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

Important fields in Reports

Creating a Report

In Vtiger CRM, you can create the following report types:

• Detailed reports (Granular data in tabular format)
• Pivot reports (Aggregated data in tabular format)
• Chart reports (Graphical data)

You can also create a combination of reports, such as:

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

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.

7.  Click Next.

• Properties: Choose what data to show and how to group report data. You can see a preview of the report under this tab, and remove the unwanted column by clicking the X mark. 

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.

8. Click Save and Run. 

After a report is generated, you can preview records by clicking on them in the tabular format of the report. 

Note: 

• You can group and display data by Date and Time fields in hourly intervals, such as Created Time (Hours) or Modified Time (Hours).
• For example, records created between 9:00 AM and 9:59 AM will appear under the 9:00 AM row. This feature is available for all modules with Date and Time fields, including Created Time, Modified Time, Event Start and End Date and Time, and custom DateTime fields.

 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).  

Time in Reports

• Total Time Spent on Subtasks
• Billable Time Spent
• Total Time Spent

Scheduling a Report

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

How is it useful

Scheduling reports saves you 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 and also sends 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. Enter the following information:

• Select Recipients - Select the users, groups, or roles to whom you want to send an email.
• Do you want to send? - Choose whether you want to send both the report and the chart, only the report, or only the chart.
• Frequency - Select when you want to send the report (daily, weekly, monthly, yearly, or on a specific date).
• Start Time - This lets you choose the time at which the report must be sent.
• File Format - Select the format in which you want to receive the report (CSV, Excel, or PDF).
• Send email even if the report is blank- Sometimes, enabling the options still sends the report at the scheduled time if the report is blank.

9.  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. 

• Log in to your CRM account.
• Click the Main Menu.
• Go to Essentials.
• Select Reports.
• Select and open the report that you want to export.
• Click the Export icon located on the top right of the report.
• 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.