Points to remember
- The following field types are supported in dashboard filters:
User
Date
Date time
Picklist (including Tags)
- In addition to individual modules (with time, user, and picklist fields from them), you'll have an All modules option with common filters (Created, owner, modified).
- Dashboard filters can be used only within the Analytics tab. They can't be viewed or applied outside this tab.
Prerequisite:
- You need to have the Analytics permission (with the Manage option) enabled for your profile.
- If you are adding dashboard filters for an existing dashboard, it should not be locked for you.
To configure a dashboard filter
- Navigate to the Analytics tab and select the dashboard in the sidebar.
- Click the More (...) button in the top-right corner and select Add Dashboard Filters.

- Select the module and field.
- Hover
over a chosen field and click + to add another field in the filter.
Repeat the previous step. Click – to remove the field from the filter.

- Click Save.
The dashboard filter will be added to that dashboard.

Note:
- To edit the dashboard filter, click the More (...) button in the top right and select Edit Dashboard Filters. Make the changes and click Save.
- To delete the dashboard filter, click the More (...) button in the top right and select Edit Dashboard Filters. Click Delete Filter.
- You
can add dashboard filters when you are creating a dashboard. Once
you've added components to your new dashboard, you can configure
dashboard filters by clicking Add Dashboard Filters. Select the fields and click Save.

How do I apply dashboard filters as a user?
Prerequisites:
- You need to be able to access the dashboard.
- The dashboard must have dashboard filters configured for it.
To apply a dashboard filter
- Navigate to the Analytics tab and select the dashboard in the sidebar.
- Click the Filter icon if the dashboard filter is not visible.

- Set the criteria for one or more fields in the filter. Click Apply to get the view you need. Repeat this step whenever you want to view a different subset of data.
- Click Save Filter if you want the filter to remain applied till you decide to clear it.
- Click Clear to get back to the original view.
Note
The
dashboard filter is applied across all relevant components. For
example, if a dashboard filter with a Stage field from the Deals module
is applied. This will only affect components associated with the Deals
modules. Components which have not been filtered will be marked with the
warning icon.

Component filters
Component filters are dynamic and can be instantly applied directly to components without affecting their configurations. Beyond the criteria filters that are specific to each component, the component filters enable individual users to apply personalized filters and obtain the results they need, which enhances the flexibility with which they can view different data perspectives on each component and thereby improves their data analysis capabilities.
The component filter fields must be configured within the component's settings. Each user with access to the dashboard can apply different values to these fields and view the desired results.
You can choose from a broad range of user, picklist, date, and date/time fields from both primary and secondary modules. Additionally, formula fields and roll-up summary fields that return a date or date/time are also available. A maximum of two fields can be selected as component filter fields.

After setting up the filter fields, you can apply the filter values and view the results temporarily by clicking Apply. If you want the filter values to remain active until you decide to remove them manually, clicking Apply and Save will ensure the filters persist even upon refreshing the dashboard URL or navigating away and returning to the page.
Notes:
- Component filters are supported for all types of dashboard components except Anomaly Detector, and that these filters won't be applicable for Comparator when its parameters relate to different modules.
- For both picklist-type component filter fields and user filter fields, a maximum of 25 values can be selected.
- Applied filter values will not be carried over to the Home page, but saved filter values will be.
- During the print/download process, the filtered data of the component will be downloaded regardless of whether the component filter values are applied or saved.
- If the filter values are saved, the filtered data will be shown where the component is embedded. However, if the filter values are only applied, the data in the embedded component will not be filtered.
- If filter values are saved for a component and then temporarily altered and applied, those changes will not persist when the user switches to another dashboard or module and then returns. The component will display the previously saved filter values rather than the temporarily applied ones.
Create category for grouping values
It’s being rolled out in a phased manner and is currently available only to selected customers.
Analyzing large datasets can be challenging when dealing with numerous individual data points. It's often difficult to extract meaningful insights when information is scattered and ungrouped.
To address this, you can create categories for each grouping field in an analytical component. This allows you to group related values for clearer and more insightful data analysis.
For example, let's say you're analyzing leads based on their sources and recognize that you've received leads from various channels, such as cold calls, advertisements, employee referrals, trade shows, and chats. To determine which leads were generated through active engagement versus passive engagement, you can categorize them as follows:
- Active engagement: Cold calls, employee referrals, chats
- Passive engagement: Advertisements, trade shows
This categorization helps classify records and analyze which sources involve direct interaction and engagement with potential leads (active) versus those that provided information or opportunities without direct interaction (passive).
Key benefits:
- Simplified data analysis: Grouping similar data points reduces complexity, making it easier to spot trends and patterns.
- Enhanced visualizations: Categories make your charts and reports more readable and focused.
- Custom groupings: You have the flexibility to define categories that make sense for your business needs.
Categories can be created for two types of grouping fields:
- Picklist fields
- Numeral fields (Currency, Number, Long Integer, Decimal, Percent, Formula, Roll-up summary)
Category for picklist fields
Imagine you have a picklist field Country as a grouping field in a chart component. Analyzing each country individually can be overwhelming and time-consuming. Additionally, you might have business goals that require monitoring or analyzing these deals by grouping them into certain categories, such as regions/continents.
To create categories for a picklist field
- Add/Clone/Edit an analytical component.
- Select the picklist field(s) for the grouping, and click Create Category Field.

- On the New Category Field pop-up:
- In the Grouping dropdown, select the picklist field for which you want to define categories.
Picklist and numeric fields used for grouping in the analytical component will be listed here. If only one grouping is selected for the component, it will be selected automatically for creating the category field. - Provide a name for the Category field (e.g., Continents), and click Create Category.

- Give a name to the category (eg. Asia) and select the grouping/picklist values (eg. India, Japan, China).
- Click Done.

- You can add more categories (e.g., Africa, Europe, South America) for other picklist values by clicking the New Category button.

- Click Done.
- Review the configuration of the component and click Save.

Once you save the component, the details will be categorized as per the configurations.
Category for numeric fields
The ability to categorize numeric fields allows you to organize numerical data into meaningful ranges, providing clearer insights and making analysis more intuitive.
For example, if you're analyzing Deal Amounts, it can be overwhelming to look at individual deal values, especially with a large dataset. By creating categories, you can group these deal amounts into ranges, such as "Medium Value Deals" for amounts between 15,000 and 50,000, "High Value Deals" for amounts between 50,000 and 100,000, and "Enterprise Deals" for amounts above 100,000.
Additionally, you can use the Lower Values Category option to capture all deal amounts below 15,000, naming this category "Small Value Deals." Similarly, using the Higher Values Category option will group all deal amounts exceeding 100,000 into "Enterprise Deals." While creating categories for a numerical field, the range values are designed to be continuous to ensure no value unintentionally falls into the uncategorized "Others" section. Once you save the component, the data will be categorized based on these configurations, making it easier to identify trends and act on insights.
To create a category for a numeric field
- Add/Clone/Edit an analytical component.
- Select the numeric field(s) for the grouping (e.g., Amount), and click Create Category Field.

- On the New Category Field pop-up:
- In the Grouping dropdown, select the numeric field for which you want to define categories.
Numeric and picklist fields used for grouping in the analytical component will be listed here. If only one grouping is selected for the component, it will be selected automatically for creating the category field. - Name the Category field (e.g., Deal Size).

- Enter the names for the middle range categories (e.g., Medium value deals, High value deals) and start and end ranges for each category.

- Click on the gear icon if you want to add lower and higher value categories.

- Click Done.
- Review the configuration of the component and click Save.

Once you save the component, the details will be categorized as per the configurations.
Notes:
- The category fields and the categories you create are specific to an analytical component.
- For a category field, you can add up to 10 categories and up to 20 values within each category.
- The Others category shown on the component includes grouping values that are not assigned to any category, as well as records with no values for the field for which the category was created.
- Category creation is supported for all types of analytical components except Anomaly Detector and Stage Component.
Determine the count of records in analytical components
The 'Count of' feature allows a user to get the number of records available in modules saved in their CRM system, providing valuable insights for reports and analytics, monitoring product performance, and facilitating effective data management.
To get a count of records when only one module is involved
When a user wants to get the number of records using an analytical component, they can use the 'Count of' measure. As a sales manager, Carol needs to find the number of accounts created this month. To do so, she uses a KPI component with the 'Count of - Accounts' measure to get the desired value in return.
Case 1 : When two modules are related with a single-lookup field
When two modules ,a primary module and a related module, are linked with a single lookup relation in an analytical component, then, a user can use the 'Count of Unique' measure to get an exact number of records for the primary module and the 'Count of' measure to the number of records in the related module.
For example, when the Accounts module and the Deals module are linked or related, there will be only a single lookup related list for these two modules. This is because an account can have multiple deals, but a deal cannot be associated with multiple accounts.
Let's look at how Timothy, a sales manager, uses the 'Count of Unique' measure to get the exact number of records in both the Accounts module (primary module) and the 'Count of' measure to get the number of records in the Deals (related module). He has set up three accounts: A, B, and C, and closed four deals: W, X, Y, and Z. The records or entries will be stored as the number of rows in his CRM account, as displayed below.
Primary Module - Accounts
|
Related Module - Deals
|
Account A
|
Deal W
|
Account A
|
Deal X
|
Account B
|
Deal Y
|
Account C
|
Deal Z
|
From the table above, we see that Account A is associated to two deals (W & X) and Accounts B and C are associated to one deal each (Y & Z resp). When Timothy uses the 'Count of' and 'Count of Unique' measures, the values he gets in return will be:
'Count of - Accounts': 4 [ Total count of the number of rows shown in the table above ]
'Count of Unique - Account': 3 [ Exact count of records in the primary module-Accounts ]
'Count of - Deals': 4 [ Count of records in the related deals module ]
The 'Count of Unique' measure can be used to find the exact number of records for the primary accounts module, and the 'Count of' measure can be used to find the number of records in the related deals module.
Case 2 : When two modules are related with a multi-lookup field
When two modules ,a primary module and a related module, are linked with multi-lookup relation in an analytical component then, a user can use both the 'Count of Unique' measure to get an exact number of records for the both modules and the 'Count of' measure to the number of rows/entries created when both modules are linked.
For example, when two modules Courses and Students are linked or related, we get a multi-lookup related list. This is because each course can have multiple students, and each student can take up multiple courses.
Let's see how Amelia, a course coordinator, uses the 'Count of' and 'Count of Unique' measures to check how many records are there in the Course module (primary module) and how many records are there in the Students module (related module). She has setup two courses, A & B, in the Course module with four registered students, W, X, Y, and Z, in the Students module. The records or entries will be stored as the number of rows in his CRM account as displayed below.
Primary Module - Courses
|
Related Module - Students
|
Course A
|
Student W
|
Course A
|
Student X
|
Course A
|
Student Y
|
Course B
|
Student X
|
Course B
|
Student Y
|
Course B
|
Student Z
|
From the table above, we see that Course A has three registered students, W, X, and Y, and Course B has three registered students, X, Y, and Z. When Amelia uses the 'Count of' and 'Count of Unique' measures, the values she gets in return will be:
Count of - Courses: 6 [ Total count of rows as shown in the table above]
Count of Unique - Courses: 2 [ Count of the exact number of courses ]
Count of - Students: 6 [ Count of the number of rows as shown in the table above ]
Count of Unique - Students : 4 [ Count of the exact number of students ]
To get a count of records using an analytical component:
- Navigate to Analytics or Dashboards. Click Add Component on the top-right of the screen of your desired dashboard.

- Select the component.
- Choose the modules and select Count of Unique or 'Count of' based on your requirement and click Save.

To create a presentation from a dashboard
Availability
This feature is available for orgs using Enterprise edition and above in US, AU, EU, IN, JP, and CN DCs.
You
can quickly convert a dashboard into a presentation and use it in your
team meetings, strategy sessions, performance reviews, and so on. You
can start presenting the new slide deck right from your CRM. If you want
to make some changes, you can easily open the slide deck in Zoho Show.
The changes made there will be synced back to the slide deck in your
CRM.
To do this:
- Click the Analytics module.
- Select the required dashboard in the left pane.
- Click the more (...) icon at the top right corner of the dashboard and select Create as Presentation.
Note:
When a presentation is being created, you will not be able to create
another one. Each user can create a maximum of 10 presentations per
month. The slide deck will be erased one month from the time of creation.

-
You will get a notification once the presentation is created. Click View in Zia Notification.
- The notification will be selected by default, and the presentation will be shown in the Dashboard Presentation pane.

- If
you want to start presenting from within the CRM, use the presentation
options available at the bottom of the slide deck. You can:
- View the slide deck in full-screen mode.
- Zoom to a particular section.
- Use a pointer or marker, along with the options to hide and erase markup.
- Navigate to the next or previous slide, or pick a particular slide

- f you want to present the slide deck from Zoho Show or want to make changes to it, click View in Show.

SEE ALSO