Understand Reports in Vertical Solutions | Zoho Developer Help

Understanding Reports in Vertical Solutions

As your organization grows, the data you gather becomes more complex and contains valuable information about different aspects of your business, such as customer behaviour, sales, and opportunities. Extracting useful information from this data is vital to monitor growth and progress, track trends, and plan budgets. Reports offer a method to consolidate relevant data to achieve specific goals, like generating monthly reports to view newly acquired leads for a month.

Building Reports

Reports can be created and shared in different formats by CEOs, managers, sales reps, and other users, and are built using data from one or more modules in your account. 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.

Migration of Reports from Sandbox to New Vertical Solutions Accounts : All reports created in the sandbox environment will be copied over to the new VCRM accounts. Please note that email analytics reports are not supported in the sandbox environment. However, they will function properly in the VCRM accounts.

Relationships in Reports

You can establish connections between the datasets within your report, ensuring that only relevant data is displayed. This is achieved by establishing relationships between the desired modules through parent-child connections.

Primary Module

The primary module is the base module from which data for the report is sourced. However, you can also choose one or more modules which are related to the primary module to include in the report. 
There are two types of relationships between modules: parent and child.  
The parent listing shows all the modules referred in the lookup fields of the primary module. Whereas, the child listing shows all the modules referred in the related lists of the primary module. When you create a report, you can add both parent and child modules to the primary module.

Parent modules

A parent module is a module that is related to the primary module via a lookup field. For example, if there is a lookup field for Accounts in the Deals module, then Accounts can be selected as a parent module for Deals. When you select a parent module, the name of the lookup field will also be displayed. 
If you want to create a report which offers more complex insights into the primary module, you can add multiple parent modules.  A maximum of five parent modules can be added to each report. 
For example, Users (Created By) and Users (Lead Owner) can be added as parent modules for the Leads module to display which users have worked on each lead.


Child modules

Modules that appear in the primary module's related list can be added to the report as child modules. For example, Contacts can be added as a child module when the primary module is Accounts.
To create a combination report using multiple modules, you will need to associate child modules with the primary module. The modules available to add as child modules will depend on the primary module. 
You can use the parent-child relationships between modules to add more modules to a report.  For example, if you choose Deals as the primary module and then choose Activities as a child module, then you can choose from the modules which appear as related lists in the Activities module to add as another level of data.

Type of relationship between modules

When selecting a child module for a report, you have the option to determine the type of relationship it will have with its parent module. 
Exclusive : By selecting an exclusive relationship, the report will only show records from the parent module that have related data in the child module. For example, suppose you want to generate a report displaying only the employees who have completed mandatory training courses. Choosing an exclusive relationship allows you to exclude data which is not required for the report.
Inclusive : On the other hand, selecting an inclusive relationship means that all records from the parent module will be displayed in the report, regardless of whether or not they have related data in the child module. For instance, you could create a report which displays all accounts, whether they have deals associated with them or not.

By understanding and utilizing these two types of relationships, you can effectively tailor your report to showcase the desired data with greater precision and relevance.

How can you create a report?

NOTE: Currently, the option to create packagable reports is available only via Sandbox.

  1. Click the Reports tab in your application.
  2. Click Create Report.
  3. Choose the primary module from the dropdown. If you want to add more data related to the primary module, click the + icons to add additional modules.

  4. Click the green + above the primary module to add a parent module, or the blue + below the primary module to add a child module.
  5. If you add a child module, choose the relationship type as either Inclusive or Exclusive.
  6. Once you have added all the modules you want to include, click Continue.
  7. You will now see the data you selected arranged in a table. This can be customized as required.


Impact of Hiding Modules on Reports: If you hide a specific module in the pricing section of the developer console, the corresponding reports related to those hidden modules will not be displayed in the new VCRM accounts.

Customizing reports

To customise the way in which data is displayed in your report, there are several customization options available. These include grouping or aggregating columns and rows, applying data filters, and showing or hiding specific fields. These features empower you to display the information that is critical for analysing how close you are to your business goals.


Modifying columns

To modify the columns in your report, click the + icon in the Columns section on the left-hand side. From here, you can add or remove columns by checking or unchecking the corresponding checkboxes. You can use the Search Fields feature to search for a particular field, or manually scroll through the list. You can drag and drop the columns to reorder them.  To deselect all checkboxes at once, click the Clear All button. 


Filtering data

You may not need all of the data in your account for your report. For example, you might only want to display information about the leads created in the current month. You can add a filter to the report to limit the data it shows.

Select the Filters tab and then click the + icon next to Filters. Choose the filter criteria in the Add Filter popup. There are two ways to create filters:
  1. Create date-based criteria to filter records based on the date fields in the primary module used for the report.
  2. Create advanced filters using other fields and define the criteria that records must match to be included in the report.
You can add a static value (example: USD 10000000) or choose another field from the selected modules to define the criteria.



Notes:
  1.  The fields used in a criteria should be of the same data type.
  2. All the fields present in the modules used in the report will be displayed in the criteria.
  3. For joined reports, the filter will be configured and applied for each report.




Limitations:
  1. Currently, you can only use the following field type as criteria value:
    1. Date, date and time
    2. Checkbox
    3. Number, decimal, percentage, and long integer
    4. Currency
  2. If multi-currency is enabled in your organization, you can use the fields from the same module to compare and filter.
  3. You currently cannot use other data types like picklist or look up fields to compare and qualify.
  4. You can add up to four filter criteria for a report.


Grouping of Data

To facilitate easy comprehension of large amounts of data within a report, it is possible to group them according to your requirements. Grouping data involves segmenting or categorizing it based on specific attributes, which allows users to concentrate on the most significant information. You can group rows and columns in reports to categorize the records based on specific criteria.
Grouping rows allows you to group all the records in the same category. To group rows, click the + icon next to Row Grouping and choose the fields you want to group by from the list. Column group is used to create another layer of grouping within the row groups. To group columns, click the + icon next to Column Groups and choose the fields you want to group by from the list.
For instance, you have a large number of leads in your account, and you want to create a report that shows the sources of those leads, grouped by city. You can group the rows by City and then create a column group based on the Lead Source field. This will enable you to see the different sources of leads for each city.



When you use both types of grouping, the data will be displayed in a grid format with both row and column labels, also known as a matrix report


Aggregating Data

Aggregating data allows you to perform calculations on the row and column groups you create. You can use these functions to display the sum, average, largest value, lowest value, and number of records. For example, you could find the average annual revenue and the minimum number of employees in each city, for each Lead source.

To aggregate data, click the + icon next to Aggregate Columns and choose the fields from the list.   


Under Show Details link, uncheck the Detail Rows, Sub TotalsGrand Totals boxes as per your requirement.



Joined Reports

You can join two or more reports to create a combined view. This enables you to compare various data sets from the same module side by side. You can only join reports which were created with the same primary module.
For example, you could join two reports which all have Leads as the primary module, showing data about the city, lead source, and average annual income. 
To join reports:
  1. Open an existing report and click the Join Report link at the top of the report.
  2. Click Add Report in the Create Joined Report and choose reports you want to join from the dropdown. You can join a maximum of three reports.
  3. If required, rearrange the reports as required via drag-and-drop.
  4. Click Done.


Performing actions on reports

You can perform quick actions using the icon next to a report's name on the Reports list page. The Run, Edit, Clone, and Export options can also be accessed from each report.



Running and editing reports

After creating a report, you can use the Run option to preview how the data will be displayed.

Cloning reports

By selecting the Clone option, you can duplicate a report along with all its data and customization. The cloned report will open automatically.

Export reports

Export reports to download them in Excel, PDF, or CSV format. You can choose to export the report in either of the following types:
  1. A formatted export that includes all the row and column groupings you have created, and will be exported in the exact formatting as seen in UI.
  2. A detailed export that does not include any row or column groupings.
  1. You can export a maximum of up to 2000 rows in formatted export and 50,000 rows in detailed export.
  2. Make sure you sort the columns so that the rows you need to export are at the top. For example, in a formatted report with (6000) rows, only the top (2000) rows will be exported.


Sorting order in reports

You can sort the columns in a summary or matrix report by Ascending or Descending order, depending on your requirement.

Deleting reports



You can delete reports that you no longer use. The deleted reports will appear in the Recently Deleted list for 30 days, and then they will be permanently deleted. You can also choose to restore them from the Recently Deleted list, or delete them permanently before the 30 days have elapsed. 



Creating charts for reports

Communicate the findings from your report more effectively by creating visual representations of your data as charts. You can create a range of different types of charts, like pie, bar, or line charts, when you finish creating your report.
To create a chart :
  1. Go to the report and click Create Chart.
  2. Choose the field names for Grouping (x-axis) and Measure (y-axis). Choose the type of chart from the dropdown.
  3. Click More Options to add benchmark and grouping limits to the chart.
  4. Click Save. Your newly created chart will appear on top of the report. You can edit or delete the chart at any time.


Add charts as dashboard components

The charts can be used to provide analytical insights to your organization. You can add them to your dashboard as a component by clicking the three dot icon on the chart > Add to Dashboard. Enter a name and choose the dashboard you want to add the chart to in the Add to Dashboard pop-up.



Editing or deleting a chart from a report will have no effect on any dashboards the chart has been added to.

Sending reports via email 

Share reports with other members of your organization via email so they can view and analyze them. You can share them immediately or schedule the email to be sent at a specific time and date.
To share reports via email:
  1. Click the down arrow next to the Edit option for the required report in the list of all your reports.
  2. Click Send Email in the dropdown.
  3. Choose the users' email addresses in the Recipients field in the Send Email pop-up.
  4. If you want to share the report with people outside your organization, enter their email addresses in the Additional Recipients field.
  5. Choose an export type for the file type.
  6. Select either Send Immediately or Schedule for Later in the Send Options dropdown. If you choose to schedule the email for later, add a date and time.
  7. Click Save.


In the sandbox environment, the Users and Groups feature is not available in the sharing options of reports. However, this functionality will be accessible in the VCRM accounts.

Report folders

If you're dealing with a large number of reports, it can quickly become difficult to find and share specific reports. To avoid getting overwhelmed, you can create folders to track and manage your reports. For example, it may be helpful to create a folder containing all reports related to Q1.

There are some predefined folders on the Reports list page, such as All Reports and Favorites.



The custom folders that you create will be listed below these default folders.  By default, folders are listed in the order they were created. To change this order, click the rearrange icon next to Folders and rearrange the folders.



Add reports to existing folders

When saving a report, you can choose the folder to put it in from the Folder dropdown.
To create a new folder: 
  1. Create a new report and click Save.
  2. Choose + Create Folder from the Folder dropdown on the Save Report As pop-up.

Performing actions on reports folders

You can change a folder's name, share it within your organization, or hide it from the list. These actions can be selected by clicking the icon next to the folder's name in the Reports list page.


To hide a report, click Hide from the list. The reports in the folder will still be listed under Reports.  To display a hidden folder, click the edit icon next to Folders and check the folder in the list. 



Profiles and Permissions for Reports

There are two types of users who can view reports: the report owner, who created the report, and the users the report is shared with. Permissions to create, view, and share reports are based on the user's profile.

Profile
Permissions Available
Standard
1. Create, view, and share their own reports.
2. View other reports which are in a folder which has been shared with them.
Administrator
1. Create, view, and share their own reports
2. View all reports created by other users in the account, irrespective of the sharing permissions.

You can update the permissions for different roles from the Permissions option in the left pane menu.



Currently we only have publish support for the new reports. We will be adding the upgrade support in our upcoming releases.

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