Zoho Projects l Zoho Analytics Help

Zoho Projects Advanced Analytics

Zoho Projects Advanced Analytics allows you to import Zoho Projects data and create insightful reports over them. With this integration, your Zoho Projects data can be easily analyzed to create insightful reports & dashboards using the powerful reporting options in Zoho Analytics. This enables you to proactively monitor & manage your projects by tracking the Key Projects Metrics.

Permission Required

Users with administrative privilege can access this connector.

  • Standard
  • Premium
  • Enterprise

Check Features Availability and Limits

General

1. What is Zoho Analytics?

Zoho Analytics is a self-service BI and data analytics software that lets you analyze your data, create stunning data visualizations, and discover hidden insights in minutes.

It offers the following important capabilities.

2. What is Zoho Projects Advanced Analytics connector and how does it work?

Zoho Projects Advanced Analytics Connector brings in all the capabilities of Zoho Analytics described above to Zoho Projects users. It comes with the following features/benefits.

3. Who can subscribe to the Zoho Projects connector?

Users with paid accounts of both Zoho Projects (Enterprise or Premium editions) and Zoho Analytics (atleast the Basic plan) can avail this connector.

Note: Only Portal Owners or Admin users can configure this connector to analyze their projects data.

4. What do I get when I subscribe to this connector?

As a Zoho Projects user this connector brings you immense benefits. It enables you to do powerful analysis of your Projects data and create insightful reports & dashboards. This allows you to view your projects data in ways you haven't looked at before. For example, you could see the target vs. completed tasks, delayed tasks and milestones by owners, create burn-down reports, analyze effective ROI of a project, do revenue projection based on ongoing projects, top/bottom 5 project members and much more.

Zoho Analytics drag-and-drop based reporting is so easy to use that you could create any report or dashboard on your Projects data with no IT help or technical knowledge and share them to your colleagues.

5. How does the Zoho Projects connector work?

The Zoho Projects connector for Zoho Analytics works as below.

  • Zoho Projects Portal Owner or Admin user of the projects chooses to configure this connector in their Zoho Projects account.
  • Selects the Portal and projects from which the data is to be imported.
  • Data from Milestones, Tasks, Timesheet and Bugs modules in the selected projects will be combined and imported into Zoho Analytics Workspace. Initial import will take some time.
  • Data Import can be scheduled periodically from Zoho Projects, at the desired interval, to keep the latest data available in Zoho Analytics Workspace.
  • By default 50+ insightful reports over the projects data will be created. You can also easily create Custom reports over the Projects data.
  • The Zoho Projects Owner or Admin, who setup the connector can share the reports created in Zoho Analytics to other Projects users.

6. What are the default reports & dashboards created by Zoho Analytics, on setting up this connector?

When you setup/configure the Zoho Projects Integration Connector, 50+ default reports & dashboards are automatically created. These hand-picked reports will be pretty useful in analyzing your projects data effectively. For example, the target vs. completed tasks, delayed tasks and milestones by owners, create burn-down reports, analyze effective ROI of a project, do revenue projection based on ongoing projects, top/bottom 5 project members and much more.

You can quickly review the default reports that would be created from the following Zoho Projects Sample Database.

For more details about the reports supported by the Zoho Analytics Advanced Analytics Connector for Zoho Projects refer to Reporting Features section.

7. What are the benefits of using the Zoho Projects Advanced Analytics over the inbuilt Reporting module in Zoho Projects?

The advantage of using the Zoho Projects Advanced analytics over the reports tab inside Zoho Projects is tabulated below.   

Reporting Module in Zoho Projects
Zoho Projects Advanced Analytics
Users cannot create new reports.
Zoho Projects Advanced Analytics offers over 25+ chart types along with pivot, summary and tabular views . Users can create any type of report using the easy to use drag and drop interface.
Does not support the creation of dashboards.
Users can create dashboards to view all the reports in a single page layout
Cannot create KPI Widgets.
Allows creation of KPI widgets to track and monitor the key performance metrics. Supports 6 types of single number widgets and 2 types of chart type widgets.
Cannot combine modules and create reports.
All the modules in Zoho Projects will be joined via a lookup relationship by default. Users can create reports using the columns across any number of modules. 
Cannot combine and analyze data from different sources
Can combine data from any resources for advanced reporting and analysis
Cannot create reports combining data from Zoho Books, Zoho Invoice, Zoho Desk etc
Users can create reports by combining data from popular business applications.
The reports that you create will be accessible only to the users within your portal.
You can share the reports and dashboards that you create to any user. All that the user has to do is sign in to Zoho Analytics to view the report.
Does not allow the users to email the reports.
Users can not only email reports to users but also schedule emails.
Does not allow the users to embed the reports that they create.
Users can embed the reports that they create in a website or blog.
Does not offer formula engine.
Offers a powerful formula engine .
Limited customizations.
Offers a wide range of customizations.

Pricing

1. How much does this connector cost?

This connector is available in all the paid plans of Zoho Analytics.  Our pricing starts at $25 per month.  Refer to the Zoho Analytics pricing page .

2. Do you provide trial evaluation for this connector?

Yes, we do provide a 15-day free tria l for this connector from the date of setup.

3. What do you mean by 'Users' in the (connector) pricing plan?

Anyone to whom you privately share your databases, tables (data), reports and dashboards, created in Zoho Analytics, for collaboration is considered a "User" in Zoho Analytics. Users are identified by their unique email address, with which their Zoho Analytics account was created/registered.

Let's say that you have subscribed to the Zoho Analytics Standard plan, you can privately share the data/reports in your account and collaborate with 4 other persons. Now, your Zoho Analytics account is said to have 5 users (including yourself). You can also purchase additional users and rows as required. Purchasing additional users is available only on paying plans.

4. What do you mean by 'Rows' and how is it calculated in the pricing plan?

In Zoho Analytics, a row or record is defined in the same context as in a database (or spreadsheet). In simple terms, a table consists of rows (records) and columns (fields). Each row in a table represents a set of related data and has the same structure. For example, in a table that represents "Tasks", each row would represent a single task record. The number of rows calculated for pricing, is the sum of all rows/records stored across all your database tables in your Zoho Analytics account.

Setup

1. Who can setup the Zoho Projects Analytics Connector?

The Account Administrator and the Organization Administrators can set up the Advanced Analytics connector. Click here to learn about   Managing Users  .

The credentials of the Administrator who set up the connector, will be used for establishing any connections with source application by other administrators.

2. How do I setup the Connector for my Zoho Projects account?

You can set up the Zoho Projects connector from either with in your Zoho Projects or from Zoho Analytics user interface by following few simple steps.

Follow the below step to establish the connection from within Zoho Projects itself.

  1. Login to Zoho Projects.
  2. Open Settings page (under ADMIN section).
  3. Click the Zoho Analytics link. The Zoho Analytics Integration Setup page will open.
  4. Click Configure .
  5. In SELECT PROJECTS, choose the desired projects, whose data is to be imported and analyzed in Zoho Analytics.
  6. In the DATA TO BE SYNCED , select the modules to be synced. The Tasks & Milestones is a mandatory module. You will not be able to unselect this.
  7. Set the synchronization interval in SYNCHRONISE drop-down.
  8. Click Start Sync to start the sync process

Follow the below steps to establish the connection from Zoho Analytics.

  1. Login to Zoho Analytics service using the same Zoho Projects credentials
  2. In the Home page, click Import from Zoho Projects option. The Import from Zoho Projects wizard will open.
  3. Specify a unique Workspace name and an optional description for the same.
  4. The Choose Zoho Projects Portal drop-down will list the portal for which you are an Owner or Admin. Select the portal from which you want to import data.
  5. All the projects in the selected portal will be listed. Select required projects. You can select multiple projects. Relevant data from the selected multiple projects will be combined and imported into the corresponding data tables.
  6. Select the modules to be synced in the Modules option. The Tasks is a mandatory module. You will not be able to unselect this.
  7. In the Perform Import Every  drop-down, select the schedule interval in which you want to import data from Zoho Projects. In case if you do not wish to schedule an import, select Not Scheduled from the drop-down. Click Next .
  8. Initial data import will be started. This process will take some time. You will be notified at your e-mail address once this process is complete. Click OK.
Note :  You will be able to configure only one Workspace for each portal.

Watch the following video to know how to setup Zoho Projects Advanced Analytics Connector


3. How long should I wait for my Zoho Projects data to initially appear in Zoho Analytics?

You will not be able to view any data in this Workspace until the initial data import from Zoho Projects is completed. This will take some time depending on the amount of data available in your project.s You will be notified at your email address once this process is complete.

4. I got this email which said 'Setup Process Failed'. What should I do?

The import process of your Zoho Projects data can sometimes fail for a variety of reasons. Hence, you may receive such emails occasionally. 
You will receive the 'Integration Setup Failed' mail when there is a failure during the initial fetch. In this case, we request you to:
  1. Open the Workspace in which you have set up the connector.
  2. Click the   Data Sources   button in the   Explorer   tab.
  3. In the   Data Sources   page that opens click the   Retry Now   link. If the issue persists please do write to   support@zohoanalytics.com  . We will look into it and get back to you immediately.
Note:   The Account Administrator and the Organization Administrator can use the Retry Now link to resume the integration process.

5. I got this email which said 'Zoho Projects Data Synchronization Failure'. What should I do?

Data sync may sometimes fail due to a variety of reasons such as Authentication Failure, your business application is down etc. In that case, you will receive the "Data Synchronization Failure" mail with the reason for the failure and its solution. Click here to learn more about Synchronization Error Failures and its solutions.

6. Can I edit the Zoho Projects connector Synchronization setting?

Yes, you can edit the Zoho Projects connector synchronization setting. The Account Administrator and the Organization Administrators can edit this setup. This can be done from either the Zoho Analytics interface or the Zoho Projects interface.

Follow the steps given below to edit the setup from Zoho Projects.

  1. Open the corresponding Portal in the Zoho Projects.
  2. Navigate to the Settings page (under ADMIN section).
  3. Click the Zoho Analytics link. The Zoho Analytics Integration Setup page will open.
  4. Click Configure . The synchronization options will be displayed.
  5. Select or clear the check boxes adjacent to the required projects in the Select Projects  section.
  6. Select or clear the modules in the Data to be Synced  section.
  7. Modify the synchronization interval in Synchronize  drop-down as needed.
  8. Click Submit . The synchronization setting will be modified.

Follow the steps given below to edit the setup from Zoho Analytics.

  1. Open the corresponding Workspace.
  2. In the Explorer tab, click Zoho Projects > Edit Setup . The Edit Zoho Projects Setup will open.
  3. The Selected Projects field will list the projects that you have previously selected. Click Show All link to list all the projects in the Portal.
  4. Select or clear the check boxes adjacent to required projects.
  5. Select or clear the modules in the Modules option.
  6. Modify the synchronizing time in the Perform Import drop-down.
  7. Click Save . The synchronization setting will be modified.

Subsequent synchronizations will take the above changes into consideration.

7. How frequently can I synchronize my data with Zoho Analytics?

You can choose to synchronize data at one of the intervals mentioned below.

  • 1 Hour (Enterprise plan Only)
  • 3 Hours
  • 6 Hours
  • 12 Hours
  • Every day

Note:

  • Users in Enterprise plan alone can choose to synchronize data at every 1 hour.
  • Users in Basic plan can synchronize their data only once everyday.

8. Can I synchronize my Zoho Projects data instantly?

Yes, you can synchronize your Zoho Projects data instantly when needed.

To synchronize your data instantly:

  1. Login to your Zoho Analytics account.
  2. Open the corresponding Workspace.
  3. In the  Explorer  tab, click Zoho Projects  button
  4. In the Data Sources tab that opens click  Sync Now . 
  5. Zoho Projects data will be instantly synchronized.
Note: This option can be used to a maximum of five times between intervals.

9. How can I view information details about data synchronization between Zoho Projects and Zoho Analytics?

You can view detailed information about the data synchronization that happens between Zoho Projects and Zoho Analytics by following the steps given below.

  1. Open the corresponding Workspace in Zoho Analytics.
  2. In the Explorer tab, click Zoho Projects > Data Sync Status. The Zoho Project Sync Status dialog will open with the following details.
    • Projects Schedule Every - Displays the schedule interval in which data will be imported.
    • Data Sync Status - Displays the last data synchronization details. You can also view the synchronization status for each module by clicking More Details link.
    • Next Fetch - Displays the next scheduled time to fetch the data from Zoho Projects.

10. How do I access the reports created in Zoho Analytics?

You can view the Zoho Projects reports only when the initial data import/synchronization between Zoho Projects and Zoho Analytics is completed successfully. You can also create your own reports & dashboards, as needed.

Follow the steps below to access the Workspace from Zoho Projects:

  1. Open the corresponding Portal in the Zoho Projects.
  2. Navigate to the Reports page.
  3. Click View Reports link. Corresponding Workspace will open.

You can also directly login to Zoho Analytics to access the Workspace.

If you are a normal user of Zoho Projects, you will see the ' View Reports ' link, only if your portal owner/administrator (who has set up this connector) has enabled sharing to your account from the corresponding Workspace in Zoho Analytics. (Refer How to Share Reports & Dashboards question).

If you are another administrator of your Zoho Projects account, but not the one who set up the reports connector, you will see the ' View Reports ' link only if the portal owner/administrator who had setup the connector, had shared the Workspace with you.

Refer How to Share Reports & Dashboards to know about how to share reports and dashboards to other users in this connector.

11. How to create my own reports with this connector?

You can easily create your own reports using the Zoho Analytics connector by dragging and dropping the appropriate columns from the data tables (Projects module data) that have been shared with you. You can refer to the below presentation to know how to create your own reports & dashboards using Zoho Analytics.


Also, refer to the following Video Demos:

Note : For creating your own reports using this connector, you can do it only if your administrator (or portal owner) who has set up this connector, has shared the tables (that contains the Zoho Projects data) in Zoho Analytics to your account. Refer How to Share Reports & Dashboards question.

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. What are the modules in Zoho Projects on which I could create reports using this connector?

Data from the following modules of Zoho Projects get synced with Zoho Analytics.

Modules Fields
Baseline Baseline ID, Baseline Name, Project ID, Created By, Created Time
Bugs

Project ID, Bug ID, Bug Title, Reporter ID, Created Date,Last Modified Date, Assignee ID, Flag, DueDate,Classification ID, Classification, Severity ID, Severity, Status ID, Status, Reproducible ID, Reproducible, Module ID, Module, Description,Milestone ID, Completed On, Is Closed, Escalation Level, Bug Key, Affected Milestone ID, Rate Per Hour, Tags and custom fields, Cost Per Hour, Associated Teams

 Client Company 		Client ID, Client Name, Web Address, Address, City, State, Country, Zip Code, Second Address
Client Projects Client ID, Project ID
Invoices Entity ID, Milestone ID, Line Item ID, Invoice ID, Invoice Amount
Milestone Milestone ID, Milestone Name, Start Date, End Date, Status
Flag, Owner ID, Completed Date, Project ID, Created Time, Last Modified Time
Budget, Threshold, Tags, Revenue Budget
Milestone on Baseline Milestone ID, Baseline ID, Start Date, End Date
Projects Project ID, Project Name, DescriptionStatus, Bug Prefix, Group ID, Start DateEnd Date, Billing Method, CurrencyRate Per Hour, Project BudgetBudget Amount, Budget Hours, Primary Client ID, Created Time, Last Modified Time, Is Archived, Completed On, Fixed Cost, Budget Threshold, Layout ID, Is Completed, Created By, Modified By, Task Prefix, Key, Tags, Cost Per Hour, Revenue Budget
Project Groups Group ID, Group Name, Is Private, Associated Teams
Project Users
Project ID, User ID, Role, User Email, Rate Per Hour, Status, Budget, Threshold, Cost per hour, Revenue Budget
Tags
Tag ID, Tag Name, Tag Colour, Created Time, Last Updated Time, Created By, Updated By
Tasks
Task ID, Task Name, Tasklist ID, Tasklist Name, Milestone ID, Parent Task ID, Parent Task Name, Root Task ID, Created By ID, Owner IDs, Start Date, Due Date, Completion Date, Completion Percentage, Priority, Status, Project ID, Owner Map, Created Time, Last Modified Time, Duration, Duration Unit, Description, New Status, Key, Rate Per Hour
Billing Type, Budget, Threshold, Tags, Dependency Status, Cost per hour, Revenue Budget, Associated Teams
Tasks Bug Mapping
ID, Task ID, Bug ID, Is Associated From Task, Associated By, Associated Time
Tasks on Baseline
Task ID, Baseline ID, Start Date, End Date, Duration, Duration Unit  
Task Work Hours Planned
Task ID, Owner ID, Date, Day, Work Hours Planned
Teams
Team Name, Description, Team Email Alias, Team Lead, Created Time, Last Updated Time, Created By, Updated By, Associated Project, Team Users
Timesheets
Project ID, Log ID, Task ID, Title, Notes, Date, Hours, User ID, Status, Type, Bug ID, Approval Status, Approved By User ID, Approved By, Last Modified Time, Invoice Line Item ID, Invoice ID, Is Timer, Start Time, End Time, Created By and custom fields
Cost Per Hour
Users
User Name, User Email, Role, Profile, Status, Zpeople Employee ID, ZUID, Created Time,  Last Updated Time, Last Accessed Time

The Timesheet and Bugs modules are optional. You can choose to include or exclude them as needed. The Bugs module will be available for users who have purchased the Bugs Connector in Zoho Projects. Each of the above modules data is stored as a 'Table' in Zoho Analytics. Default reports are based out of the above modules, which you have synchronized. You can also create your own reports & dashboards over the above modules.

14. On whose account will the Zoho Projects connector be setup?

It will be set up in the account of the Zoho Projects Portal Owner or Admin of the portal who configures this connector. It is this account which will serve as the master admin account of Zoho Analytics.

13. Can I set up the Connector in an account other than the one who configures/sets up the trial?

Yes, you can do this. If the account on which the trial is configured is not upgraded after trial expiry, then the account will be downgraded to free plan and eventually the sync will also be deleted. In this case you will be able to set up the synchronization in the account you need by purchasing the Connector. You will not be able to trial the tool again.

15. Can I transfer my Zoho Projects connector to another admin account?

Yes, the Zoho Projects connector in your account can be transferred to another Administrator in the Organization.
Account Transfer:  An Account Administrator can transfer the connector by transferring the account to an Organization Administrator. Click here to know more about  Managing Organizations  .
Leaving the Organization:  An Organization Administrator can transfer the connector setup to another Administrator by unsubscribing from the Organization.
Transfer connector:  Write to  support@zohoanalytics.com  , if the organization administrator continues to be part of the organization but wishes to transfer the Zoho Projects connector to another user(Organization Administrator).

16. Can I import data from multiple Zoho Projects Portal?

Yes, you can configure multiple Zoho Projects' setups if you have subscribed for a paid plan (Standard and above). 

If you have purchased a Basic Plan, you will be able to import data only from one portal.

17. How can I import data from multiple Zoho Projects portal?

You can configure multiple Zoho Projects setups if you have subscribed for a paid plan (Standard and above). You can choose to import multiple organizations in the same database or in a different database.

If you wish to import the data in an individual database  refer to this question.  

To import data from multiple organization into the same database,

  • Open the database in which you have set up the connector
  • Click the  Import Data  button in the Explorer tab or Select  New > New Table/Import Data.
  • In the  Create New Table  window that opens, select  Import from Zoho Projects.
  • In the  Import from Zoho Projects  dialog that opens, Select the portal that you wish to import.
  • Select the entities and their corresponding fields.
  • Select the necessary schedule import options in the  Schedule Import Settings  section.
  • Click  Create.The Account Administrator and the Organization Administrators can edit this setup. 

18. Can I track the action by all users in the connector workspace?

Yes, you can track all activities performed in Connector-configured workspaces by all users, using   Audit History  . The Account Administrator and the Organization Administrators can view the audit history.
Follow the below steps to do so.
  • Open the corresponding Zoho Projects Advanced Analytics Workspace in Zoho Analytics.
  • Click   Data Sources  on the left panel. 
  • The   Data Sources  page will open. Click   Audit History.   
  • A dialog with audit history for the last 180 days will open with the following information. 
    • Date & Time of the action
    • Action done
    • User who performed the action
  1. The following are the actions that are logged in Zoho Analytics.
  • User Actions 
    • Create   - Connector setup created
    • Edit Setup 
      - Edit connector setup to do the following changes. 
      • Modules Added
      • Modules Removed
      • Fields Added
      • Fields Removed
      • Schedule Change and
      • Entities (Campaigns, Org, Handles) Modified
    • Delete   - Remove integration
    • Take Ownership   - Transferred connector to other admin. 
    • Re-authenticate   - Re-authenticate business app 
    • Sync Now   - Sync data instantly
    • Retry Now   - Retry to import data after initial setup failure
    • Connector Activated   (when you upgrade from Basic plan to Standard plan)
    • Connector Disabled   (when you downgrade from Standard plan to Basic plan)
  • System Event - Any action done by Zoho Analytics
    • The Connector is automatically deleted when you downgrade to free plan. 
    • The Connector is automatically restored when you upgrade from free plan to a higher plan. 
    • The Connector is automatically deactivated when you downgrade your plan. 
    • The Connector is automatically activated when you upgrade to a higher plan. 
    • The Connector is manually restored by the Zoho Analytics support.
    • Data synchronization schedule automatically changed to interval supported to your new pricing plan.

19. How can I remove the setup?

To remove the setup,

  • Login to your Zoho Analytics account.
  • Open the corresponding Workspace.
  • In the  Explorer  tab, click  Zoho Projects  button.
  • In the  Data Sources  tab that opens click the  Settings  icon and select  Remove Data Source . 

Reporting Features

1. What are the report types supported by Zoho Analytics?

Zoho Analytics supports a wide variety of reports.

  • Charts
    • Pie
    • Bar
    • Stacked bar
    • Line
    • Combination
    • Scatter
    • Area
    • Stacked Area
    • Web
    • Funnel
    • Doughnut
    • Bubble
    • Packed Bubble
    • Bubble Pie
  • Pivot tables (Matrix Views)
  • Summary view
  • Tabular view
  • Dashboards (multiple reports arranged in the same page)
  • KPI Widgets in Dashboards 

2. What are the default reports & dashboards created by Zoho Analytics, on setting up this connector?

When you setup/configure the Zoho Projects Integration, 50+ default reports & dashboards are automatically created. These hand-picked reports will be pretty useful in analyzing your projects data effectively. For example, the target vs. completed tasks delayed tasks and milestones by owners, create burn-down reports, analyze effective ROI of a project, do revenue projection based on ongoing projects, top/bottom 5 project members and much more.

You can quickly review the default reports that would be created from the following Zoho Projects Sample Database.

For more details about the reports supported by the Zoho Analytics Advanced Analytics Connector for Zoho Projects refer to Reporting Features section.

3. Can I modify the default reports that have been created by this connector? If so, how?

Yes, you can modify the default reports. If you are the 'Administrator' or a 'Workspace Administrator' of the Zoho Analytics account in which the Connector is configured (Refer Managing Users in Zoho Analytics ). To modify the reports click the Edit Design button in a report's toolbar and you will be able to make the changes. If you are just a user who's been shared the report, save a copy of the report by clicking Save -> Save As . Now you can edit this new copied report.

4. How do I create reports using Zoho Analytics with this connector? 

You can create any type of report with this Zoho Analytics connector. All you have to do is open the appropriate table(s)/module(s) over which a report is to be created, click New and choose any type of report you would want to create.


Use the intuitive drag-and-drop based designer of Zoho Analytics to create the report required.

You can also quick view the type of reports & dashboard that are created by default, from the sample given below, to get know the possibilities.

https://analytics.zoho.com/workspace/sample/project

5. How do I create reports using fields/columns across different modules?

Columns from across different tables can be dragged and dropped to create a report. Refer this slide show on How to Create Reports?

6. 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.

7. What are the default formulas added by Zoho Analytics, on setting up this connector?

The below table lists all the default formulas that will be created in the Milestones table:

Formula Name
Formula Type
Formula
Description

Duration

Custom

datediff( "End Date","Start Date")+1

Returns the duration of the milestone (in days).

Actual Time Taken

Custom

if("Status"='Completed',datediff
( "Completed On","Start Date"),
datediff( now(),"Start Date")) +1

Returns the actual time taken (in days) to complete the milestone.

Milestone Completion Mode

Custom

if(("Duration"-"Actual Time Taken")>=0,
'On Time','Late')

Returns whether the milestone is completed on time or delayed.

"On Time" value indicates a milestone completed on time.
"Late" value indicates a milestone completed late.

Milestone Delay Time

Custom

if("Status"='Overdue',datediff
( currentdate( ),"End Date"),null)

Returns the delay (in days) so far on overdue milestones.

Delay %

Custom

100 * ("Actual Time Taken" - "Duration") / "Duration"

Returns the percentage of delay for the milestones. Greater than 100% indicates that the milestone was delayed and % of delay.

Miletones On-time Count

Aggregate

countif("Milestones"."Status"='Upcoming' or "Milestones"."Status"='InProgress',"Milestones"."Milestone ID",NULL)

Returns the count of milestones that are progressing on time.

Milestones Delayed Count

Aggregate

countif("Milestones"."Milestone Completion Mode"='On Time' AND "Milestones"."Status"='Completed',"Milestones"."Milestone ID",NULL)

Returns the count of milestones that are delayed.

Milestones Completed on Time Count

Aggregate

countif("Milestone Completion Mode"=
'On Time'
AND "Status"='Completed',
"Milestone ID",NULL)

Returns the count of milestones that are completed on time.

Avg Milestone Delay

Aggregate

sumif("Milestones"."Milestone Completion Mode"=
'Late',"Milestones"."Actual Time Taken"-"Milestones"."Duration")/count("$$Milestones$$"."Milestone ID")

Returns the average delay time for milestones.

Milestones Completed Late
Aggregate
countif("Milestones"."Status"='Completed' and "Milestones"."Milestone Completion Mode"='Late',"Milestones"."Milestone ID",NULL)
Returns the count of milestones that are completed but delayed.
Milestone Completion %
Aggregate
countif("Milestones"."Status"='Completed')/count("Milestones"."Milestone ID")*100
Returns the percentage of completed milestones.
Milestones Completed Count
Aggregate
countif("Milestones"."Status"='Completed')
Returns the count of completed milestones.
Milestones Completed Late %
Aggregate
100*"Milestones"."Milestones Completed Late"/count("Milestones"."Milestone ID")
Returns the percentage of milestones that are delayed but completed.
Milestone Completed on time %
Aggregate
("Milestones"."Milestones Completed on Time Count"/Count("Milestones"."Milestone ID"))*100
Returns the percentage of milestones that are completed on time.

The below table lists all the default formulas that will be created in the Tasks table:

Formula Name
Formula Type
Formula
Description

Duration

Custom

datediff("Due","Start")+1

Returns the scheduled duration (in days) of a task.

Is Overdue
Custom
if( "Percentage Completed" != 100 and datediff( "Due",currentdate( ))<0, 'Yes' , 'No')
Returns whether the task is overdue or not.

Task Delay Time

Custom

if("Status"='Overdue',datediff(now(),"Due"),null)

Returns the delayed time (in days) of the task which is overdue.

Task Completion Mode

Custom

if(datediff("Due","Completed On")>0,'On Time',if("Due"<now(),'Late','On Time'))

Returns whether the task is completed on time or delayed.

'On Time' - Indicates a task which was completed on time

'Late' - Indicates a task which was completed late.

Actual Time Taken

Custom

if("Status"='Completed',datediff("Completed On","Start"),datediff(now(),"Start"))

Returns the actual time taken (in days) to complete the task.

Time Spent So Far

Custom

if("Status"='Completed',"Actual Time Taken",datediff( currentdate( ), "Start"))

Returns the time spent so far (in days) on a task.

For tasks completed it will just provide the actual time taken to complete.

For tasks which are ongoing, it will provide the time spent so far.

Open Tasks Count

Aggregate

count(if("Tasks"."Percentage Completed"=100,NULL,"Tasks"."Task ID"))

Returns the count of open tasks.

Closed Tasks Count

Aggregate

count(if("Tasks"."Percentage Completed"=100,"Tasks"."Task ID",NULL))

Returns the count of closed tasks.

Closed Tasks %

Aggregate

"Tasks"."Closed Tasks Count"/count("Tasks"."Task ID")*100

Returns the percentage of closed tasks.

Open Tasks %

Aggregate

Tasks"."Open Tasks Count"/count("Tasks"."Task ID")*100

Returns the percentage of open tasks.

Tasks Completed On time Count

Aggregate

countif("Tasks"."Percentage Completed"=100 and
Datediff("Tasks"."Due","Tasks"."Completed On")>=0)

Returns the count of tasks that are completed on time.

Tasks Completed Ontime %

Aggregate

"Tasks"."Tasks Completed On time Count"/count("Tasks"."Task ID")*100

Returns the percentage of tasks that are completed on time.

High Priority Tasks Count

Aggregate

count(if("Tasks"."Priority"='High',"Tasks"."Task ID",NULL))

Returns the count of high priority tasks.

High Priority Tasks %

Aggregate

"Tasks"."High Priority Tasks Count"/count("Tasks"."Task ID")*100

Returns the percentage of high priority tasks.

Open High Priority Tasks Count

Aggregate

countif("Tasks"."Priority"='High' AND
"Tasks"."Percentage Completed"!=100,"Tasks"."Task ID",NULL)

Returns the count of open high priority tasks.

Tasks Not Started

Aggregate

count(if("Status"!='Completed' AND "Percentage Completed"=0,"Task ID",NULL))

Returns the count of tasks that are not started.

Tasks In progress

Aggregate

Countif("Tasks"."Percentage Completed">0 and "Tasks"."Percentage Completed"<100)

Returns the count of tasks that are in progress.

Closed High Priority Tasks Count

Aggregate

countif("Tasks"."Priority"='High' AND "Tasks"."Percentage Completed"=100)

Returns the count of closed high priority tasks.

High Priority Tasks Closed %

Aggregate

count(if("Tasks"."Priority"='High',"Tasks"."Task ID",NULL))

Returns the percentage of closed high priority tasks.

Overdue Tasks Count

Aggregate

countif("Tasks"."Is Overdue"='Yes')

Returns the count of overdue tasks.

Overdue Tasks %

Aggregate

"Tasks"."Overdue Tasks Count"/count("$$Tasks$$"."Task ID")*100

Returns the percentage of overdue tasks.

Time Taken %
Aggregate
Sum("Tasks"."Actual Time Taken")*100/Sum("Tasks"."Duration")
Returns the percentage time take against the planned duration. 
Estimation Accuracy %
Aggregate
sum("Tasks"."Duration")-sum("Tasks"."Time Spent So Far")/sum("Tasks"."Duration")*100
 
Tasks should have been completed by today
Aggregate
Countif("Tasks"."Percentage Completed"!=100 and
Datediff("Tasks"."Due",currentDate())<0)
Returns the count of tasks to be completed today.
Tasks Completed so far
Aggregate
Countif("Tasks"."Completed On"<=currentDate())
Returns the count of tasks that are completed so far.
Incomplete tasks
Aggregate
"Tasks"."Tasks should have been completed by today"-"Tasks"."Tasks Completed so far"
Returns the count of tasks that are overdue today.
diff in days
Aggregate
sum("Tasks"."Duration")-sum("Tasks"."Time Spent So Far")
Returns the difference in days between the estimated time and time spent so far. 
Task Completed Late Count
Aggregate
countif("Tasks"."Percentage Completed"=100 and Datediff
("Tasks"."Due","Tasks"."Completed On")<0)
Return the count of tasks that are delayed but completed. 
Task Completed Late %
Aggregate
("Tasks"."Task Completed Late Count"/count("Tasks"."Task ID"))*100
Return the percentage of tasks that are delayed but completed. 

The below table lists all the default formulas that will be created in the Timesheet table:

Formula Name
Formula Type
Formula
Description

Average Billable Hours by Members

Aggregate

sumif("Status"='Billable',"Hours",NULL)/count(distinct("Owner"))

Returns the average billable hours by members.

The below table lists all the default formulas that will be created in the Bugs table:

Formula Name
Formula Type
Formula
Description
Age in Days
Custom
datediff(ifnull("Closing Date",now()),"Created Time")
Number of days it took for a potential to be closed. If the Closing Date is not available (null), we calculate the days till today from the potential created time. Used for calculating 'Age Tier' and 'Sales Cycle'.

Planned Days

Custom

datediff( "Due Date","Created Date")

Returns the scheduled duration (in days) to fix a bug.

Time Taken
Custom
if( "Status"='Closed',datediff( "Modified Date","Created Date"),datediff( currentdate( ),"Created Date"))
Returns the time taken (in days) to fix the bug if it is closed or will return the time between the start date to current date.
Delay in Days
Custom
"Time Taken" - "Planned Days"
Returns the delay (in days) to fix the bug.
Top Level Status
Custom
if("Status" = 'Closed', 'Closed', 'Open')
Returns whether the bugs is closed or not.
Time Left
Custom
if( "Status"!='Closed',datediff("Due Date", currentdate( )), 0)
Returns the time left to fix the bug.
Closed Bugs Count
Aggregate
countif("Status"='Closed')
Returns the count of closed bugs.
Overdue Bugs Count
Aggregate
count(if("Delay in Days">0 AND "Status"!='Closed',"Bug ID",NULL))
Returns the count of overdue bugs.
Overdue bugs %
Aggregate
"Overdue Bugs Count"/count("Bug ID")*100
Returns the percentage of overdue bugs.

The below table lists all the default formulas that will be created in the User Rates table:

Formula Name
Formula Type
Formula
Description

Revenue Earned

Aggregate

sum(if((("User Rates"."User ID"="Timesheets"."Owner ID") AND
("User Rates"."Project ID"="Timesheets"."Project ID") AND
("Bugs"."Is Closed"=1)),
("Timesheets"."Hours"*"User Rates"."Hourly Rate"),NULL))

Returns the revenue earned.

Projected Revenue
Aggregate
sum(if((("User Rates"."User ID"="Timesheets"."Owner ID") AND
("User Rates"."Project ID"="Timesheets"."Project ID") AND
("Bugs"."Is Closed"=0)),
("Timesheets"."Hours"*"User Rates"."Hourly Rate"),NULL))
Returns the estimated revenue.
Billable Amount
Aggregate
sum(if((("User Rates"."User ID"="Timesheets"."Owner ID") AND
("User Rates"."Project ID"="Timesheets"."Project ID")),
"Timesheets"."Hours"*"User Rates"."Hourly Rate",NULL))
Returns the total billable amount.
Actual Cost
Aggregate
Sumif(("User Rates"."User ID"="Timesheets"."Owner ID" AND 
"User Rates"."Project ID"="Timesheets"."Project ID"),
"Timesheets"."Hours"*"User Rates"."Hourly Rate",0)
Returns the actual cost of the project.

You can also add your own formulas to derive your own calculations. Do refer to Adding Formulas in Zoho Analytics help page.

8. How do I create my own custom formulas in Zoho Analytics?

Refer to the Adding Formulas in Zoho Analytics help page.

9. Can I add/modify data in the Zoho Projects data tables (modules) from within Zoho Analytics?

No, you cannot add modify data in Zoho Projects data tables. Data from Zoho Projects 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 Zoho Projects. Refer #10 below

10. Can I add new columns to the Zoho Projects data tables (modules) from within 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.

11. Can I add new data tables in this Workspace to create reports & dashboards?

Yes, you can add new data tables. Click Create > New Table/Import Data to add a new table in the existing Zoho Projects 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 Zoho Projects data. You can import data from files like CSV, Excel, HTML, JSON, Google Drive etc., or import data from local databases like Oracle, SQL Server, DB2, MySQL, PostgreSQL, MS Access etc., You can also use Zoho Analytics API to develop an application for data upload into Zoho Analytics.

Refer:

12. Can I combine data from other sources with the data from Zoho Projects to create reports and dashboards?

Yes, you can combine data from your other sources with your Zoho Projects data for analysis. For example combine Zoho Projects Task data with your release plan information that you might have stored in Google Drive.
To do this, you need to add/import a new data table into the Zoho Projects Workspace as explained in the previous question and then define a look-up to join it with the synchronized table from Zoho Projects. To know how to define a look-up column and auto-join tables for reporting, refer here .

13. What are Query Tables?

Zoho Analytics allow 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. View this demo video to know about how to create Query Tables in Zoho Analytics.

14. Can I join data from multiple tables to create reports?

Yes, you can combine data from your other sources with your Zoho Projects data for analysis. 
To do this, you need to add/import a new data table into the  Zoho Projects
  Workspace and then define a look-up to join it with the synchronized table from  Zoho Projects .

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  Zoho Projects  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.

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 Zoho Projects connector and the reports you have create, 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.

Note:

1. If you share the data tables in the Zoho Projects Workspace to users, they will be able to create their own reports over the same.
2. If you add a user as a Workspace Administrator in the Zoho Projects Workspace created in Zoho Analytics (Refer Managing Users in Zoho Analytics , to know how to add Workspace Administrators), the user will be able access all the data & reports, create new reports and do any operation that you could do on the Workspace.
3. You can share data tables and reports to any user. They need not be a user in our portal.

2. Why are other members in my Portal not able to access the reports created?

By default only the Portal Owner or Administrator who configures the Zoho Projects Connector will be able to access the views (tables, reports and dashboards) in Zoho Analytics. The Administrator has to explicitly share the view with other users. The shared user will be able to access the view with the specific permission that the Administrator has granted.

Also when the Administrator has shared a table, then the shared users can create reports over them and these reports will be available only to them, until they share the reports with others.

To know more, refer to Sharing and Collaboration help page.

3. How can other members in my Portal create reports?

The Administrator (or Portal Owner) who configures the Zoho Projects Connector should share the data tables present in Zoho Projects Workspace with other members. Once this is done, the shared users can create reports based over these data tables.

To know more, refer to Sharing and Collaboration help page.

Note: If you add a user as a Workspace Administrator, then the user will be able access all the data & reports, and create new reports in the Workspace. A Workspace Administrator can to add, delete, and modify reports, table rows and tables. A Workspace Administrator can share the database tables/reports with other users. A Workspace Administrator cannot delete or rename a database.

Refer Managing Users in Zoho Analytics section, to know how to add Workspace Administrators

4. What are the user roles available in Zoho Analytics?

Zoho Analytics supports fine-grained access control. The following are user roles that are supported in Zoho Analytics:

  1. Administrator (Master Admin): The Zoho Projects Portal Owner or Administrator who had setup the connector will be the administrator of the Zoho Analytics account.
  2. Workspace Administrator: The Administrator can designate one or more users as Workspace Administrators. A Workspace Administrator has all permissions to add, delete, and modify reports, table rows and even tables. A Workspace Administrator can share the database tables/reports with other users. A Workspace Administrator cannot delete or rename a database.
  3. User: A user has the least privilege in the hierarchy. Unless the Administrator or a Workspace Administrator shares a table with a user, the user cannot create any reports on his/her own. Also, an Administrator/Workspace Administrator can decide to set specific permissions when sharing a report (Read Only, Export Data, View Underlying Data, and Share with Others) or a table (Read Data, Export Data, Add/Delete/Modify Row, Delete All Rows, Only Append Rows, Add or Update Rows, Delete All Rows and Add New Rows, Share View / Child Reports)

Refer to Managing Users in Zoho Analytics , to know more about different user roles in Zoho Analytics. Also refer to Sharing and Collaboration help page.

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 Administrators, they can edit the reports. If a normal user wants to edit report, what he/she can do is to use Save As to save the report in a different name in his account. This report can then be edited.

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 to the Sharing section to know how this can be done.

7. How can I print the reports & dashboards created in Zoho Analytics?

To print a report/dashboard, please follow the below steps.

  1. Open the table or report that you want to print.
  2. Click Export this View > As PDF from the toolbar.
  3. The Export As PDF screen will open. Set the export setting as needed.
  4. Click Export .
  5. Open the exported PDF and print it.
Note: 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.

8. 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 Administrator', you can schedule reports and dashboards to be emailed automatically. You can do this is as follows:

  1. Select the Report/Dashboard to be emailed in Zoho Analytics.
  2. Select Export > Email this View from the toolbar.
  3. Follow the instructions in the screen and provide the required input to setup an email schedule.

9. Into what file formats can I export the reports & dashboards created in Zoho Analytics and how?

Reports and dashboards can be exported in a variety of file formats.

  • Charts
    • CSV
    • Excel (XLS/XLSX)
    • PDF
    • HTML
    • Image (PNG/JPEG)
  • Pivot/Summary/Tabular views
    • CSV
    • Excel (XLS/XLSX)
    • PDF
    • HTML
  • Dashboards
    • PDF
    • HTML

You can export a report/dashboard in Zoho Analytics as follows.

  1. Select the Report/Dashboard to be exported in Zoho Analytics.
  2. Select Export > Export this View from the toolbar.
  3. Follow the instructions in the screen and provide the required input to export the report(s) selected.

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. Follow the steps below to achieve the same:

  1. Select the report or dashboard that you would like to embed into your Website or Blog.
  2. Select the Publish > Embed in Website/Blog option.
  3. By default, when you embed the report into your website, web application or blog, it would prompt users to log in with their Zoho credentials to access the embedded view. Also, users to whom you have shared the view (using the 'Share' option) would only be able to access the view embedded, on successful login.
  4. If you would like the embedded view to be accessible by anyone without login, and then click on the link To access this view/table without login, Click here... (Note: This option is available only if your account is in any of the Paid plans of Zoho Analytics).
  5. Copy and paste the code snippet provided in the text area below into your webpage or blog html content to embed this view.

On embedding, you will see the corresponding report within your web page, application or blog. Refer Embedding in Web Pages/Blogs to know more about this.

Cross-Functional Analytics with Popular Business Applications

You can integrate and perform cross-functional analytics with almost all the business applications that Zoho Analytics offers integration with. 

2. How can I analyze the data from the other business applications along with Zoho Projects?

To import data from business apps,

  • Open the Workspace in which you have setup the connector
  • Click the  Import Data  button
  • In the  Create New Table  tab that opens, select the application that you wish to import.
  • Provide the necessary authentications
  • Select the necessary modules and fields
  • Select the schedule import options
  • Click Create

No, a lookup relationship will not be created between the Zoho Projects modules and the modules of the application that you are trying to import automatically. 

To manually create a lookup relationship refer this help link -  Click here

Solutions

1. Can I create Projects Revenue reports over my Zoho Projects data?

Yes, you can do this in Zoho Reorts when you can specify your revenue data into Zoho Analytics. Zoho Analytics provides a default template to enter your revenue data. You could also import your data into the Zoho Projects database and create reports over them. Refer to the steps described in the embedded slide show below to create project revenue reports using the template.


2. Can I calculate effective ROI per project?

Yes, you can do this based on the revenue data you have. Refer to the steps described in the embedded slideshow below to create effective ROI report reports using the template.


3. Can I calculate the Projected Revenue for my upcoming Projects?

Yes, you can do this based on the revenue data you have. Refer to the steps described in the embedded slideshow below to create projected revenue reports using the template.


4. Can I create Burndown reports over my projects data?

Yes, you can. Refer to the steps described in the embedded slide show below to create burndown reports using the template.


5. How do I create the Project Velocity report?


6. What are the key insights that I can derive using Zoho Projects Advanced Analytics?

Zoho Projects Advanced Analytics comes with over 50+ handpicked default reports and dashboards that you will find of great value. You can derive deep insights from reports such as Project Overview, Project Velocity, Burndown etc. Read this blog to learn how Mark Garments, a fictitious character gained insights using these reports .

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  support@zohoanalytics.com .

You can also reach out to us on our toll free number 

United States:    +1 (888) 900 9646

United Kingdom:    +44 (20) 35647890

Australia:    +61-2-80662898

India:    +91-44-6965 6060

2. Can I have someone from Zoho do a Demo of this connector for me?

Yes, certainly. Register for a demo in this page .