You can use the parent-child relationships between modules to add more modules to a report.
For example, if you choose Deals as the primary module and then choose Activities as a child module then you can choose from the modules which appear as related lists in the Activities module to add as another level of data.
Type of relationship between modules
When you choose a child module for a report, you can choose whether you want it to have an exclusive or inclusive relationship with its parent module. This allows you to control what data is shown in your report.
Exclusive: An exclusive relationship will only show records from the parent module which have related data in the child module. For example, an educational institution could build a report to display only the students who have a sports scholarship. Choosing an exclusive relationship allows you to exclude data which is not required for the report.
Inclusive: An inclusive relationship will show all the records in the parent module, whether or not they have related data in the child module. For example, you could create a report which displays all accounts, whether or not they have deals associated with them.
Patricia wants to analyze last quarter's sales performance so she can see all the accounts created in the past quarter and show any deals associated with them.
She can create a report with an inclusive relationship between the Accounts and Deals modules.
David wants to see the latest accounts added to the company and the status of the deals associated with them for a discussion at the next stakeholder meeting.
He can create a report with an exclusive relationship between the Accounts and Deals modules.
Amelia wants to submit a monthly report to Patricia and David on the accounts which have had deals created for them in the last month, showing whether or not there are activities associated with those deals.
She can create a report with an inclusive relationship between the Accounts and Deals modules and an exclusive relationship between Deals and Activities.
To create a report
- Log in to your Zoho CRM and click Reports.
- Click Create Report.
- Choose the primary module from the dropdown.
- If you want to add more data related to the primary module, click the + icons to add additional modules.
- Click the green + above the primary module to add a parent module, or the blue + below the primary module to add a child module.
- If you add a child module, choose the relationship type as either Inclusive or Exclusive.
- Once you have added all the modules you want to include, click Continue.
You will now see the data you selected arranged in a table. This can be customized as required.
When you create a report, you can customize how the data is presented by grouping or aggregating columns and rows, filtering data, and showing or hiding fields. This helps you display exactly the information you need to analyze how close you are to meeting your business goals.
Click the + icon next to Columns on the left of the report to make changes to the columns displayed in the report.
Add or delete columns from the report using the checkboxes. You can scroll down the list or use the Search Fields field to search for a particular field you want to add or remove as a column. Click Clear All to uncheck all the checkboxes.
You can drag and drop the columns to reorder them. To resize the columns, click and drag a column header's vertical lines to adjust the size of a column.
In addition, you can drag and drop the columns to reorder them.
You may not need all of the data in your CRM for your report. For example, you might only want to display information about the leads created in the last 30 days. You can add a filter to the report to limit the data it shows.
Select the Filters tab and then click the + icon next to Filters. Choose the filter criteria in the Add Filter pop-up. There are two ways to create filters:
- Create date-based criteria to filter records based on the date fields in the primary module used for the report.
- Create advanced filters using other fields and define the criteria that records must match to be included in the report.
If you have a large amount of data in a report, you can condense it into groups to make it easier to understand. Grouping data generally means segmenting or categorizing it based on specific properties. This helps users to focus on the important information that they are looking for. You can group rows and columns in reports to categorize the records based on specific criteria.
For example, you added a few records to your CRM. You could create a report to view the records created in each month during that year. You can create a row group to categorize the records by Added Month. You might then want to be able to see the lead source for the records added in each month, so you could create a column group using the Lead Source field. This will allow you to view the leads created in a specific month and their source, for easy comparison.
Row and column groups can be used to make it easier to summarize complex information or compare values in different fields.
Grouping rows allows you to group all the records in the same category. For example, you can create a row group for the Industry field to consolidate customers based on the work they do.
To group rows, click the + icon next to Row Grouping choose the fields you want to group by from the list.
Column grouping is used to create another layer of grouping within the row groups. For example, to categorize records that have already been grouped by Industry by their Annual Revenue and Account Type.
If you use both types of grouping, the data will be displayed in a grid format with both row and column labels, also known as a matrix report.
To group columns, click the + icon next to Column Groups and choose the fields you want to group by from the list.
Aggregating data allows you to perform calculations on the row and column groups you create. You can use these functions to display the sum, average, largest value, lowest value, and number of records. For example, you could find the average annual revenue and the total number of employees in each billing country.
To aggregate data, click the + icon next to Aggregate Columns and choose the fields from the list.
Under Show Details link, uncheck the Detail Rows, Sub Totals or Grand Totals boxes as per your requirement.
You can join two or more reports to create a combined view. This lets you compare different data sets from the same module side by side. You can only join reports which were created with the same primary module.
For example, you could join three reports which all have Accounts as the primary module, showing data about the deals, quotes, and invoices associated with accounts, respectively. This will let you see the deals, quotes, and invoice status for each account name at a glance.
You can add primary module's fields as 'row groupings' which will group all the reports associated with that join report.
To join reports
- Open an existing report and click the Join Report link at the top of the report.
- Click Add Report in the Create Join Report and choose reports from the dropdown. You can join a maximum of three reports.
- Rearrange the reports as required via drag-and-drop.
- Click Done.
Performing actions on reports
You can perform quick actions using the icon next to a report's name on the Reports list page. The Run, Edit, Clone, and Export options can also be accessed from each report.
Running and editing reports
Once you have created a report, you can run it to preview how the data will be displayed.
Copy a report's data and customization by cloning it. Click the
Clone option and the cloned report will open automatically.
Export reports to download them in Excel, PDF, or CSV format. You can choose to export the report in either of the following types:
- A formatted export that includes all the row and column groupings you have created, and will be exported in the exact formatting as seen in UI.
- A detailed export that does not include any row or column groupings.
You can export a maximum of up to 2000 rows in formatted export and 50,000 rows in detailed export
Make sure you sort the columns so that the rows you need to export are at the top. For example, in a formatted report with (6000) rows, only the top (2000) rows will be exported.
Sorting order in reports
Ascending (Asc) and Descending (Desc) are the sorting options available for columns in a summary or matrix report. The columns can be sorted in any order, depending on the requirement.
For example, the column
is sorted by ascending order.
You can delete reports that you no longer use. The deleted reports will appear in the Recently Deleted list for 30 days, and then they will be permanently deleted. You can also choose to restore them from the Recently Deleted list, or delete them permanently before the 30 days have elapsed.
Creating charts for reports
Communicate the findings from your report more effectively by creating visual representations of your data as charts. You can create a range of different types of charts, like pie, bar, or line charts, when you finish creating your report.
To create a chart
Go to the report and click
- Choose the field names for Grouping (x-axis) and Measure (y-axis). Choose the type of chart from the dropdown.
- Click More Options to add benchmark and grouping limits to the chart.
- Click Save. Your newly created chart will appear on top of the report. You can edit or delete the chart at any time.
Add charts as dashboard components
The charts can be used to provide analytical insights to your organization. You can add them to your dashboard as a component by clicking Add to Dashboard. Enter a name and choose the dashboard you want to add the chart to in the Add to Dashboard pop-up.
Editing or deleting a chart from a report will have no effect on any dashboards the chart has been added to.
Roles and permissions for reports