1. What are reports in Zoho CRM?

Reports can be created and shared in different formats by CEOs, managers, sales reps, and other CRM users, and are built using data from one or more modules in your CRM. Reports can be created for a specific module and the data associated with it in another module, for example, accounts and their associated contacts or deals and their associated quotes.

3. What are the different types of reports that are available in Zoho CRM?

6. Can I store all my personal reports in a folder?

Before you delete a folder, ensure that all the reports inside the folder are moved to another folder or deleted. You can only delete a folder when it's empty.

1. Click Recently Deleted.
   
2. Select the recently deleted reports and click Delete Permanently.
   
3. Hover over the folder you want to delete and click Delete.
   

8. Can my team members see the fields that they are otherwise restricted to see when I share it through a report?

• In a report, users will be able to see all the records accessible to them in the primary module

• If this primary module is connected to parent and/or child modules and fields from those parent/child modules are included in the report

• Then, users will be able to see those fields and records, even if they don't have access to those fields or records in the parent/child module.

A report with contacts as the primary module, accounts as a parent module, and deals as a child module contains fields from all three modules. A user owns a contact record but doesn't have access to the contact's account record or the contact's deal record. When this user opens the report, they can :

• View records in the Contacts module that the user has access to

• View records from related deal record (child) or account record(parent) that the user does not have access to.

10. Why are some modules unavailable while creating a report?

1. Your administrator has restricted access to the module. 
   To enable access to those modules: 

1. Log in to Zoho CRM with administrative privileges.
   

2. Navigate to Setup > Customization > Modules and Fields.
   

3. Click the more icon next to the desired module. 
   

4. Click Module permissions.
   

5. Select the profile that needs access to that module.
   

6. Click Save.
   

2. The module has been disabled by your administrator. 
   Disabled modules will not appear in the list of modules available while creating a report. For instance, if you want to create reports for Accounts, you need to ensure that the Accounts module is enabled. To enable any module, 

1. Log in to Zoho CRM with administrative privileges.

2. Go to Setup > Customization > Modules and Fields.

3. In the List of Modules page, click Organize Modules.

4. Select the module that you want to enable.
   

5. Click Save.
   

1. Click the Reports tab.
   
2. Select the report from the required module in the Reports Home page. For example, Lead by Source from the Leads module.
   
3. Click Export and select one of the following options:
   
1. Export to Excel: To save the report in XLS format
   
2. Export to CSV: To save the report in CSV format
   
3. Export to PDF: To export the report as a PDF
   

1. Click the Reports tab.
   
2. Click the gear icon next to the report folder in the Reports Home page.
   
3. Click Edit.
   
4. Choose Share with everyone or selected users based on your requirements.
   

12. What do FY and FQ mean?

13. How do I view reports?

14. Can I create a report based on the Note Creation Time or Note Modification Time?

• Go to the Reports module.
  
• Click on Create Report.
• Select the Deals module as the primary module.
  
• Under Report Type, select Matrix Report.
  
• Select Deal Owner as the row heading, and Closing Date as the column heading. 
  
• Group Dates by Month and Year.
  
• Choose Amount under Columns to Total.
  
• Run the report.

16. How can I track what company equipment, tools and computers each employee has in their possession?

• Go to Create Report.
  
• Select the module for the report.
  
• Choose the Report Type as Summary.
  
• Add the columns that you want to the Selected Columns list.
  
• In the Groupings column, group the information by owner.
  
• Run the report.

17. How can I extract emails across fields into a .CSV file and avoid duplicates?

• Go to the Reports module.
  
• Choose the Leads module, and add the Industry field.
  
• Generate a report and export it.

19. How do I track the status of emails that are sent from CRM?

1. Click the Reports tab.
   
2. Choose from the existing reports and click Create Report Folder.
    
   
3. 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.
  

23. 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: 

1. In the new workflow rule page, under When, choose Record action, select Field Update and pick the Lead Status field. 
   
2. Under Which, choose All records. 
   
3. 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.