Scheduling Reports | Online Help - Zoho CRM

Scheduling Reports

You can automatically send reports to your colleagues, executive management and non-Zoho CRM users by scheduling the desired reports daily, weekly, monthly or yearly. Once the Report scheduler is configured, specified reports will be delivered to the recipients as an email attachment (XLS format). 
Scheduled reports can be sent through email, Cliq or Cisco Webex.
  1. Email: You can select users from different roles, groups, territories, subordinate and more as recipients.
  2. Cliq: Users and channels can be selected as recipients. However, ONLY those channels will be listed for which the user has the permission to add participants.
  3. Cisco Webex: Users and channels for whom the integration is enabled can be selected as recipients. However, ONLY those channels will be listed for which the user has the permission to add participants.
Permission Required
Users with Schedule report permission in their profile can access this feature.

To setup report scheduler
  1. Click the Reports tab.
  2. In the Reports Home page, select Reports Scheduler from the folders tray on the left side.
  3. On the Scheduled Reports page, Click on the New Report Scheduler button.

  4. In the New Scheduled Reports page, under Basic Information do the following:
    1. Select a report.
    2. Select the report export method.
    3. Enter the Start date and time.
    4.  Select Repeat Type.
    5. Choose the End time.
  5. In the Recipient Information, in Send Report Via select Email, Cliq or Cisco Webex from the drop-down list.
  6. Under recipients do the following:
    1. Email: select the list of recipients from users, role, groups, territories and more.
    2. Cliq: Select users or channels.
    3. Cisco Webex: Select users or channels.
  7. Click Schedule.

  • The maximum number of records for a scheduled report is 2000.

List of Standard Fields

Fields Description Remarks
Select Report Select the report from the drop-down list Mandatory field
 Export file as
 Select the format of the export
Start Date Specify the start date of scheduling the report Mandatory field. The standard date format is mm/dd/yy
Start Time Specify the time when the report has to be generated and sent to the recipients Mandatory field. The standard time format is hh:mm
Repeat Type Specify the frequency of the report scheduler from the drop-down list. You can select one of the options: daily, weekly, monthly, or yearly. Drop-down list
 Send Report via
 Choose the method to share the report.
 Template (only for Emails)
 Choose the email template to share the report on
 Select Template
Recipients Select the recipients from the list. List
Additional RecipientsSpecify the email IDs for additional recipients (if any), separated by comma Text box

Export Reports

You can export the report data in to XLS, CSV, PDF and HTML formats, which can be used for further data analysis purpose.

To export reports

  1. Click the Reports tab.
  2. In the Reports Home page, select the report from the required module.
    For example, Lead by Source from the Leads module.
  3. In the report page, click Export and select one of the following options:
    • Export to Excel: To save the report in .XLS format
    • Export to CSV: To save the report in CSV format
    • Export to PDF: To export the report in PDF
  • A maximum of 2000 records will be listed on a page. You can use the navigate options to view others pages.
  • You will be able to export up to 20000 records per page (only in CSV format), in each export. This feature is subject to the following conditions.
    • You will be able to export a maximum of 5 reports of 20000 records each per day.
    • You cannot export the same report (of 20000 records) twice in a day. If you are attempting to export the same report the second time, you will be able to export it only as 2000 records/page and not 20000 as a single bunch.
To receive a complete backup you can request a data backup at $10.00 (USD), per request.  See Also  Data Backup.

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