In its simplest form, a report is a list of records (like relationships or accounts) that meet the criteria you define. But reports are much more than simple lists. To get the data you need, you can filter, group, and do calculations based on records. You can even display them graphically in a chart!
Reports give you access to your Elements CRM data. You can examine your Elements CRM data in almost infinite combinations, display it in easy-to-understand formats, and share the resulting insights with others. Before building, reading, and sharing reports, review these reporting basics.
As you prepare to report on your data, keep these tips in mind:
- Well-designed reports run faster.
- Before building your report, consider writing down each of the questions your report must answer. This way, your report is sure to return all the data you need.
- Reports are shared via folders. Whomever has permission to the folder your report is saved in also has access to your report. Ensure that you save your report in an appropriate folder.
Before building your first report, familiarize yourself with these features and concepts.
The report builder is a visual, drag-and-drop tool that you use to create reports and edit existing ones. The report builder is where you choose a report type, report format, and the fields that make up your report.To launch the report builder, click New Report.
One or more fields describe each report result. If you imagine that your report as a table of information, then each row is a result and each column is a field. For example, a human resources manager creates a report about employees. Each result is an employee, and each field is a different piece of information about the employee: first name, last name, job title, start date, and so forth.
When you create or edit a report, you choose which fields you want to include in your report. To ensure your reports run quickly, it’s a good idea to include only the fields that you need.
Limit the data that your report returns by using filters. Filters are useful for many reasons, such as focusing your report on specific data, or ensuring that your report runs quickly. You can add, edit, or remove filters while reading a report, too. For example, say your report returns all the Requests in your company, but you only want to see Requests which are open and assigned to you. Filter the report on the Owner field and Status field.
When filtering by dates, you can use the Relative Date Filters, and here's a reference table for those Relative Date Filters.
A report type is like a template that makes reporting easier. The report type determines which fields and records are available for use when creating a report. This is based on the relationships between a primary object and its related objects. For example, with the ‘Contacts & Accounts’ report type, ‘Contacts’ is the primary object and ‘Accounts’ is the related object.
Reports display only records that meet the criteria defined in the report type. Elements provides a set of predefined standard reports, and report types. Don’t see all the fields you want? Your System Administrator might need to create a custom report type.
Every report is stored in a folder. Report folders determine how reports are accessed, and who can access them to view, edit, or manage. Folders can be public, hidden, or shared. You control who has access to the contents of the folder based on roles, permissions, public groups, territories, and license types. You can make a folder available to your entire organization, or make it private so that only the owner has access.
Take a look at the replay of a Reports Deepdive Webinar. In it, we describe: creating new reports, best practices on reports and dashboards, and using reports for data downloads