Microsoft Dynamics CRM Advanced Analytics
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General
1. What is Zoho Analytics?
Zoho Analytics is an on-premises reporting and business intelligence application that helps you analyze your IT data and create insightful reports & dashboards for informed decision-making. It offers the following important capabilities:
Import data from local files, web feeds, local and cloud databases, and cloud storage/drive.
Displays data in an easy-to-view excel format.
Build custom reports and dashboards easily, with the drag-and-drop report builder.
Supports powerful visualizations in the form of charts, pivot tables, summary views, tabular views, and dashboards.
Generate reports and KPIs in seconds with Zia, Zoho Analytics' intelligent analytics assistant powered by Machine Learning and Artificial Intelligence.
Create custom formulas using the built in formula engine that contains a wide range of mathematical, statistical and logical functions.
Share reports and dashboards with your colleagues easily, through a wide range of collaboration features.
Export and publish reports and dashboards in various formats, and configure permissions and filters for the views.
Supports out-of-the-box integrations with a wide number of applications, to give you pre-built reports and dashboards on your application's data within minutes.
2. What is Dynamics CRM Advanced Analytics Connector?
Dynamics CRM Advanced Analytics Connector enables you to import your Dynamics CRM data into Zoho Analytics for advanced reporting and analysis. This connector brings in all the capabilities of Zoho Analytics described above to Dynamics CRM users.
- A full-featured business intelligence (BI) and reporting tool that can slice & dice your Dynamics CRM data to create any report/dashboard you require.
- Over 100+ handpicked reports/dashboards that anyone using Microsoft Dynamics CRM will find great value in.
- Create your own reports and dashboards based on not only your Dynamics CRM data but also from any other data sources and popular business applications
- Share reports and dashboards with your colleagues.
- Schedule and email your reports whenever you want.
- Export your reports as PDF, HTML, Excel, CSV and image files.
- Embed your reports on websites, blogs etc.
Setup
1. How do I set up the connector for my Dynamics CRM account?
Also, refer:
2. How long should I wait for my Dynamics CRM data to initially appear in Zoho Analytics?
After configuring this connector, you might have to wait sometime for the initial fetch to happen. If you access the workspace before the initial fetch, it will not display any data.
3. I got this email which said 'Setup Process Failed'/'Synchronization Process Failed'. What should I do?
The import/sync process of your Dynamics CRM data can sometimes fail due to a variety of reasons. Hence you may receive such mails occasionally. The Zoho Analytics team will look into it immediately and get back to you, after taking the required corrective action.
Case 1: You will receive the Setup Process Failed mailwhen there is a failure during the initial fetch. In this case we request you to:
- Open the workspace in which you have setup the connector.
- Select the Data Sources button from the side panel, and if multiple connectors are setup, select Microsoft Dynamics CRM from the options listed.
- In the Data Sources tab that appears click the Retry Now link.
- If the issue persists please do write to onprem-support@zohoanalytics.com. We will look into it and get back to you immediately.
Case 2: You will receive the Synchronization Failed mail if there is any failure during the data synchronization process between Dynamics CRM and Zoho Analytics, after the initial setup & import of data. This might be a momentary failure due to any internal issues. This import schedule will get suspended if there are five successive failures.
4. How frequently can I synchronize my data with Zoho Analytics?
If you have subscribed to the Zoho Analytics Basic plan, you will be able to synchronize your data only once every day.
If you are a user of the Standard Plan or above you can sync your data at one of the hourly intervals mentioned below:
- 12 Hours
- 6 Hours
- 3 Hours
5. Can I import custom fields from Dynamics CRM?
Yes, you can import custom fields from Dynamics CRM. You can add the custom fields by selecting the fields either while setting up the connector or by using the "Edit Setup" option (refer next question).
6. Can I edit the Dynamics CRM Connector Synchronization setting?
Yes, you can edit the Dynamics CRM Connector synchronization setting if you are the administrator of the Zoho Analytics account.
- Open the Dynamics CRM advanced analytics workspace.
- Select the Data Sources button from the side panel, and if multiple connectors are setup, select Microsoft Dynamics CRM from the options listed.
- In the Data Sources tab that opens, click the Edit Setup link.
- Make the necessary changes and click Save.
7. Can I synchronize my Dynamics CRM data instantly?
Yes, you can synchronize your Dynamics CRM data instantly when needed.
To synchronize your data instantly:
- Login to your Zoho Analytics account.
- Open the corresponding workspace.
- Select the Data Sources button from the side panel, and if multiple connectors are setup, select Microsoft Dynamics CRM from the options listed.
- In the Data Sources tab that opens, click Sync Now.
- Dynamics CRM data will get instantly synchronized.
8. In whose account will the Dynamics CRM Connector be setup?
It will be setup in the corresponding Zoho Analytics account of the Dynamics CRM user who configured this connector.
9. How can I view the information details about data synchronization between Dynamics CRM and Zoho Analytics?
- Open the corresponding workspace in Zoho Analytics.
- In the Explorer tab, click Dynamics CRM/Data Sources button. The Data Sources tab opens listing the below details.
- Last Data Sync Status: The status of the last synchronization.
- Last Data Sync Time: The time of the last synchronization.
- Schedule: The interval in which the import is scheduled.
- Next Schedule Time: The time of the next schedule.
- Time Zone: The timezone of the schedule.
- Synchronizations Done: Number of synchronizations done in that particular day.
10. What are the modules in Dynamics CRM on which I could create reports using this connector?
Data from the following modules in Dynamics CRM will get synchronized with Zoho Analytics.
- Accounts
- Campaigns, Campaign Responses
- Cases
- Contacts
- Contracts, Contract Lines
- Goals
- Invoices
- Invoice Products
- Leads
- Notes
- Opportunities, Opportunity Products
- Orders, Order Products
- Phone Calls, Email Messages, Faxes
- Price Lists, Price List Items
- Products
- Quotes, Quote Products
- Services
- Tasks
- Territories
- Users
11. How to create my own reports with this connector?
Also refer:
- For creating your own reports using this connector, you can do it only if you are the administrator or the workspace owner.
12. Who has access to the reports I create?
By default, the reports you create are accessible only to you. However, you can share the reports with your colleagues using the 'Sharing' options available in Zoho Analytics. Refer How to Share Reports & Dashboards question.
13. Can I transfer my Dynamics CRM Connector to another admin account?
At present, we do not provide an option in the user interface. If you require this transfer, please do mail us to support@zohoanalytics.com and we will do this for you.
14. How can I remove the setup?
- Login to your Zoho Analytics account.
- Open the corresponding workspace.
- Select the Data Sources button from the side panel, and if multiple connectors are setup, select Microsoft Dynamics CRM from the options listed.
- In the Data Sources tab that opens, click the Settings icon and select Remove Data Source as shown in the snapshot.
Reporting Features
1. What are the report types supported by Zoho Analytics?
Zoho Analytics supports a wide variety of reports.
- Charts
- Pie
- Bullet
- Dial
- Bubble
- Packed Bubble
- Bar
- Stacked bar
- Line
- Smooth Line
- Scatter
- Combination
- Area
- Stacked Area
- Web
- Funnel
- Doughnut
- Table View
- Pivot tables (Matrix Views)
- Summary view
- Tabular view
- Dashboards (multiple reports arranged in the same page)
2. What are the default reports & dashboards created by Zoho Analytics, on setting up this Connector?
When you setup/configure the Dynamics CRM Integration Connector, 100+ default reports & dashboards are automatically created. These hand-picked reports will be pretty useful in analyzing your Dynamics CRM organization data effectively.
3. How do I create reports using fields/columns across different modules?
Columns from across different tables that are related through a lookup column can be dragged and dropped to create a report. Refer to this help documentation to know how to join tables.
Refer to this presentation to know how to create reports.
4. What are 'Formulas' in reports?
Formulas, as the name indicates, are calculations that you could define in Zoho Analytics to help you create the required reports. Zoho Analytics provides a powerful formula engine to create any type of calculations required, to enable creating the required reports. Refer Adding Formulas in Zoho Analytics to know more.
5. What are the default formulas added by Zoho Analytics, on setting up this connector?
You can also add your own formulas to derive your own calculations. Do refer to Adding Formulas in Zoho Analytics help page. You can view these formulas by opening the corresponding table and selecting Add > Edit.
The following are the formulas from the Cases table:
| Formula Name | Formula | Formula Type | Description |
| Days to Closed | Custom | if("Case Stage"='Closed',datediff("Modified On","Created On"),null) | Provides the number of days taken to close the case. If it is not closed, it will return NULL |
| Age in Days | Custom | datediff(if("Case Stage"='Closed',"Modified On",now()),"Created On") | Number of days it took for a cases to be closed. If the Closing Date is not available (null), we calculate the days till today from the case created time. |
| Age Tier | Custom | if("Age in Days">=0,if("Age in Days"<=60,'1.0-60days',if("Age in Days"<=120,'2.61-120 days',if("Age in Days"<=180,'3.121-180days',if("Age in Days"<=360,'4.181-360 days','5.Above 360 days')))),'6.Negative-NotValid') | Classifies the time spent on a cases to close it, into different time period baskets, e.g., within 60 months, within 120 days etc |
| No.of Closed Cases | Aggregate | countif("Cases"."Case stage"='Closed') | Provides the count of closed cases. |
| % of Closed Cases | Aggregate | ("Cases"."No.of Closed Cases"/count("Cases"."Case"))*100 | Provides the percentage of closed cases. |
The following are the formulas from the Order Products table:
| Formula Name | Formula | Formula Type | Description |
| Sales Orders Delivered Count |
Aggregate | count(if("Orders"."Status Reason" = 'Delivered', "Order Products". "OrderProduct", NULL)) |
Provides the count of sales order delivered. |
| COGS (Cost Of Goods Sold) |
Aggregate | sum(if("Orders"."Status Reason"='Delivered',"Products"."Current Cost(Base)"*"Order Products"."Quantity",NULL)) | Provides the cost of the goods sold. |
| Sales Value | Aggregate | sum(if("Orders"."Status Reason"='Delivered',"Order Products"."Amount(Base)",NULL)) | Provides the sales value amount based on the products ordered |
| Projected Profit | Aggregate | ("Order Products"."Sales Value"-"Order Products". "COGS (Cost Of Goods Sold)") |
Provides the projected profit. |
| Profit Margin | Aggregate | ("Order Products"."Projected Profit"/"Order Products". "Sales Value")*100 |
Provides the profit margin percentage. |
| Avg. Sales Value | Aggregate | sum (if ("Orders"."Status Reason"='Delivered',"Order Products"." Amount (Base)", NULL)) / count("Order Products"."Order") |
Provides the average sales value. |
The following are the formulas from the Orders table:
| Formula Name | Formula | Formula Type | Description |
| Order fulfiilment Rate | Aggregate | (countif("Orders"."Status Reason"in('Delivered'))/count("Orders"."Order"))*100 | Provides percentage of order fulfillment rate in percentage. |
| Cancellation Rate | Aggregate | (countif("Orders"."Status Reason"in('Cancelled'))/ |
Provides the cancellation rate in percentage. |
The following are the formulas from the Opportunities table:
| Formula Name | Formula | Formula Type | Description |
| Age in Days | Custom | datediff (ifnull ("Actual Close Date", now()),"Created On") |
Number of days it took for a opportunity to be closed. If the Closing Date is not available (null), we calculate the days till today from the opportunity created time. |
| Age Tier | Custom | if("Age in Days">=0, if("Age in Days"'1. 0-60 days', if ("Age in Days"< =120,'2. 61-120 days', if("Age in Days"<=180,' 3. 121-180 days', if("Age in Days"< = 360,'4. 181-360 days', '5. Above 360 days')))),'6. Negative-Not Valid') |
Classifies the time spent on a opportunity to close it, into different time period baskets, e.g., within 60 months, within 120 days etc., |
| Amount Tier | Custom | if ("Total Amount(Base)"> = 0, if("Total Amount(Base)" < = 10000,'1.0-$10K', if("Total Amount(Base)" if("Total Amount(Base)"< = 30000, '3. $20,001-$30K', if("Total Amount(Base)" < = 40000,'4. $30,001-$40K', '5.Above 40K')))), '6. Negative-Not Valid') |
Classifying sales based on $ value (amount of sale made), e.g., upto 10,000, 10,001 to 20,000, 20,001 to 30,000 etc |
| Won Amount | Aggregate | (sumif("Opportunities"."Status Reason"='Won',"Opportunities"."Total Amount(Base)")) | Provides the won amount. |
| Won Deals Count | Aggregate | (countif("Opportunities"."Status Reason"='Won')) | Provides the count of the deals won. |
| Win Rate% | Aggregate | (Countif("Opportunities"."Status Reason"='Won')*100/count(if("Opportunities". "Status Reason" in ('Won', 'Lost'), "Opportunities"."Opportunity",NULL))) |
Provides the percentage of win rate. |
| Avg Deal Size Won | Aggregate | (avgif("Opportunities". "Status Reason"='Won', |
Provides the average deal won. |
| Won vs Expected Revenue % | Aggregate | (sumif("Opportunities"."Status Reason"='Won',"Opportunities"."Total Amount (Base)")*100 / sum("Opportunities". "Est.Revenue (Base)")) |
Ratio of sum of sales won and sum of revenue expected |
| Lost Deals Count | Aggregate | (count(if("Opportunities"."Status Reason"='lost',"Opportunities"."Opportunity",NULL))) | Total number of deals lost |
| Avg Sales Cycle | Aggregate | (avgif("Opportunities"."Status Reason"IN('Won','Lost'),"Opportunities"."Age in Days")) | The average number of days it takes to close an opportunity (the sale can either be won or lost, but the opportunity shouldn't be in an open state). |
| Lost Amount | Aggregate | (sumif("Opportunities"."Status Reason"='lost',"Opportunities"."Total Amount(Base)")) | Total amount of sales lost |
| Open Deals Count | Aggregate | (count(if("Opportunities"."Status Reason"='Open',"Opportunities"."Opportunity",NULL))) | Total number of deals open |
| Won Deals Count Last 365 Days | Aggregate | (count(if("Opportunities"."Status Reason"='Won' AND "Opportunities"."Actual Close Date">subdate (currentdate(),'365'),1,NULL))) | Provides the count of deals won in last 365 days. |
| Open Deals Count Next 90 Days | Aggregate | (count(if("Opportunities"."StatusReason"='Open' AND "Opportunities"."Actual Close Date"> = currentdate()AND "Opportunities"."Actual Close Date" < adddate(currentdate(),90),1,NULL))) |
whose closing date lies within next 90 days. |
| Lost Deals Count Last 365 Days | Aggregate | (count(if("Opportunities"."Status Reason"='Lost' AND "Opportunities"."Actual Close Date" > subdate(currentdate(),'365'),1,NULL))) |
Provides the count of deals lost in last 365 days. |
| Win Rate Percentage Last 365 Days | Aggregate | ("Opportunities"."WonDealsCountLast365Days"*100) / ("Opportunities"."Won Deals Count Last 365 Days"+"Opportunities"."Lost Deals Count Last 365Days") | Provides the percentage of deals won in last 365 days. |
| Predicted New Deals Count Next 90 Days | Aggregate | (("Opportunities"."Win Rate Percentage Last 365 Days"/100)*"Opportunities"."Open Deals Count Next 90 Days") | Predicts the count of Deals expected to be Won in the next 90 days. It is calculated based on Deals Won in the past 365 days. |
| Avg Deal Size Last 365 Days | Aggregate | (avgif("Opportunities"."Status Reason"='Won'AND "Opportunities"."Actual Close Date">subdate(current date(),'365'),"Opportunities"."Total Amount(Base)")) | Provides the average of deals won in last 365 days. |
| Predicted Pipeline Revenue | Aggregate | ("Opportunities"."Predicted New Deals Count Next 90 Days"*"Opportunities"."Avg Deal Size Last 365 Days") | Predicts the Sales expected in future, based on current pipeline and past trends. |
| Opportunities Created Last 365 Days | Aggregate | (count(if("Opportunities"."Created On" > subdate(currentdate(), 365), 1,NULL))) | Provides the opportunities created in last 365 days. |
| Predicted New Business - Next 3 Months | Aggregate | ("Opportunities"."Win Rate Percentage Last 365 Days"/100)*("Opportunities". "Avg Deal Size Last 365 Days")*(("Opportunities"."Opportunities Created Last 365 Days"*90)/365) |
Predicts the new business expected in the next 3 months. |
| Loss Rate% | Aggregate | (count(if("Opportunities"."Status Reason"='Lost',1,NULL))*100/count (if("Opportunities"."Status Reason" in('Won','Lost'),1,NULL))) |
Provides the rate at which sales are lost (in %). This calculated as a Ratio between number of deals lost and total number (won + lost) of deals |
| Converted Lead Count | Aggregate | count("Leads"."Qualifying Opportunity") | Provides the count of Leads converted into Potentials. |
6. How do I create my own custom formulas in Zoho Analytics?
Refer to the Adding Formulas in Zoho Analytics help page.
7. Can I add/modify data in the Dynamics CRM data tables in Zoho Analytics?
No, you cannot add modify data in Dynamics CRM data tables. Data from Dynamics CRM modules gets automatically synched into Zoho Analytics in the different tables (one table for one module). You cannot edit any of this data or add new data records from within Zoho Analytics.
However you can add new tables and add/import data into that, to create reports combining it with the data from Dynamics CRM.
8. Can I add new columns to the Dynamics CRM data tables in Zoho Analytics?
No, you cannot add new columns. But, you can add Formula Columns and Aggregate Formulas (i.e., calculated fields) to these tables to help you create powerful reports. Refer Adding Formulas to know more on this.
9. Can I add new data tables in this Workspace to create reports & dashboards?
Yes, you can add new data tables. Click New > New Table to add a new table in the existing Dynamics CRM Workspace.
With this feature, you can import data from other sources or add them manually into your Workspace to analyze and create reports combining this with your Dynamics CRM data. You can also import data from other business applications like Google Analytics etc.
Refer:
- How to Import data from files and feeds into Zoho Analytics
- How to Import data from local databases using Upload tool
- Import data from popular Business Applications
- How to Import data using Zoho Analytics API
10. Can I combine data from other sources with the data from Dynamics CRM to create reports and dashboards?
Yes, you can combine data from your other sources with your Dynamics CRM data for analysis.
To do this, you need to add/import a new data table into the Dynamics CRMworkspace and then define a look-up to join it with the synchronized table from Dynamics CRM.
To define a lookup relationship between two tables, it is essential that the tables have at least one column which is common between them. Follow the below steps to look up a column from Dynamics CRM along with the data from any other source.
- Open the corresponding table, right click the column header and select Change to Lookup Column.
- In the Change to Lookup Column dialog that opens, select the column to look up.
- Click Ok
Please do note that you can create Lookup only to columns in the tables that are not from the same data source.
11. Can I join data from multiple tables to create reports?
Yes, you can join data from multiple tables to create the reports. Refer to Joining Tables in Zoho Analytics for detailed help on this.
12. What are Query Tables?
Zoho Analytics allows you to pull the data required by writing standard SQL SELECT Queries. This is called Query Tables. With Query Tables you can also combine data from different tables and create reports over the same. Refer this documentation to know more.
Users, Sharing & Collaboration
1. How do I share the reports in Zoho Analytics with my colleagues?
You can share the default reports provided in the Dynamics CRM connector and the reports you have created, with other users in your portal. Refer to Sharing and Collaboration help page for more details on this.
Once you privately share a report to your colleagues they will be able to access the reports as you do. Refer here to know how to access the reports.
2. Why are other members in my organization not able to access the reports created?
When a Dynamics CRM Administrator configures the Dynamics CRM - Zoho Analytics connector, the tables and reports will be available only to him/her, by default. The Administrator has to share the 'Dynamics CRM Advanced Analytics' workspace with other members of the organization. Only then will the default reports be accessible by those members.
To know more, refer to Sharing and Collaboration help page.
3. How can other members in my organization create reports?
The Dynamics CRM Administrator who has setup the connector should share the tables present in 'Dynamics CRM Advanced Analytics' workspace with other members of the organization. Once this is done, the shared users can create reports based on those tables.
To know more, refer to Sharing and Collaboration help page.
- If you add a user as a Workspace Admin in the Dynamics CRM Workspace created in Zoho Analytics, the user will be able access all the data & reports, create new reports and do any operation that you could do on the workspace.
4. Is it possible to share the same report to multiple users such that they each see different data?
Yes, you can do this by creating Variables. This allows you to share the report to several users, with associated filter criteria so that each user can access only the data specific to them. To learn more, refer this documentation.
5. Why can't other users edit the reports that I have shared to them?
This is the expected behavior. Only when the users being shared is set as a workspace owner, they can edit the reports. If a normal user wants to edit the report, he/she will have to save the report with a new name using the Save As option toolbar. The User can edit this report.
6. Can I share the same report created to multiple users with different criteria associated, so that they see different data?
Yes, you can. Refer the topic Apply filter criteria.
7. Can I export a report/dashboard?
Yes, you can export the report/dashboard in various file formats such as CSV, EXCEL, PDF, HTML and Image. Click to know more.
8. How can I print the reports & dashboards created in Zoho Analytics?
In order to print the report/dashboard, you first need to export it. You can export the report in various file formats such as CSV, EXCEL, PDF, HTML and Image. Click to know more.
- If you are a user to whom a report has been shared and you want to take a print, ensure you have been provided the Export permission by the Administrator to the report, only then you will be able to print the report.
9. How can I email reports & dashboards created in Zoho Analytics in a scheduled manner?
If you are the Administrator of the Zoho Analytics connector or a Workspace Admin, you can schedule reports and dashboards to be emailed automatically. Refer to the email schedule section in this help documentation.
10. How do I embed my reports in my intranet, blog or presentation?
You can easily embed the reports & dashboards created in Zoho Analytics in your website, web application or blog. Refer this documentation to know more.
Help & Support
1. How do I get technical support on Zoho Analytics connector?
We offer 24x5 technical support (Monday to Friday). In case if you need our assistance kindly do mail us your questions to onprem-support@zohoanalytics.com.
You can also reach us on our toll-free numbers:
- United States: +1 408 454 4202
- India: +91-44-46447058 Extn: 6222
2. Can I have someone from Zoho do a Demo of this connector for me?
Yes, certainly. Register for a demo in this page.
Solution Catalog
You can access a catalog of useful solutions that will guide you in creating reports for widely asked Key Sales Performance metrics over the Microsoft Dynamics CRM data. Click to learn more.
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