Database Settings

Database Settings

Once you have created the database, you can modify the preferences of the reporting database by clicking the Settings button in the Explorer tab. The Settings page allows you to configure a wide range of options listed below. 


The General tab looks as shown in the below snapshot.

This tab allows you to set/modify the following options:

Database NameAllows you to modify the database name
Database DescriptionAllows you to modify the database description
Make this Database Default?

On selecting Yes, this reporting database will be loaded by default while accessing Zoho Reports. Please do note that you can set only one database as default.

Week Settings

Week start day: You can select the starting day of the week. This will be used to compute the weeks while generating reports.

Available options are,

  • Sunday
  • Monday
  • Tuesday
  • Wednesday
  • Thursday
  • Friday
  • Saturday

 By default, the starting day is set as Sunday.

Week and Year Format: You can select the format in which you wish to display the weeks. Available options are,

  • Long -  01 - 07 Jan 2016
  • Medium - Week 01 2016
  • Short - W01 2016

Week Mode:  You can select the week mode that you wish to follow from this drop down.

Available options are: 

  • ISO 8601- Week starts on first week with minimum of 4 days
  • Week starts on Month 1: Week 1 begins on the first day of the starting month of the Fiscal year
Fiscal Year

By default Zoho Reports uses the calender year (January-December) for year wise computations. If your financial year starts with a different month, you can use this option to select the Starting Month and Year Display Format for displaying the year.

The selected month will be used set as the starting month of the financial year and will be used for all year wise calculations across all tables/reports in that database.

Available options for Starting Month are,

  • January 
  • February
  • March
  • April 
  • May
  • June
  • July 
  • August
  • September
  • October
  • November
  • December

By default, the starting month is set as January.

Available options for selecting Year Display Format are,

  • Display fiscal year end - For example, if your financial year starts in 2016, then 2017 would be displayed
  • Display fiscal year start - For example, if your financial year starts in 2016, then 2016 would be displayed
  • Display year as range - For example, if your financial year starts in 2016 and ends in 2017 then the range (2016-2017) would be displayed

By default, end of the financial year would be displayed.


Zoho Reports allows you to back up the data available in your reporting databases. Database Backup option will backup the data from tables and SQL queries from query tables and make it available for download. The reports and dashboards are not backed up. You can use this feature if you want to have a local copy of your data. 


  • Zoho Reports runs on redundant network devices to avoid any single point of failure at any level on the internal network.
  • User data is backed-up periodically across multiple servers, helping protect the data in the event of hardware failure or disaster. Hence, your data will remain safe on our servers. In the case of any unforced system issues, we would help you to restore your data from our end. Click to know more.
  • This Backup feature is recommended to be used only if you want to have an archive of your data.

To backup data, click the Backup tab below the General tab.

This tab allows you to,

  • Set-up backup for your database.
  • Set/modify the interval of your backup. The below table contains the various options available for scheduling backup at different intervals.
Option  Description
Repeat - Daily Once
TimeSpecify the time to backup the data in GMT.
Repeat - Weekly Once
Perform EverySelect the day when you wish to schedule the backup.
TimeSpecify the time to backup the data in GMT.
Repeat - Monthly Once
PerformSpecify the day of the month when you want to backup the data. e.g., 15th of every month.
TimeSpecify the time to backup the data in GMT.
  • Once the data is backed up, you can download the backup file by clicking the date link next to the Backup-Archive URL.

The last 3 versions of the backed up data will be available for download. Previous versions will be deleted. The latest file will be at the same URL/link, thereby making it easy for you to bookmark or download.

The backups can also be configured at the account level. To know more, click here.


Variables are placeholders that help database administrators/owners to assign dynamic values for individual users of the reporting database. You can further use these variables in the Sharing filter criteria to filter reports dynamically. (Click here to know more). These variables are specific to each database and cannot be used across databases.

Currently, you can use variables as a part of the Sharing filter criteria. We plan to support it in features like user filters, formulas etc in the future.

Let us now see how to create a variable "Regional Managers" where the value of each region is mapped to the corresponding regional manager's email id.

To create a variable, click the Variables tab.

  • Click Create New Variable.


  • In the Create New Variable dialog that opens,
    • Enter a variable name in the Variable Name field. (For example, Regional manager)
    • Map Values to UsersEnter the value that needs to be mapped with the email ids. You can directly type the email ids or click the Add User/ Group icon and add contacts and groups.
    • You can add more values by clicking the + Add New Value link. 

      In this example we are mapping each region to the corresponding regional manager's email id, say the value East is mapped to the email id of the manager who takes care of the East region and similarly the value West is mapped to the email id of the manager taking care of the West region. 

      This way when you use the variable "Regional Managers" in the Share filter criteria and share it to the users, the users/managers will be able to view only the data of the corresponding region mapped to their email id. (Click here to see how to use them in sharing filter criteria)
    • Default Value: You can set a default value for all the users whose email ids are not mapped to a particular value. You can also set all possible values by clicking the All Values checkbox (If this variable is set then it will always return true when this variable is used in any filter criteria). To add multiple values, click +Add New Default Value link.
    • Click Save.

System Variables

Zoho Reports provides a set of predefined system variables that you can use in your filter criteria. They are listed below.

System Variable NameDescription
System.login.emailReturns the email id of the user who has logged in
System.login.firstnameReturns the first name of the user who has logged in
System.login.lastnameReturns the last name of the user who has logged in
System.login.fullnameReturns the full name of the user who has logged in

Chart Colors

Color Palettes are a collection of colors that allows you to customize and beautify your charts. Zoho Reports offers you a wide variety of color palettes to choose from. By default, when you create a chart, the colors assigned to your chart are those that are set for the corresponding reporting database. You can also add your own color palettes to suit your reporting requirements.

Click here to read the detailed documentation on Color Palettes.

Zoho Reports offers three types of color palettes. They are:

  • Solid Color is a collection of plain solid colors.  The "Zoho Reports Default" palette will be selected and applied by default.
  • Monochrome, as the name suggests, are shades of a single color. The categories are differentiated by the tones and tints of the same color applied across the different cells in a chart.
  • Gradient is a combination of two colors where transitions between one color and another are in a smooth fashion.

Let us now see how to add a new color palette. To add a new color palette,

  • Open the corresponding reporting database.
  • Click the Settings option at the top right corner.
  • In the Database Settings tab that opens, click Chart Colors.
  • In the chart palettes tab that opens, select the Palette type. In our example, we will be customizing the solid color palette. Select the Zoho Reports Default (or any other existing color palette) palette and click on a color that you wish to edit.

  • In the Edit Color dialog that opens, choose the color and click OK. You can also customize the brightness and transparency of the colors by using the slider as shown in the below image.

  • Once you have made the necessary customizations, click the Save Palette link.
  • In the Save Palette as dialog that opens, enter a palette name and click Save. The palette will be saved.

  • To apply this palette to all existing charts, select the option "Apply this Palette to all existing Charts". This will replace the existing colors of all your charts with colors from the selected palette. Please do note that this is an irreversible action.
  • Once you have made the necessary changes, click Save.

Click here to learn more about the Color Palettes in Zoho Reports.

Grid Themes

Zoho Reports allows you to customize the look and feel of your Pivot, Summary and Tabular views using colorful and attractive themes. You can customize the themes using the options provided to suit your taste.

Let us now see how to set a Grid Theme for a Pivot Table:

  • Open the corresponding reporting database.
  • Click the Settings option at the top right corner.
  • In the Database Settings tab that opens, click Grid Themes.
  • Select the Pivot tab.
  • You can select an appropriate theme to suit your needs and customize it using the options available. The Themes dialog allows you to select the,
    • Theme Layout: You can choose a layout from the available set of seven layouts.
    • Theme Color: Select a color that you wish to apply.
    • Font: Select the font for the text in your Pivot.
    • Zoom: You can Zoom in or Zoom out. This will increase or decrease the size of your Pivot Table.
    • Row spacing: You can alter the row spacing using the predefined options available.

  • Selecting the option Apply this Setting to all existing Pivot views will apply the selected theme to all the Pivot tables in your database.
  • If you want to reset the theme to the default theme click the Reset to System Default option.
  • Click Save 

You can similarly apply Grid Themes to Summary and Tabular views by selecting the appropriate tabs.

Resource Usage  

Zoho Reports allows you to view the resources used at a reporting database level. This feature enables you to compare the resources used for that particular reporting database.

To view the resources,

  • Open the reporting database
  • Click the Settings button and select the Resource Usage tab  

The Resource Usage page opens up listing a summary of users, rows, query tables, email and import schedules used in this reporting database. 

Clicking on the numbers under the 'Used' column will display the exact details such as the email ids of the users, number of rows used by each of the tables in the reporting database etc., 


The Users tab allows you to effectively manage the users in the reporting database.You can view, edit, add, delete and deactivate users from this page.  

To add a user,  

  • Click the Add New Users button
  • In Add New User dialog box that appears, you can add users by selecting them from your Zoho/Google Contacts (using the Add Users From option) or by typing their email id.

  • Click Add  
Please do note:
  • Adding a user here will not create an account in Zoho Reports. It will just associate the user to your Zoho Reports account.
  • An invitation mail will be sent to the user to signup into Zoho Reports.
  • Views (reports/dashboards/data tables) have to be shared with the user to get access to this reporting database.

Once the user is added to the database you can edit the role of the user from the User page itself.  

Adding a User

To edit,

  • Click the Edit icon that appears on mouse over next to the email Id.

  • In the Edit User Role dialog that opens, select the role from the drop-down.

Click here to learn about the user roles.  

Deleting a User

You can delete users who are no longer needed in your database, anytime you want. When you delete a user from your reporting database, all privileges that you have assigned to that user in that reporting database will be completely removed. 

To delete a user,

  • Select the user 
  • Click the Delete button in the toolbar. Please do note that deleting a user from this page will only delete the user for this particular database. If you wish to learn about deleting a user from an account, click here.

Deactivating a User

Zoho Reports allows you to temporarily deactivate a user, retaining the user information instead of completely deleting the user. By doing so, all the privileges that you have granted for this database will become instantly unavailable to the user. These privileges can be reinstated at a later point while reactivating the email id in the reporting database. 

To deactivate a user,

  • Select the user you wish to deactivate 
  • Click Deactivate. Please do note that, deactivating a user from this page will only deactivate the user for this particular database. If you wish to deactivate a user from your Zoho Reports account, click here.
    Alternatively, you can deactivate the account by clicking the Active toggle.

You can reactivate a user at any point by selecting the user and then clicking the Activate button. Alternatively, you can activate the account by clicking the Inactive toggle.