The Report Builder allows you to create your own bespoke Reports based on data within your CRM. These Reports can be exported, saved and shared with other CRM users. Plus, Contact Reports can be used to build target Contact lists for your Campaign Activities.
This article will explain all of these steps so you can feel confident when creating a Report and sharing these results.
Step 1: Navigate to the Report Builder
Expand out the vertical menu on the left-hand side of the dashboard. The following Report groups will be displayed:
- People & Places
- Data Sets
- My Reports
- Shared Reports
You can add and create Reports within any of these groups. Please note: any Reports created through the general Report groups such as ‘People & Places’ will be available to all CRM users. Any Reports which you want to be available for yourself only should be created within the 'My Reports' group.
Step 2: Create a Report
In this example, we're going to create a new Sales Report called 'Active Opportunities' by Account Manager this month. To create a Report, navigate to the folder you wish to create the Report within and click 'Add Report'.
Step 3: Select your Entity
As there are hundreds of fields within the CRM, we've added an entity filter so that only those fields relating to this particular entity are returned. This avoids users having to search through hundreds of field names when choosing their Report columns. As this is a Sales Report, we've selected the Opportunity entity.
Step 4: Select your Columns
Now that we've selected our entity, the Report Builder will list all fields relating to that entity in a tree like view. Along the top of the screen will be the columns. The order in which the columns appear can be changed by dragging and dropping the field names. In this example, we've chosen 6 columns: 'Description', 'Current Status', 'Estimated Close', 'Created' and 'Account Manager Name'. Once happy with your chosen columns, click 'Next'.
Step 5: Filter your Report
To add a filter to your Report, click on the further options (three dots) and select 'Filters'.
By default, the Status Flag filter will be applied and set to remove any Opportunities that have a Status Flag of 'deleted'. Add more filters by clicking the blue 'Add Filters' button, and choose the entities you'd like to filter your Report on.
You can filter on any field which relates to the pre-selected entity. In this example, we could filter by Account Manager, for example. As you can see 'Account Manager' is located underneath the Company level of the hierarchy, and by ticking this option I can now choose which Account Managers I want to filter this Report by. By ticking one of the Account Managers in the list, the Report results will change based on this filter, leaving only the Opportunities assigned to this particular Account Manager.
Once happy with your selected filters, click 'Continue'.
Step 6: Saving the Report
To save the Report, simply navigate to the save icon on in the top right-hand corner. You can then name the Report, and select whether you wish to share this with other CRM users or save it for your own use only.