the report from Report Scheduler button in the Reports tab. Currently you will be able to schedule the reports for Daily, Weekly, Monthly and Yearly. We have plans to provide more customized intervals to generate the reports. Once its done, we will keep posted the update.

Thanks,
Adam.

Guest, 88 - days ago  

PLEASE COULD YOU HELP ME TO DO A PERMIER SALES REPORT?

thank you,


abdeen

amar_try, 87 - days ago  

Hi Abdeen,

Could you please explain in detail about the premier sales report that you need?

Thanks,
Adam.

SL, 27 - days ago  

I would like to print out a report for all LEADs that are in British Columbiua. Is that possible?

Thank you

amar_try, 24 - days ago  

Hi SL,

Yes. You will be able to print the report for all the Leads that has British Columbia in the field that you have. Click on the Customize button in the report that you need and click on Columns tab to choose the field that has the value British Columbia and if you need you can also provide it as a criteria from the Criteria tab and save the settings to see the exact set of leads with British Columbia.

Thanks,
Adam.

Guest, 9 - days ago  

Hi,

I'm having some problems with the reports...I want to create a report that gives me an update on everything that is going on with all accounts, that includes the notes, and any updates recorded about the lead/campaign whichever the account is. Right now I can't include the tasks in the accounts report and I can't find just one report that can tell me everything.


Thank you.

amar_try, 8 - days ago  

Hi Guest,

The auditing feature is in our roadmap with which you will be able to get all the details in a single report. Once the feature is ready, we will keep posted the update.

You can create a new report from the Reports tab by selecting the Tasks from the drop-down and choose the related module you want to get reports for.

Thanks,
Adam.

Nitin+(nitin@metromela.com), 1 - day ago   

Hi,
Is there a way to better format date fields in reports that have been exported to Excel? I have the following issue - a date say 16/Apr/2008 is generated in report as 16/04/2008. Now this isn't recognized by Excel as a date till the time I replace 04 by Apr. Any help possible?
regards
Nitin

Nitin+(nitin@metromela.com), 1 - day ago   

Hi,
Another, related problem. I have a currency field that is being exported into Excel as Rs.10,000.00. This is text where as I was hoping to have these generated as numbers.
Both these issues this one and the one regarding dates above is to enable postprocessing in Excel through Pivots etc.
regards
Nitin

amar_try, 1 - day ago   

Hi Nitin,

Once you have exported the report as excel file, you can change the date format by right-clicking on the date column and select the Format option. Now, choose the needed date format and save the settings.

Thanks,
Adam.

amar_try, 1 - day ago   

Hi Nitin,

Let us know whether you need the value (Rs.10,000.00) without the currency when you export? If so, we have plans to implement it in our future updates.

Thanks,
Adam.

Nitin+(nitin@metromela.com), 18 - hours ago  

Hi Adam,
Thanks for the note. In response to the date issue - 16/04/2008 is not a valid date in Excel so cannot be formatted - 4/16/2008 is. How do I get Zoho to generate 4/16/2008?
In response to the currency issue - yes, instead of Rs.10,000.00 which becomes text and is hard to postprocess in Excel pivots, it's best to generate directly as a number so that postprocessing becomes easy.
Regards
Nitin

amar_try, 12 - hours ago  

Hi Nitin,

The date format will be set based on the Country Locale you set in Setup --> Personal Settings --> Account Information.

Our technical team took a note of the currency issue in reports to their update list and it will be updated in our next major update. As the release date is subject to change, we can't commit a time frame for the release.

Thanks,
Adam.

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