Portal Level Custom Reports

Portal Level Custom Reports

Custom Reports allow you to create tailored visualizations of your project data. Define your own criteria and generate advanced module-level reports using multiple data points. Build customizable reports for Projects, Tasks, Issues, Time Logs and Phases by plotting the independent and dependent variables. Save and organize these reports under folders for efficient tracking and analysis. 

Benefits

  1. Create tailored reports for focused, data-driven insights.
  2. Organize reports into folders for easy access and tracking.
  3. Analyze data across multiple fields for an advanced overview.
  4. Use Zia to obtain AI-driven insights.
Notes
Feature Availability: 
  1. Predefined Reports within Projects are available in all plans.
  2. Custom Reports and Report Folders are available in the latest user-based Premium and Enterprise plans.

Configure Filters, Charts and Insights

Customize reports to view the project data by tailoring it according to your preference. Apply filters to refine results, choose chart types to visualize key metrics, and use Zia Insights for quick AI-driven summaries.
  1. Click Reports in the left navigation panel.
  2. Select Custom Reports from the drop-down.
  3. Here, you will find Predefined Basic Reports and four Advanced Reports.
    1. Basic Reports gives you the task count against five different criteria: Status, Milestone, Priority, Tags, Owner, or Completion Percentage.
    2. Advanced Reports gives you owner-wise task count by Status, Priority, or Completion. You can also create Custom Task Report based on different criteria.
  4. Click    and select a Chart Type. Plot the preferred fields as X and Y axis to create a custom report and click Apply.
  5. Click    to customize your filter criteria and get the results accordingly.
  6. Click Zia icon to get AI-driven insights.
  7. Click on the Reports in the left panel to open the corresponding report.


Create a Custom Report

Add new reports, clone existing ones, edit or delete outdated versions, move them across folders, and export the data for further analysis.

Add Report

  1. Click Reports in the left navigation panel.
  2. Select Custom Reports from the drop-down.
  3. Click Add Report in the upper-right corner and enter the Report Name.
  4. Select a chart type from the right panel.
  5. Configure the Report Settings by selecting Module and Folder from the drop-down.
  6. Select any field from the drop-down to plot the X and Y axis.
  7. Select a field to group the report data.
  8. Click Apply.


Clone Report

  1. Click Reports in the left navigation panel.
  2. Select Custom Reports from the drop-down.
  3. Navigate to any report and click  .
  4. Select Clone Report and confirm your action.

Edit/Delete Report

  1. Click Reports in the left navigation panel.
  2. Select Custom Reports from the drop-down.
  3. Navigate to any report and click  
  4. Select Edit Report to update the report name, modify the selected fields, and apply your changes.
  5. To delete a report, select Delete Report from the context menu and confirm your action.

Move Report

  1. Click Reports in the left navigation panel.
  2. Select Custom Reports from the drop-down.
  3. Navigate to any report and click  .
  4. Click Move Report.
  5. Select a Report Folder from the drop-down.
  6. Click Update.
Notes
Note:  You can drag and drop a report to reorder or move it from one folder to another.

Export Report

You can export reports and save them as a PDF file for easy access.
  1. Click Reports in the left navigation panel.
  2. Select Custom Reports from the drop-down.
  3. Click  and select Export Reports.
  4. Enter export details in the export form.
  5. Check the "Export with applied chart configuration" box, if you have not saved the report and want to export the custom report with applied or unsaved chart configuration.
  6. Click Export.
  7. Add password if you wish to password protect the export file. The custom report will be successfully exported with a download link. 
You would receive a mail notifying the export of the custom report.


Schedule Export

Custom reports can also be scheduled for export. The export can be scheduled to be repeated once, hourly, daily, weekly or monthly.
Benefits:
  1. Export Reports with Chart configuration that are saved as well as just applied.
  2. Schedule Export with Repeat Types; once, daily, weekly, and monthly.
  3. View Schedule Export details and history.
  4. Clone and Edit Schedule Exports.
Notes
File will be deleted after 15 days of export.
To schedule an export:
  1. Go to Reports on the left navigation pane.
  2. Select Custom Reports from the Reports drop-down and go to the specific report. If required, apply and save chart configuration, Plot options, Criteria and filters.
  3. Click  on the right.
  4. Enter details in the Export form.
  5. Uncheck the box for "Export with applied chart configuration" or save the report to enable schedule export for the specific report.
  6. Add or Create Filter Criteria if needed.
  7. Toggle the Schedule Export option to schedule the export.
  8. Enter a Schedule Name.
  9. Select a Schedule Date.
  10. Choose the repeat type; Once, Daily, Weekly, or Monthly.
  11. Click Schedule.

Notes
Only saved reports can be scheduled for export.
Alternatively, you can schedule exports from Set Up. Go to Set Up > Notifications > Schedule Export, select Reports from the drop-down and click Schedule Export button.

Edit Scheduled Export details
To edit the schedule export, 
  1. Go to the Reports Tab. 
  2. Click .
  3. Select Export Reports. 
  4. Go to the Manage Schedule button on the top right of the Export form.
  5. Hover over the items and click .
  6. Select Edit.
Alternatively, manage scheduled exports from Set Up page. Go to Set Up > Notifications > Schedule Export and select Reports from the drop-down.

Delete
  1. Go to the Reports Tab. 
  2. Click .
  3. Select Export Reports. 
  4. Go to the Manage Schedule button on the top right of the Export form.
  5. Hover over the items and click .
  6. Select Delete.
  7. Confirm your action in the dialogue box and click Delete.
Alternatively, manage scheduled exports from Set Up Page. Go to Set Up > Notifications > Schedule Export and select Reports from the drop-down.

Run Now
Run Now in Manage Schedule immediately exports the custom report irrespective of the scheduled time and pattern.
  1. Go to the Reports Tab. 
  2. Click 
  3. Select Export Reports. 
  4. Go to the Manage Schedule button on the top right of the Export form.
  5. Hover over the items and click .
  6. Select Run Now.
Alternatively, manage scheduled exports from Settings. Go to Set Up > Notifications > Schedule Export and select Reports from the drop-down.

Clone
  1. Go to the Reports Tab. 
  2. Click .
  3. Select Export Reports. 
  4. Go to the Manage Schedule button on the top right of the Export form.
  5. Hover over the items and click .
  6. Select Clone.
  7. The Export Form will appear. Make necessary changes and click Export.
Alternatively, manage scheduled exports from Set Up page. Go to Set Up > Notifications > Schedule Export and select Reports from the drop-down.

View Schedule Export History of all Projects
  1. Go to the Reports Tab. 
  2. Click .
  3. Select Export Reports. 
  4. Go to the Show Export History on the top right of the Export form.
The exports can be downloaded from the Download link in the Show Export History page.
 
Update Schedule Export Status.
  1. Go to the Reports Tab. 
  2. Click .
  3. Select Export Reports. 
  4. Go to the Manage Schedule button on the top right of the Export form.
  5. Toggle the specific export item's status off/on.
Notes
The scheduler disables when the limit is reached. A maximum of 2000 schedule items can be toggled ON at once.
Alternatively, manage scheduled exports from Set Up page. Go to Set Up > Notifications > Schedule Export and select Reports from the drop-down.

Organize Reports under Folders

Group related reports into folders to maintain a clear and organized structure. Add new folders for specific modules, and edit existing ones as your reports evolve.

Add Folder

  1. Click Reports in the left navigation panel.
  2. Select Custom Reports from the drop-down.
  3. Hover over  beside Add Report and select Add Folder from the drop-down.
  4. Enter a Folder Name.
  5. Click Save.


Edit Folder

  1. Click Reports in the left navigation panel.
  2. Select Custom Reports from the drop-down.
  3. Navigate to any folder and click .
  4. Select Edit Report to update the report name.

Delete Folder

  1. Click Reports in the left navigation panel.
  2. Select Custom Reports from the drop-down.
  3. Navigate to any folder and click  .
  4. Select Delete Report and confirm your action.


Notes
Note: A folder must be empty before it can be deleted. 

Create Report based on Custom View

Generate module-level custom reports based on predefined and custom views to analyze specific data sets without having to reapply filters each time.
Idea
Use Case:  A manager wants to track the billing status of all his approved time logs. To do this, they can select the “My Approved” predefined view under the Time Log module and generate a report to monitor which logs are billable or non-billable.
  1. Click Reports in the left navigation panel.
  2. Select Custom Reports from the drop-down.
  3. Click on any module-level basic or advanced report.
  4. Navigate to the view drop-down beside the Custom Reports drop-down.
  5. Click on the preferred view.


Create Report from Project Template

  1. Navigate to Projects tab in the left navigation panel.
  2. Click Project Templates tab.
  3. Create a New Project Template or access an existing template.
  4. Within the template, click on the Reports tab in the top band.
  5. Click Add Report in the upper-right corner and enter the Report Name.
  6. Select a chart type from the right panel.
  7. Configure the Report Settings by selecting Module and Folder from the drop-down.
  8. Select any field from the drop-down to plot the X and Y axis.
  9. Select a field to group the report data.
  10. Click Apply.

KPI Customizations

Zoho Projects allows you to display number patterns of Key Performance Indicators in your reports. It can be used to showcase large figures with units and decimal places such as your revenue, sales target, or even adoption percentage.
 
To create KPI reports:
  1. Create a new report or navigate to an existing one.
  2. Under Plot Options in the right panel, remove the existing value configured in the X-axis.
  3. Select a KPI in the Y-axis to plot the report.
  4. Click Apply.
    1. A new option called KPI Customizations appears.
  5. Under KPI Customizations, select a unit, alignment, and a decimal place to display along with the KPI.
  6. Click Apply and Save the report.