Reports

The Reports module can be used to provide a wide range of reports. From simple activity reports like “How many calls has Bob made this week?” to sophisticated summaries such as “How many customers do we have in each industry Sector?”.

You can use pre-defined reports, create your own custom reports, download reports to your screen, or export them as a PDF or CSV file.

In this screen you will see:

• Overview: All the reports you have created you can find and edit reports in the overview.
• Add listing: Create a new report with the button Add listing. Read more about this under the heading Add listing.
• Add Forecast: You will read more about forecast reports in the article: Forecast.
• Columns: You can manage your grid columns.

Extra features available with Advanced Reporting (Enterprise plan)

• Scheduled
  You can schedule reports to automatically run and be mailed to your inbox in the format requested. You can schedule daily, weekly or monthly, selecting the time, day and day of the month as required. Read more about scheduled reports in the article: Scheduled reports.

In this article you learn more about Reports.

• Video Reports
• Overview
• Create and run a report
• Columns

Video Reports

In this video you will learn more about Spotler CRM reports:

Overview

In the overview you can:

• Filter and search reports:
  You can sort your reports by clicking on the column titles or field names (e.g. Scope, View, Report type), or you can search for the information you want using the Search bar. 
  
• View a report: click on a report and view or edit the report.
• Perform various actions on an account by checking the checkbox:
  • Delete: delete an account
  • Export: export the report as a csv or excel file
  • Copy: copy report information
  • Add to Tag: use tags to filter and create automated campaigns
  • Create Tag: create a new tag to filter and create automated campaigns

Create and run a report

To create and run a report you will take the following steps:

1. Add (new) Report
2. Set the scope
3. Select fields
4. Save and run report

Add (new) Report

The Report builder can be accessed from the Reports option on the main menu. Then click on the +Add Listing button.

When you are creating a report, this is the screen you will see:

• Schedule report: With Advanced Reporting (Enterprise plan) you can select to schedule your report to automatically run at set frequencies and be mailed to your inbox.
• Run report: Runs the report, allowing you to first select an output type, e.g. to your screen, PDF or as a CVS file.
• Cancel: Go back to the overview without saving
• Save: Save the report to your Report Summary Table.
• Report Log: Fill in the details of the report.
• Output Options: Determine the output of the report.
  
• Report Permissions: Determine access and permissions of the report. Only available for Enterprise plan. 
  
• Report Fields: These are the fields that will appears as columns in your report.
  

2. Set the scope

First, complete the Report Log by giving the report a title and selecting the Scope. To report on all accounts, change the scope to 'All Accounts'. You can use the switches to select whether non-forecast opportunities should be included in the report and whether the report should be available on the company report widget on your dashboard.

In this screen:

• Title:
  The title that you would like displayed on the report.
  
• Field options:
  Field Options gives you a dropdown list of the available options to run reports on e.g. Accounts, Contacts, Opportunities, System Log, Linked Accounts, Tasks and Activities. All Field Options include the Account and User fields.
• Scope:
  You can report on data from just your own Accounts, from your User Group’s Accounts, or from all Accounts, depending upon your security settings. Account and User data is available in each Scope.
  
• Report Owner: 
  Report Owner defaults to the creater or you can change this to another user.

Output Options

• Output PDF in Landscape (default is Portrait):
  Click the toggle to “yes” if you would like your PDF report in a landscape format.
  
• Show row headings on output (does not affect CSV):
  Default this option is Yes, you can use the toggle to set this option on No.
• Show table names on output (requires Show row headings to be Yes):
  Default this option is Yes, you can use the toggle to set this option on No.

Report Permissions (Advanced reporting)

• Permission Access: If you are using the User Permissions Levels feature, select who should have access to the report using the dropdown list.
• Permission Level: If you are using the User Permissions Levels feature, select what permission level you want to grant using the dropdown list.

3. Select fields

The fields you can report on will display the list shown in Available Fields. They are grouped on different tabs so you can find what you want more easily, or you can use the search box.

To build the report, drag the desired fields from the left side to the Selected Fields section on the right. These fields will form the columns of your report. For example, from the accounts tab, select the account name; from the opportunities tab, select the opportunity name, opportunity forecast, and opportunity probability; and from the users tab, select the user group and user initials.

10 Report Fields are available in the Free, Starter and Professional plans, and 20 fields in the Enterprise plan. 

Report Fields - Available Fields
The tabs show lists of fields available in the Field Options. Use your mouse to drag and drop the fields you wish to report on into the Selected Fields tables for Report Fields, Criteria Fields and Sorting Fields.

Do you want to know more about the terminology of Special Fields in Reports? Then please read the article: What is the Reports terminology of Special Fields?

Report Fields - Selected Fields
Select the fields you want reported by drag and drop.

• Report Fields:
  These are the fields that will appears as columns in your report. 10 Report Fields are available in the Free, Starter and Professional plans, and 20 fields in the Enterprise plan. 
  
• Criteria Fields:
  By default a report will return all the records that it finds, as defined by your Report Fields. You can filter the results by setting the Criteria Fields. You can choose up to 3 filters, or if you are using Advanced Reporting on the Enterprise plan, you can choose up to 10 Criteria Fields.
  Read more about Criteria Fields in the article: How to use Criteria Fields in reports?
• Sort Fields: 
  You can sort the report data in ascending or descending order, with up to 3 levels of sort in the Free, Starter and Professional plans, and up to 5 levels in the Enterprise plan.
  

Extra features available with Advanced Reporting (Enterprise plan)

• Report Output Options
  When setting the report criteria filters you can use the dropdown lists to specify how the field is displayed in the report. For example, setting date formats and the maximum number of characters of a field.

  If you’re running a large report, containing more than a thousand lines, it’s best to download as a CSV file. There’s an upper limit of 5,000 records when outputting to your screen ,and when outputting to a PDF, if there’s over 1,000 results it will revert to a CSV file. There is no upper limit for CSV files.

• And/Or Options
  You can add Criteria Fields to build up your Report filters, drilling down to specific data using the And operator. For example, you could first filter just your Contacts in London, then add a second filter to specify just those accounts created after a certain date.

  If you are looking to report on multiple criteria you can also use the Or operator option. For example, you could filter your Contacts in London and the Account Created Date, then add an Or option for industry sector. This would return a report that includes all contacts in London created on or after the given date, plus any contacts in the selected industry sectors.

4. Save and run report

Click the Run Report button to have the report run and shown in your browser window. Note that if it’s a large report containing more than a thousand lines, this could take some time and it would be better to download it as a data file.

 

Columns

You can select which fields show on the grid and the order they appear by clicking the Columns button. You can select the fields you want to see from the dropdown list and use the drag & drop to change the order they appear on the grid. Then click Save. If you have more columns than will fit to your screen size, a scroll bar will appear at the bottom of the table so you can slide across to view them.

On the grid, you can sort your data by clicking on the column header, e.g. by Tittle, Scope, Type, etc. The column header that the data is sorted by will be highlighted in blue text.