Reports | Creating Reports - Zoho Forms

Creating Reports

Configuring Reports

With reports, you can sort and consolidate form data by applying filters on the received entries. This way, you can analyze the data collected better and get your team involved in managing them. You can share the reports publicly, or with specific users, and print and export the reports. You can also embed the report into any webpage. 

You can access the Reports section of your form in two ways:

  1. On the homepage (Forms listing page), click the Reports link below your form's name. A list of all the reports created for that particular form will be displayed.

    Reports link below form name
  2. To create a new report, click New Report in the top-right corner of the page. 

    creating new report
  3. Choose the type of report you wish to create. 

    view type
Zoho Forms provides two different ways to present your data. They are 
  1. List View
  2. Kanban View

List View

In List View, all entries are consolidated and presented in tabular format similar to spreadsheet. Using list view, you get a comprehensive view of your entire data set on a single screen.The field names are displayed as column header and each record occupies a row. This allows you to see all your information at once glance.

Steps to Configure List View Report

If you have chosen List View, provide the Report Name and click Create to see the report builder.

creating list view report

List View

Kanban View

Kanban view reports offer a visually engaging way to represent your data. It uses selection fields like Dropdown or Radio fields to categorize entries. The selections made in your dropdown or radio buttons become the column headers. This creates a clear visual distinction between different categories within your data set. Each record in your report is transformed into a visual card. This card can display relevant information about the entry, making it easy to scan and understand. Entries are automatically grouped under the relevant column based on the selection made for that specific record. This allows you to see how many entries fall into each category at a glance.

Let's assume you're hosting a series of webinars on various digital marketing topics. You want to understand which webinars are attracting the most interest from registrants. Using kanban view report you can instantly categorise entries based on their selected webinar topic. This allows you to gauge audience interest and identify the most popular topics.


Steps to Configure Kanban View Report

  1. If you have chosen Kanban View, provide the Report Name and select a field to group entries in Group Columns By and click Next.
    Notes
    Note: Only Dropdown and Radio choice fields will be displayed for you to choose from. 

    creating kanban view report

  2. Select the fields that has to be displayed in the report. Click  to add more fields. 
    NotesNote: You can add a maximum of four fields. Matrix and subform fields are not supported in Kanban view.

    adding fields to kanban view

  3. Click Create to see the report builder.

    kanban view
Notes
Note :
  1. Kanban view can only display upto 20 columns in a report. If your grouping field has more than 20 choices, by default the first 20 choices will be displayed in columns. To edit the choices displayed in the report, click Modify view in the report.
  2. Each column can display a maximum of 1000 entries.

Alternatively,

  1. Click the Reports tab on the home page. A list of all the reports created will appear.

    My reports section
  2. To create a new report, click the New Report button in the top-right corner of the page.
  3. Choose the view type of your report and configure it.
  4. Click Create once done

You will have the following Report Options while creating a new report:

  1. General

  2. Custom Filters

  3. Auto Filters
Notes
Note: Auto Filters option is available only in List view report builder.
  1. Show/Hide Columns

General Settings

General Settings

Report Name : You can change the name of your report here. You can rename your report at any time.

Date Format : Date in the report will be displayed in the format selected here.

Time Zone : Under the Date-Time  column in your report, the time will be displayed based on the selected time zone. 

Name Delimiter : You can choose the delimiter that you wish to use between the First and the Last name elements of the Name field entries.

Address Delimiter : You can choose the delimiter that you wish to use between the entries of the Address field elements.

Custom Filters

Use this option to filter out entries that match the conditions you specify. Entries that match the set conditions will automatically be added to the report. 

To do so,

  1. Click the Custom Filters tab, then click Configure Filter
  2. Here, you can give multiple conditions to filter out only those entries that you wish to include in your report. Select the Field Name and the condition it has to satisfy by choosing a Comparison from the drop-down list and the Value it has to match.
  3. To add a condition or delete a condition, click the + and - icons respectively.
  4. If you want your entries to satisfy two or more conditions, select the Match All option. For the entries to satisfy any one condition from the multiple conditions specified, select the Match Any option.
  5. Click Save.

    Custom Filters
To view your report, click the Entries tab.

Auto Filters

Enable Auto-Filter to display the Filter by Choice option in report searches. All form fields linked to the form's radio buttons and dropdowns will be listed in the Auto-Filter.

Use the Filter by Choice option on the report entries tab later to view data based on the selected choices.

Notes
Note: This option is available only in List view report builder.

Show/Hide Columns

Under Show/Hide columns,

  • You can choose to show or hide the form fields from a report.
  • You can modify the display names of the fields.
  • To change the order of the fields in your report, drag and rearrange the fields.

Notes
Note : 
  1. Show/Hide Column in kanban view only affects how information is displayed in the Record Summary. These changes won't be reflected in the reports you generate.
  2. The fields used for configuring the Kanban view report will be pre-selected by default in Show/Hide column and cannot be hidden. This ensure that the Record Summary always includes the necessary information.


    Access your files securely from anywhere

      Zoho CRM Training Programs

      Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

      Zoho CRM Training
        Redefine the way you work
        with Zoho Workplace

          Zoho DataPrep Personalized Demo

          If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

          Zoho CRM Training

            Create, share, and deliver

            beautiful slides from anywhere.

            Get Started Now


              Zoho Sign now offers specialized one-on-one training for both administrators and developers.

              BOOK A SESSION





                          Quick Links Workflow Automation Data Collection
                          Web Forms Enterprise Begin Data Collection
                          Interactive Forms Workplace Data Collection App
                          CRM Forms Customer Service Accessible Forms
                          Digital Forms Marketing Forms for Small Business
                          HTML Forms Education Forms for Enterprise
                          Contact Forms E-commerce Forms for any business
                          Lead Generation Forms Healthcare Forms for Startups
                          Wordpress Forms Customer onboarding Order Forms for Small Business
                          No Code Forms Construction RSVP tool for holidays
                          Free Forms Travel
                          Prefill Forms Non-Profit

                          Intake Forms Legal
                          Mobile App
                          Form Designer HR
                          Mobile Forms
                          Card Forms Food Offline Forms
                          Assign Forms Photography
                          Mobile Forms Features
                          Translate Forms Real Estate Kiosk in Mobile Forms
                          Electronic Forms

                          Notification Emails for Forms Alternatives Security & Compliance
                          Holiday Forms Google Forms alternative  GDPR
                          Form to PDF Jotform alternative HIPAA Forms
                          Email Forms
                          Encrypted Forms
                          Embeddable Forms
                          Secure Forms
                          Drag and Drop form builder
                          WCAG


                                            You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                Manage your brands on social media

                                                  Zoho Desk Resources

                                                  • Desk Community Learning Series


                                                  • Digest


                                                  • Functions


                                                  • Meetups


                                                  • Kbase


                                                  • Resources


                                                  • Glossary


                                                  • Desk Marketplace


                                                  • MVP Corner


                                                  • Word of the Day


                                                    Zoho Marketing Automation

                                                      Zoho Sheet Resources

                                                       

                                                          Zoho Forms Resources


                                                            Secure your business
                                                            communication with Zoho Mail


                                                            Mail on the move with
                                                            Zoho Mail mobile application

                                                              Stay on top of your schedule
                                                              at all times


                                                              Carry your calendar with you
                                                              Anytime, anywhere




                                                                    Zoho Sign Resources

                                                                      Sign, Paperless!

                                                                      Sign and send business documents on the go!

                                                                      Get Started Now




                                                                              Zoho TeamInbox Resources



                                                                                      Zoho DataPrep Resources



                                                                                        Zoho DataPrep Demo

                                                                                        Get a personalized demo or POC

                                                                                        REGISTER NOW


                                                                                          Design. Discuss. Deliver.

                                                                                          Create visually engaging stories with Zoho Show.

                                                                                          Get Started Now









                                                                                                              • Related Articles

                                                                                                              • Report Scheduler

                                                                                                                You can schedule and send reports of form entries as CSV files to your recipients' email addresses or to a third-party storage service on a daily or weekly basis. For example, this can be useful if you want to send your team members a daily/weekly ...
                                                                                                              • Viewing Reports

                                                                                                                List View To view all the available reports in your account, Click the Reports tab. You can select a report you want to view from the list of all reports. To view the reports of a specific form, Click Reports under a form's name in the forms listing ...
                                                                                                              • Filter Entries by Form Language in All Entries / Reports

                                                                                                                Filter by Language You can filter and view the form entries based on the form language. To do this, Go to the All Entries / Report section of your form. Click the dropdown. You will see the list of all the languages the form has been translated to. ...
                                                                                                              • Report Scheduler

                                                                                                                You can schedule and send reports of form entries as CSV files to your recipients' email addresses or to a third-party storage service on a daily or weekly basis. For example, this can be useful if you want to send your team members a daily/weekly ...
                                                                                                              • Search Filters

                                                                                                                Default Search Filters By default, the All Entries section lists all the form responses. To apply filters, click the All Entries dropdown as shown. You can filter entries based on: Submitted Time: Options include Today, Yesterday, Last 7 days, and ...
                                                                                                                Wherever you are is as good as
                                                                                                                your workplace

                                                                                                                  Resources

                                                                                                                  Videos

                                                                                                                  Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                  eBooks

                                                                                                                  Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                  Webinars

                                                                                                                  Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                  CRM Tips

                                                                                                                  Make the most of Zoho CRM with these useful tips.



                                                                                                                    Zoho Show Resources