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.
Please note: In April 2021, our Report Builder had a revamp! This article has been updated to summarise the features within the new and improved Report view, but we've kept info on the classic view whilst it's still available.
Report UI Revamp (April 2021)
Links to Help Guides
The new Report view features handy step-by-step guides (like this one!) on how to make the most of Reports in Prospect.
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!
Shared Report Tabs
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).
At a Glance in Report Groups
Headline stats now feature under each Report Group, so you get a quick overview of performance. For example, in Product Reports, you'll immediately see how many products you have, the number of sellable products not being sold, and much more (all fed through from your Inventory/ERP system!). These stats are clickable too, meaning you don't have to go search for this info/build these Reports yourself - it's ready to go!
Love it? Got some suggestions? Tell us! Give us feedback so we can keep improving.
Creating a Report (Classic View)
By default, you'll see the classic view, but you can now simply click to try the new one. Whilst you're getting used to it, we'll let you flip back and forth between the classic interface and the new one - but the new interface will become standard, replacing the classic view, in the not too distant future.
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
Quotes & Orders
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 into the desired place. 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'. 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 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.