Building your Own Reports

The Report Builder allows you to create bespoke Reports within your CRM, which then can be saved and shared with other CRM users.

Jessica Nash avatar
Written by Jessica Nash
Updated over a week ago

The Report Builder allows you to create your own bespoke Reports based on data within Prospect CRM. These Reports can be exported, saved and shared with other CRM users. Plus, Contact and Company Reports can be used to build target Contact lists for your Spotler or Mailchimp campaigns.

This article will explain all of these steps, so you can feel confident when creating a Report and sharing these results.

Links to Help Guides

The Report view includes handy step-by-step guides (like this one!) on how to make the most of Reports in the CRM.

All Reports Tab

  • Recent: Reports you accessed lately

  • Frequent: Reports you use day in, day out

  • Popular: Reports that are not just used a lot by you, but by other CRM users in your company (excludes 'My Reports')

  • New: Reports sorted by created date (most recent at the top)

  • Search: All Reports (even Shared Reports) and is searchable so you can filter the list down to find the one you're looking for

P.S. if you've clicked on a specific Report Group like Sales Reports (rather than Shared Reports), you'll still get the above tabs, but the results under each tab will be filtered to that Report Group only (i.e. only the salesy-based Reports like Quotes, Orders & Opportunities).

Creating a Report

Step 1: Navigate to the Report Builder

You can create a new Report by either clicking the "New Report" button or the plus icon in the top-right hand corner if you're on the Reports view, or at anytime from the Global Create button.

Step 2: Select your Entity

When you're creating a new Report, it's not always easy to know which entity to start from. And of course, if you don't choose the right base entity, the Report just isn't going to give you the data you expected. So, to help with this, the initial selection window displays a description of each entity and a preview of the first 10 rows of data in that table. This should give you a better idea of which entity contains the data you're looking for.

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 you having to search through hundreds of field names when choosing their Report columns.

For this example, we'd like to create a Sales Report, so have selected the Opportunity entity to start on.

Step 3: 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 into the desired place. In this example, we've chosen 6 columns: 'Description', 'Current Status', 'Estimated Close', 'Created' and 'Account Manager Name'.

You can also quickly search for the entity/column you'd like to add by clicking on the search within the Report Builder.

Simply type in the name of the field, and the search will filter down the results to try and match what you're looking for. Simply tick the box next to the field you'd like to include in your Report, and select 'Update Fields'.

Once happy with your chosen columns, click 'Next'. 

Step 4: Filter your Report

To add a filter to your Report, click on the further options (three dots) and select 'Filters'.

By default, standard report entities will have the Status Flag filter applied and set to remove any deleted records. Here, you can see the filter is applied and set to remove any deleted Opportunities.'. Simply 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've applied a filter of Account Manager. As you can see 'Account Manager' is located underneath the Company level of the hierarchy, and by ticking this option, we can now choose which Account Managers we wish 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 5: Configuring your Columns

You can also individually configure each column to sort data, add filters, add/remove columns, or modify the column's properties (e.g. change the format of the date). Simply hover over the column name that you want to edit and click on the further options menu (three dots to the right) to get the drop-down of options to edit this column.

Step 6: Saving the Report

To save the Report, simply navigate to the save icon in the top right-hand corner. You can then give the Report a name, and select whether you wish to share this with other CRM users, or save it just for your own use.

You can also decide which Report Group you'd like to save this into. Storing Reports in a logical place will make it easier for other users to find them going forward.

Add to Favourites

Simply hover over a Report and click the star icon to add it to your Favourites for super quick and easy access!

Private Icons

Private icons appear on the Report list in the group view, meaning you can quickly and easily see which Reports only you can access and make changes to. Any Reports without an icon are shared so the whole team can access them, add filters, overwrite changes etc.

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