FAQs on Reports
How can I create reports and share them with other users?
You can share reports in Zoho CRM in two different ways.
- Exporting and sharing them with users - Each report can be exported as Excel, CSV or PDF files.
- Creating a report's folder with the report and sharing the folder with users - The report folders help you keep your reports organized so you can share them easily with other users. A report can always be moved from one folder to another.
Why am I unable to see some of the fields in Reports?
You may not be able to see some of the fields in reports if your administrator has disabled them. You can view only those fields that are displayed in your page layout. You can see all data for which you have Read/Write access, including records owned by you and those shared by other users with you.
Can I schedule my reports and send them to my colleagues periodically?
Yes, you can schedule the delivery of your reports and send them to your colleagues, the executive management, and non-Zoho CRM users by scheduling them to be sent daily, weekly, monthly, or yearly.
Once you've configured the Report scheduler, the specified reports are delivered to the recipients' email addresses as an email attachment (XLS format) with a link to the specific report from the Zoho CRM Reports module. You can also send the PDF document to your recipients. For more information, see Scheduling Reports.
What are the different types of reports that are available?
Tabular Report, Summary Report, and Matrix Report are the different types of reports that you get in Zoho CRM.
The Tabular Report displays data without any subtotals, and you can use this type of report to create contact mailing lists and a consolidated view of the sales pipeline, among others.
The Summary Report displays the data along with subtotals, groupings, and other summary information, while the Matrix Report displays the data summarized in a grid against both the horizontal and vertical columns.
Can I store all my personal reports in a folder?
Yes, you can store all your personal reports in a folder, which can be viewed only by you and users with the Administrator privilege. You can also make report folders publicly visible to other users in your organization.
Can I restrict the reports only to certain selected users?
Yes. You can restrict the reports only to certain selected users, roles, or groups. You can do so by creating a Report Folder and giving access to the users, roles, or groups. Follow the steps given below to create a report folder with restricted access:
- Click the Reports tab.
- Choose from the existing reports and click Create Report Folder.
- In the Create Report Folder page, follow these steps:
- Enter the Folder Name.
- Enter the Folder Description.
- Under Accessibility Details, choose from these options:
- Only Me: Select if you would like to enable the folder access only to you.
- Everyone: Select if you want to make the folder public.
- Selected Users: Select the users or user roles that can access the folder.
4. Click Save and Move.
I want to generate a lead status report to view leads that have remained in a particular stage for a certain number of days. Is this possible?
Blueprint in Zoho CRM is a process automation feature, which helps you streamline your sales process. Using Blueprint Reports you can see exactly how long a record has remained in a particular state.
In addition to this, if you wish to generate a new report to see all leads that have remained in a particular state for a certain number of days, following is a simple alternative that employs workflow rules.
Objective:
To generate a report to see all leads that have remained in a particular state for a certain period - example 20 days or more.
Solution:
First, create a custom field of the Date type in the Leads module. Name it "Status Last Modified". This will store the date when the lead's status was last modified.
Then create a workflow rule to automatically update the Status Last Modified field to the date when Lead Status is changed. The Lead Status report can then be generated using the Status Last Modified field.
Follow the steps below to create the above-mentioned workflow rule:
- In the new workflow rule page, under When, choose Record action, select Field Update and pick the Lead Status field.
- Under Which, choose All records.
- Associate an Instant Action to this rule: Field Update.
Make the update as Status Last Modified = Execution Day
Now, the Status Last Modified field will automatically be updated to the date when you modify the Lead Status field. Using this field, you can generate a report with the criteria "Status Last Modified >= 20"
When you run this report, say Idle Leads Report, you will see all leads that have stayed in a particular state for more than 20 days.
Note:
It may appear that Status Last Modified is similar to the Last Modified Date of a record. However, the difference is, when Last Modified Date includes any change made to the record - Status Last Modified will refer only to the date when the Lead Status was updated.
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