A common question when building CRM reports is: "Why is the email column blank even though my contacts all have email addresses?" This happens because company records don't have an email field; email addresses are stored on contacts, not companies. You can get both company information and contact emails in a single report by building it on the Contact entity instead.
Why email addresses don't appear in company reports
Company records in the CRM do not have an email field. A company record stores details like phone number, website, address, account manager, and category, but not an email address. Email addresses belong to Contact records, not Company records.
This means that if your report is built on the Company entity, the Email column will always be blank, even if every contact linked to those companies has a valid email address. The report simply isn't pulling from a field that exists on the company.
š¤ Tip: To check which entity your report is based on, look at the entity shown in the Report Builder. If it says Company (or Account), the report cannot display contact email addresses.
Show both company information and contact emails in one report
Build the report using the Contact entity instead of the Company entity. Because contacts are linked to their parent company, you can include company-level fields, such as company name, account manager, region, and category, alongside contact-level fields, like email address and job title, in the same report.
To set this up:
Go to Reports and create a new report.
Select your Entity; choose Contact as the base entity.
Select your Columns; add the Email field from the Contact fields.
To include company details, expand the linked Company fields and add columns such as Company Name, Account Manager, Region, and Category.
Apply any filters you need, for example, filtering by account status or account manager, and these can target the company fields accessed through the contact's link to its company.
Run the report.
The result is a report that shows one row per contact, with their email address and their associated company details displayed together.
One row per contact
Because the report is contact-based, each contact appears as its own row. If a company has three contacts, that company will appear on three separate rows; one for each contact.
There is no built-in way to consolidate multiple contact emails into a single company row. Company records don't store email addresses, so a company-based report cannot be extended to display them. If you need one row per company, export to a spreadsheet and consolidate manually.