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Creating and Managing Reports

Learn how to create reports in Vtiger CRM and have all your company data at your fingertips.
S
Sabqat Ruba
22 Dec, 2020 - Updated 3 months ago

 Introduction

Reports display data in an organized manner in the form of tables, graphs, and charts. 

Using Vtiger CRM’s reports, sales teams can extract data relevant to them from thousands of records. These reports may help draw conclusions and make decisions to improve your sales process. 

 

You can view or create reports by going to Main Menu > Essentials > Reports. You will land on the List View of Reports. 

 

To learn more about the List View in Vtiger CRM, click here.

Feature Availability and Limits

 

Sales/Help Desk Starter

Sales/Help Desk Professional

Sales/Help Desk Enterprise

All-in-One Professional

All-in-One Enterprise

Feature Availability

Custom Reports

Scheduled Reports

Custom Scheduled Reports

 

 

 

 

 

Feature Limits

Custom Reports

50

100

250

250

500

Scheduled Reports

10

25

50

50

100

 

Note: Custom scheduled reports are also available in Help Desk Starter and Help Desk Professional. 

Important fields in Reports

 

Field name

Description

Report Name

Mandatory Field

Displays the name of the report

Report Folder

Mandatory Field

Displays the name of the folder in which the report resides

Primary Module

Mandatory Field

Allows you to select the name of the module on whose records the report is created

Related Module

Allows you to select additional modules to pull data from their records

Share Report

Allows you to select the users, roles, or groups with whom you want to share the report

Creating a Report

In Vtiger CRM, you can create detailed reports, pivot reports, chart reports. You can also create a combination of reports, such as:

  • Detailed reports
  • Detailed and chart reports
  • Pivot reports
  • Pivot and chart reports
 

Note: You also have the choice of creating only detailed, pivot, or chart reports by filling out only specific details. For example, to create a  pivot report, you must select pivot columns and data fields to show in the report.

 

Follow these steps to create a report:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Select Reports.
  5. Click +Add Report.
  6. Fill out the mandatory data fields.
  • Details: Enter the basic details of the report.
    • Report Name - Enter the report name.
    • Report Folder - Select the folder in which you want to place the report. 
    • Primary Module - Select the primary module on which you want to generate the report.
    • Related Modules (Max 2) - Choose a maximum of two secondary modules to generate the report.
    • Share Report - Select the users with whom you want to share the report.
  1. Click Next.
  • Properties: Choose what data to show and how to group report data.
  1. Select fields under Group by Row and Group by Column, based on which report data will be grouped or sorted.
  2. Select Data Fields to display in the report.
  3. Click Save and Run.
    • Click Next to specify filters and generate charts.
  • Filters: Add conditions and filter comments.
  1. Click the Filters tab.
  2. Set up All Conditions if you want to apply multiple conditions and all of them must be satisfied to pull data for the report.
  3. Set up Any Conditions if you want to apply multiple conditions and at least one of them must be satisfied to pull data for the report.
  • Charts: Select a chart type to generate a report.
  1. Click the Charts tab.
  2. Select Chart Type and chart sub-type.
  3. Enter Chart Properties.
  1. Click Save and Run.
 

Note

  • In Vtiger CRM, you can create the following chart types: 
    • Pie chart  
    • Column chart 
    • Bar chart 
    • Line Funnel chart
  • When a report has a multi-currency field, the Record Currency and Record Conversion Rate columns are added to the report by default. An example of a multi-currency field is the Amount field in the Deals module.
 

Calculations in data fields

You can display the following data in data fields in a report:

Sum (SUM) - The sum of data field values

Average (AVG) - The average of data field values

Minimum (MIN) - The minimum of the data field values

Maximum (MAX) - The maximum of the data field values

 

For example, if you are creating a report on a deal, you can add a data field displaying the sum, average, maximum, or minimum of all deal amounts (Amount field). 

Scheduling a Report

You can schedule a report to run it at a fixed time and frequency and receive email updates. 

 

How is it useful

Scheduling reports saves you from the trouble of creating the same report regularly to see updates. A scheduled report runs at a fixed frequency on the conditions chosen by you, also sending you an email. 

 

Follow these steps to schedule a report:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Select Reports.
  5. Select and open the report that you want to schedule.
  6. Click the More icon on the extreme right.
  7. Select Schedule Report.
  8. Fill in the following details:
  • Email Report - Select the users to whom you want to send an email.
    • To me - Email report to you.
    • To me & others - Email report to you and other users or groups. 
  • Frequency and recurrence - Select when you want to run and receive an email about the report (daily, weekly, monthly, yearly, or on a specific date).
  • File Format - Select the format in which you want to receive the report.
  1. Click Save

Actions Possible on Reports

You can perform the following actions on a report:

  • Duplicate: Using this option, you can create a separate or duplicate report with the same report content and a different report name.
  • Print: This option allows you to print the entire report.
  • Schedule Report: You can schedule reports at a fixed time and frequency by using this option. Skip to this section to learn more about scheduling reports.
  • Share Report: You share the report with your teammates by using this option.
  • Export: You can export a report in either CSV or Excel format.
    • Follow these steps to export a report:
      1. Log in to your CRM account.
      2. Click the Main Menu.
      3. Go to Essentials.
      4. Select Reports.
      5. Select and open the report that you want to export.
      6. Click the Export icon located on the top right of the report.
      7. Choose a format. 

Actions Possible on Charts 

To perform actions on a chart, click the ellipsis displayed on the top-right. You will see the following options:

  • Edit: You can use this option to edit report details.
  • Post Chart: Use this option to post the chart in a comment and mention a user or a group.
  • Save as Image: This option allows you to download the chart as an image in PNG format.
  • Print: Using this option, you can print the chart on paper.
  • Pin to Dashboard: This option allows you to pin the chart to one of your dashboard.
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