Creating dashboards
Some of the features mentioned in this document are being released in a phased manner and may only be available to specific users.
Analytics is a summarized view of the custom report data in Zoho CRM. It provides a platform for real-time analysis of the sales stages and business operations. You can create a dashboard and share it with all the users or a few selected users. You can also create private dashboards that will be accessible only to you.
The Dashboards tab is renamed as Analytics for selected accounts.
Availability
Permission Required
Users with Analytics and Manage Reports permission in their profile can access this feature.
Create dashboard
Depending on your business requirement you can create dashboards to get an overview of varied business activities such as, email analytics, lead status, marketing metrics, activity stats and so on. Further, you can share these dashboards with selected or all users in your organization.
Note
- If a dashboard is shared with all users in the organization, the data in it will be visible only to those users who have the permission to view the field. For example, if you create chart for industry-wise revenue and share with all users, only those users who have the permission to view the Industry field will be able to see the chart.
- A user must have the permission to view dashboard enabled in their profile to be able to view the Dashboard tab. Read more Module permission.
To create a dashboard
- Click the Dashboard or Analytics module from the Menu.
If you can't find the Analytics in the Menu, click the More icon and look for the same. - In the Dashboards or Analytics home page, click the Add (+) icon.
- Click Add Component, to add different components to your dashboard.
- In the Dashboard Builder page, do the following:
- Enter the Dashboard Name.
- Add a description for the dashboard.
- Select the users with whom you want to share the dashboard.
- Only me - Accessible only to you.
- All users - Shared to all users in your CRM.
- Custom - Select users from different sources like list of users, roles & subordinates or groups.
If you want to lock the dashboard to prevent changes by shared users, you can enable Lock this dashboard for shared users.
- Only me - Accessible only to you.
- Click on a component on the left to add it to the dashboard.
- Enter the Dashboard Name.
5. Click Save.
Note
- Locked dashboards can be modified only by the dashboard creator and CRM admins.
- When a dashboard is shared in unlocked mode, the shared user can make changes but cannot set it to 'Share with only me'.
- You can unlock the dashboard at any time by clicking Edit and unchecking Lock this dashboard for shared users.
- Shared users will be able to clone locked dashboards.
Clone dashboards
There can be instances when you want to create a dashboard with components that are already present in one of the existing dashboards. In such case, instead of creating a new dashboard, you can clone an existing one and make edits if necessary. You can clone the components too.
To clone a dashboard
- Go to the Analytics tab and click the More icon on the top right corner.
- Click Clone.
You can rename the cloned dashboard. - Click Save.
View dashboards
The dashboards present in your CRM account for your organization are categorized as follows:
- Favourites - Dashboards that you have marked as favourites. The dashboards can be reordered by clicking the reorder icon (
) at the bottom.
- Created by me - Custom dashboards created by you (the user).
- Shared with me - Custom dashboards explicitly shared with you by any user in your CRM account.
- Public - Dashboards that are accessible to everyone in your CRM account. This also includes the default dashboards provided by Zoho CRM.
- Other user's dashboard - Custom Dashboards created by other users in your CRM account, which don't come under the above categories will be displayed. Only Admins and Super Admins will be able to see the dashboards created by other users.
Manage Dashboards
To keep track of your dashboards you can also use the Manage Dashboard functionality, which provides a unified view, consolidating all your dashboards in one location. It enables you to oversee and execute fundamental operations such as renaming, duplicating, and removing dashboards, among other actions.
With the Manage Dashboard feature, you're presented with two viewing options: list view and grid view. This flexibility allows you to choose between a simplified list format or a detailed grid layout, ensuring you can access and review all your dashboards and their pertinent details in the style that best matches your preference.
Delete system-defined dashboards and components
CRM provides a set of system-defined dashboards and components that are most commonly used in businesses such as deals in the pipeline, sales by account, campaign vs. revenue etc.
These dashboards are available for Leads, accounts and contacts, cases and solutions, products, inventory, campaigns, and territory. All these system-defined dashboards like Lead analytics, Org Overview, Activity Stats etc. are public dashboards that are available for every CRM user.
By default, these dashboards are accessible to all users in the org and the permission cannot be modified. Sometimes if you do not require these dashboards, you can delete them from the org account. You can also delete components that are not used in your business. A user who has manage dashboard permission in their profile can delete these dashboards and the components in it.
Note: Deletion of dashboards does not apply to the Classic view.
To delete a dashboard
Go to the Dashboards or Analytics tab.
Select a system-defined dashboard from the drop-down list.
All the system-defined dashboards will be displayed.Click the More icon, on the top right corner and click Delete.
To delete a component
In the Org Overview Dashboard, go to the component you want to delete.
Hover on the component and click the More icon.
Select Delete from the drop-down list.
Clone and delete system defined components and dashboards
The system-defined dashboards and its components are displayed and accessible to all users in the org. If you want to delete them for other users and retain certain dashboards for a selected set of users, you can clone them and give permission to the selected users only.
Similarly, the admin can clone the dashboard and keep it for their reference by setting the permission as Only me.
Note: Once deleted the system defined dashboards cannot be retrieved. Hence, the best practice would be to clone it before deleting.To clone and delete system defined dashboards
Go to the Dashboards or Analytics tab.
Select a dashboard from the drop-down list.
Likewise, you can select a component in a dashboard.Click the More icon, on the top right corner and click Clone.
The cloned dashboard will be named as [dashboard name_Cloned].Click the All users icon, next to Org Overview_cloned dashboard and select Only me or Custom, to set sharing permission.
If you choose Custom Users, select the list of users with whom you want to share.
Go to the original Org Overview Dashboard and click the More icon.
Select Delete.
In Are you sure you want to permanently delete the dashboard, click Delete.
This action will permanently delete the dashboard and you will not be able to undo or retrieve it.
Special actions on components
The dashboard components allow you to carry out a series of actions based on your requirements. Let's take a look one by one.
Clone
There can be instances when you want to create a dashboard with components that are already present in one of the existing dashboards. In such a case, instead of creating a new dashboard, you can clone an existing one and make edits if necessary. You can clone the components too.
To clone a dashboard
- Go to the Analytics tab and click the More icon on the top right corner.
- Click Clone.
- You can rename the cloned dashboard and change other configurations if needed.
- Click Save.
Delete
You can delete components that are not used in your business. A user who has managed dashboard permission in their profile can delete components in a dashboard.
To delete a component
- In the required Dashboard, go to the component you want to delete.
- Hover on the component and click the More icon.
- Select Delete from the drop-down list.
Add to home or favourite
This feature allows you to add the chart to the home page of your Zoho CRM.
To add the chart to your home page
- Click the Analytics tab.
- On the Analytics Home page, select the required dashboard.
- Click the More icon and select Add to Home or Add to Favorite.
Embed URL
You can embed the dashboard in any web page by copying the dashboard's URL and pasting it in the desired website. You can restrict the dashboard for specific domains by mentioning them as allowed domains. For example, if you want a chart to be displayed only in the .edu domain you can mention this domain in the allowed domain section. This will restrict users from other domains to view the chart.
Avoid using the following special characters while entering domain details as it may cause validity issues: ^ { } | " < > ` multiple commas, and spaces (goo gle.com).
To embed the dashboard URL
- Click the Dashboards or Analytics tab and select the desired dashboard.
- In the Dashboards Home page, select the required dashboard.
- Click the More icon and click Embed URL.
- From the Embed URL page, copy the dashboard's URL from the text box.
- In Allowed Domains, enter the domains where the dashboard should be displayed.
This dashboard will be visible only in the mentioned domains. - Click Done.
Move to another dashboard
It is simple to move components between different dashboards. If you think a specific component would be better suited in another dashboard, you can easily relocate it.
To move a component
- Go to Analytics and access the dashboard that contains the specific component.
- Click on the More icon of the component and click Move to another dashboard.
- Select the dashboard from the dropdown in the pop-up, and rename the component as required.
- Click Move.
Note:
- A component can't be moved to a dashboard which is locked.
Download
Sharing a component outside the dashboard becomes convenient by downloading its data in the form of an image or a PDF. This allows for effortless sharing and presentation of information.
Restoring recently deleted dashboards/components
There may be instances where you delete a dashboard or its components because they seem unnecessary at the time, but realize sometime after that you still need them, even if for a different purpose. It could also be that you deleted a dashboard or a component accidentally. In such instances, you can restore deleted dashboards and components within 30 days, thereby, minimizing the impact of accidental deletions and facilitating data recovery.
- The Recently Deleted section is categorized into two tabs: Dashboards and Components. Each offers grid and list views for enhanced visibility and navigation.
- Users with manage permissions for Dashboards can restore deleted items for shared dashboards.
Cases for restoring deleted components
While restoring a deleted component, there are two possible scenarios.
- When the parent dashboard of the deleted component(s) is/are available in analytics, you can simply select the component and restore it directly.
- When the parent dashboard of the deleted component(s) is/are also in the recently deleted list, a pop-up will appear and ask you to select one of two restoration types:
- Restore the component along with its parent dashboard.
- Select a different dashboard to restore the component into.
Notes:
- You can access the 'Recently Deleted' section in 2 ways.
- On the Dashboard main page, "Recently Deleted" is located in the dropdown on the left panel where all types of dashboard views are listed.
- On the "Manage Dashboards" screen, it is positioned at the top right.
- Deleted items are organized based on the date of deletion to offer a clear timeline for restoration. They are categorized into four sections based on the date of deletion:
- Today
- Yesterday
- This Week (Excludes Today & Yesterday)
- Earlier this week
- When performing a bulk action (restore/delete), a maximum of 100 items can be deleted or restored at once.
Drill down view of dashboard components
You can view a detailed report on the selected data in any dashboard component.
To drill-down dashboards
- Click the Dashboards or Analytics tab.
- Go to the required dashboard and click on the particular component for which you need a detailed drill down view.
The data is displayed in the form of a report. You can modify the columns shown in the drill-down view of the dashboard component, choose a new column remove one, or reorder them as per requirement.
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.
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.
To get a count of records when two modules (primary & related ) are involved
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 ]
'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 ]
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.
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