Build your own reports and dashboards

The report builder makes a report of your own: count, total or average the records you choose, narrowed by filters, grouped by one field or by day, week or month, for the dates you choose, and shown as a number, a table, a bar chart or a line. Save it for yourself or share it with the team, download it as a CSV file, have it emailed every Monday or on the 1st of each month, and put it on a dashboard beside your other numbers.

The four ready-made reports, Sales, Support, Calling and Marketing, stay as they are beside it.

Build a report

Open Reports in the navigation, then New report, at https://app.contactroll.com/reports/builder. Every member can build, run and save reports.

1. Count: Contacts, Companies, Deals, Cases, Calls, Tasks or Campaigns.
2. Dates: Last 7 days, Last 30 days, This month, Last month, This quarter, Last quarter, This year, Any date, or dates of your own up to a year apart. The days are your organization's, in its time zone.
3. Dates are on: which of the record's dates the range uses, for example a deal's Added, Closed or Expected to close.
4. Group by: nothing for one number, a field with a short list of values such as an owner, a stage, a status or a priority, or Day, Week or Month.
5. Measure: how many records, or the total or average of a number or an amount, such as a deal's value or a call's length.
6. Show as: a number, a table, a bar chart or a line.
7. Filters, up to ten, such as "Owner is Me" or "Value is at least $5,000 (USD)". Me is whoever reads the report, so a shared report filtered on Me shows each reader their own.

The report runs as you change it. Your organization's custom fields are among each record type's fields, to total, group by or filter on.

Whose records it counts

Every number counts the records the reader's role reaches, exactly as the lists do. A shared report, a dashboard's card and an emailed report are all counted for the person reading them. A campaign's numbers are the organization's, as on the campaign's own page, and sample data is left out of every report. The line above the numbers says what was counted, for example "Counted from your own deals, as your role sees them."

Amounts are added only within one currency, so a table shows one line for each currency and a chart one set of bars. A bar chart writes each bar's figure beside it, and Show as a table gives the same numbers as a table.

Save, share and download

• Give the report a name and press Save. A saved report is yours alone, under Your reports.
• The Owner and Administrators, and a role of your own that may change the organization's settings, can tick Share it with the team. Every member then sees it, each counting what their own role reaches, and can save a copy of their own.
• Download CSV saves what the report shows in four columns: Part, Item, Measure and Value.
• Remove takes a report off every dashboard it is on and stops its emails.

Free and Standard hold 25 reports of your own, 25 shared and 10 emailed; Plus holds 200, 200 and 100.

Email a report

On a saved report, choose Email it, then how often: every Monday at 8:00 AM, or on the 1st of each month at 8:00 AM, in your organization's time zone. A report of your own is emailed to you; a shared one to the members you tick. Each person receives the numbers their own role reaches, worked out that morning, with one link back to the report and no customer's name or words.

Dashboards

A dashboard puts saved reports, and goals, together as cards on one page. Open Reports, then Dashboards, at https://app.contactroll.com/reports/dashboards. The team's dashboards are listed first, then your own.

Every organization starts with three shared dashboards:

• Sales: deals won this month, value won this month, open deals and open value by stage, deals added by week, and your goals.
• Support: cases opened in the last 30 days, open cases now, cases opened by day, open cases by who has them, and cases by priority.
• Calling: calls in and calls placed in the last 30 days, calls by how they ended, calls by day and calls by member.

Every card is counted for the person looking at it, so the same Sales dashboard shows an Administrator all of the organization's open deals and an Agent who sees only their own deals just those.

Make and change a dashboard

• Press New dashboard and give it a name. Whoever may share reports can tick Share it with the team.
• Press Add a card and choose a saved report and the card's width, half or whole. A shared dashboard shows shared reports; your own can show shared reports and your own.
• Or add a goals card: choose whose goals, each viewer's own or every goal, and when, this month and quarter, last month or last quarter.
• On each card, Move earlier, Move later, Whole width, Half width and Take off change it.
• Remove this dashboard removes the dashboard and its cards. Its reports stay.

Free and Standard hold 5 dashboards of your own and 5 shared, with 12 cards on each; Plus holds 25 and 25, with 24 cards on each.