In Spotler CRM, the Reports module lets you build lists of your CRM data, such as accounts, contacts, opportunities or tasks, based on the criteria you set. You create a report in five steps: Setup, Objects & Fields, Segmentation, Preview and Review. You can show a report on screen, export it as PDF or CSV, add it to the dashboard and schedule it. You find reports under Reports in the main menu.
To create a report, go to Reports and create a new report. Follow the five steps to set up the basic information and permissions, choose your objects and fields, set your criteria, check the preview and save the report.
On this page, the following topics are covered:
- What can you do with reports?
- How do you create a report?
- How do you run a report?
- How do you edit a report?
- What about reports built in the legacy editor?
- Frequently asked questions about reports
What can you do with reports?
Reports in Spotler CRM give you an overview of exactly the records you need, with the columns you choose. Some examples of what you can do with reports:
- List all contacts of your customers in a specific country.
- See all opportunities from the last quarter, grouped by source, with a subtotal per source.
- Show the website visits and email clicks of your contacts in the last 30 days.
- Create one report for several teams, where each team chooses its own country when running the report.
- Send a report automatically by email on a fixed schedule.
How do you create a report?
You create a report in five steps, shown at the top of the Create Report page. Click Next at the bottom right to go to the next step, or Back to return to the previous step.
Step 1: Setup
In the Setup step, you enter the basic information of the report and decide who can use it.
- Under Basic Information, enter a Title and select the Scope, for example All Records.
- Under Permissions, select who has Access to the report, the Permission Level, for example Run and Edit, and the Report Owner.
Step 2: Objects & Fields
In the Objects & Fields step, you choose which data the report uses and which columns it shows.
- Under Choose Objects, select the Primary Object, the main type of record the report is about. Each row in the report represents one of these records. Add Related Objects to show extra information, for example the account of each contact. Alternatively, set Use Presets to Yes to start from a ready-made combination of objects. When to use a preset is explained in Should I use presets or choose my own objects?
- Under Choose Fields, select the columns you want to show in the report. Each column shows the object it belongs to, for example Account.Name or Contact.Email. Drag the columns to change their order, choose a Formatting for each column, or click the trash can icon to remove a column.
Step 3: Segmentation
In the Segmentation step, you decide which records appear in the report, under Choose Criteria. You build criteria from groups and rules, and you can combine groups with AND or OR, exclude records and add sub groups. A report needs at least one rule before you can save it.
The criteria builder is explained in these articles:
- How do I build criteria with groups, rules and exclusions?
- How do I use relative date filters?
- How do I use runtime criteria?
Step 4: Preview
In the Preview step, you check the result of your report before you save it. The preview shows the first 10 rows and the Total Rows of the report. Click a column heading to sort on that column, and click Reload Preview to update the preview after a change.
In this step, you can also:
- Remove identical rows with Remove duplicate rows, explained in How do I remove duplicate rows?
- Group the rows and calculate subtotals with Enable Subtotals, explained in How do I use grouping and subtotals?
Step 5: Review
In the Review step, you see a summary of the report under Review & Save: the details, objects, selected fields, criteria and total number of rows. Under Output Options, you choose how the report is shown:
- Include in dashboard widget "Company Reports": shows the report in the Company Reports widget on the dashboard.
- Landscape PDF: exports the report as a landscape PDF instead of portrait.
- Show table names: shows the object name in the column headings, for example Account.Name instead of Name.
Click Save at the bottom right to save the report.
How do you run a report?
You run a saved report by clicking Run Report at the top right of the Edit Report page. A window opens where you choose the output type: Screen, PDF or CSV. If the report contains runtime criteria, the window also shows Runtime Fields, where you choose the values for this run.
To run a report automatically on a fixed schedule, click Schedule Report next to it. Scheduling reports is explained in Scheduled report.
How do you edit a report?
You edit a report by opening it from Reports. A saved report opens on the Edit Report page, which shows all settings on one page, so you do not go through the five steps again:
- Basic Information and Permissions, as in the Setup step.
- Choose Objects, to change the primary and related objects or the preset.
- Report Criteria, to change the groups and rules.
- Report Preview and Totals & Subtotals, with the preview of the report. Click Add Columns to change the columns of the report.
Click Save at the top right to save your changes.
What about reports built in the legacy editor?
Reports built in the legacy editor keep working. When you open such a report, a banner at the top offers to convert it with Convert Report. Converting, and reverting a converted report, is explained in How do I convert a legacy report to the criteria builder?
To create a new report in the legacy editor, click Use the old report system at the top right of the Create Report page. How the legacy editor works is explained in Reports (legacy editor).