Zoho Projects

Zoho Projects Advanced Analytics 

Zoho Projects Advanced Analytics allows you to import Zoho Projects data and create insightful reports over them. With this integration, your Zoho Projects data can be easily analyzed to create insightful reports & dashboards using the powerful reporting options in Zoho Analytics. This enables you to proactively monitor & manage your projects by tracking the Key Projects Metrics.

General

  1. What is Zoho Analytics?
  2. What is Zoho Projects Advanced Analytics connector and how does it work?
  3. Who can subscribe to the Zoho Projects connector?
  4. What do I get when I subscribe to this connector?
  5. How does the Zoho Projects connector work?
  6. What are the default reports & dashboards created by Zoho Analytics, on setting up this connector?
  7. What are the benefits of using Zoho Projects Advanced Analytics over the reporting options in Zoho Projects?

Pricing

  1. How much does this connector cost?
  2. Do you provide trial evaluation for this connector?
  3. What do you mean by 'Users' in the pricing plan?
  4. What do you mean by 'Rows' and how is it calculated in the pricing plan?

Setup

  1. How do I setup the Connector for my Zoho Projects account?
  2. How long should I wait for my Zoho Projects data to initially appear in Zoho Analytics?
  3. I got this email which said 'Setup Process Failed'/'Synchronization Process Failed'. What should I do?
  4. Can I edit the Zoho Projects connector Synchronization setting?
  5. How frequently can I synchronize my data in Zoho Analytics?
  6. Can I synchronize my Zoho Projects data instantly?
  7. How can I view information details about data synchronization between Zoho Projects and Zoho Analytics?
  8. How do I access the reports created in Zoho Analytics?
  9. How to create my own reports with this connector?
  10. Who has access to the reports I create?
  11. What are the modules in Zoho Projects on which I could create reports using this connector?
  12. On whose account will the Zoho Projects connector be setup?
  13. Can I setup the Connector in an account other than the one who configures/sets up the trial?
  14. Can I transfer my Zoho Projects connector to another admin account?
  15. Can I import data from multiple Zoho Projects portal?
  16. How can I import data from multiple Zoho Projects portal?
  17. How do I remove the setup?

Reporting Features

  1. What are the report types supported by Zoho Analytics?
  2. What are the default reports & dashboards created by Zoho Analytics, on setting up this connector?
  3. Can I modify the default reports that have been created by the Zoho Analytics connector? If so, how?
  4. How do I create reports using Zoho Analytics with this connector?
  5. How do I create reports using fields/columns across different modules?
  6. What are 'Formulas' in Reports?
  7. What are the default formulas added by Zoho Analytics, on setting up this connector?
  8. How do I create my own custom formulas in Zoho Analytics?
  9. Can I add/modify data in the Zoho Projects data tables (modules) from within Zoho Analytics?
  10. Can I add new columns to the Zoho Projects data tables (modules) from within Zoho Analytics?
  11. Can I add new data tables in this Workspace to create reports & dashboards?
  12. Can I combine data from other sources with the data from Zoho Projects to create reports and dashboards?
  13. What are Query Tables?
  14. Can I join data from multiple tables to create reports?

Users, Sharing & Collaboration

  1. How do I share the reports in Zoho Analytics with my colleagues?
  2. Why are other members in my Portal not able to access the reports created?
  3. How can other members in my organization create reports?
  4. What are the user roles available in Zoho Analytics?
  5. Why can't other users edit the reports that I have shared to them?
  6. Can I share the same report created to multiple users with different criteria associated, so that they see different data?
  7. How can I print the reports & dashboards created in Zoho Analytics?
  8. How can I email reports & dashboards created in Zoho Analytics in a scheduled manner?
  9. Into what file formats can I export the reports & dashboards created in Zoho Analytics and how?
  10. How do I embed my reports in my intranet, blog or presentation?

Cross-Functional Analytics with Popular Business Applications

  1. What are the popular business applications that I can integrate Zoho Projects with?
  2. How can I analyze the data from the business applications along with Zoho Projects
  3. Will a relationship (lookup) be created between Zoho Projects and the third party applications that I integrate it with?

Solutions

  1. Can I create Projects Revenue reports over my Zoho Projects data?
  2. Can I calculate effective ROI per project?
  3. Can I calculate the Projected Revenue for my upcoming Projects?
  4. Can I create Burndown reports over my projects data?
  5. How do I create a project velocity report?
  6. What are the key insights that I can derive using Zoho Projects Advanced Analytics?

Help & Support

  1. How do I get technical support on Zoho Analytics connector?
  2. Can I have someone from Zoho do a Demo of this connector for me?

General

1. What is Zoho Analytics?

Zoho Analytics is an on-demand reporting and business intelligence solution that helps you get new insights on your business information through its powerful and flexible online business intelligence engine. You get powerful reports in minutes, with no IT help. It offers the following important capabilities.

  • Complete Online Reporting & Business Intelligence service accessible anytime and anywhere!
  • Easy to adopt 'Spreadsheet-like' interface for data addition and report creation
  • Powerful drag & drop based reporting features for quick report creation and publishing.
  • Visual Analysis capability for in-depth analysis and to slice & dice your data.
  • Supports Dashboards, Charts, Pivot Tables, Summary and simple Tabular reports
  • Supports data import from variety of file formats including Excel, Open Office, CSV, TSV, JSON, HTML and Google Drive. Also supports periodic scheduling of import.
  • Also push data from traditional in-house applications and databases with batch tools or API (application programming interface)
  • Integrated with Zoho Projects to provide advanced analytics on project data collected in Zoho Projects.
  • Supports relating data with each other through look-up columns (as you have in a relational database)
  • SQL (Structured Query Language) driven querying for powerful report creation. You could provide your SQL queries written in any of the familiar database dialects, including Oracle, SQL Server, IBM DB2, MySQL, PostgreSQL, Informix and ANSI SQL.
  • Real-time collaboration by sharing data and reports in read or read-write modes with your colleagues & friends. You could also notify reports via email.
  • Export and Print Reports in variety of formats
  • Embed reports within your Websites, Web Applications and Blogs
  • Highly secure through user login with support for HTTPS (SSL connection). All your data and reports are hosted in highly secure data centers.
  • Web APIs (HTTP based & Zoho CloudSQL) to tightly integrate and interact with your business applications
  • Zero maintenance cost & low cost

​​2. What is Zoho Projects Advanced Analytics connector and how does it work?

Zoho Projects Advanced Analytics Connector brings in all the capabilities of Zoho Analytics described above to Zoho Projects users. It comes with the following features/benefits.

  • A full-featured business intelligence (BI) and reporting tool that can slice & dice your Zoho Projects data to create any report/dashboard you require
  • Create your own reports and dashboards based on not only your Zoho Projects data but also from any other data source (e.g., Excel spreadsheets, Zoho CRM, Google Adwords etc.,) that you would wish to combine with your Projects data.
  • Collaboratively work with your colleagues when creating new reports/dashboards on your Zoho Projects data.
  • Schedule and email your reports whenever you want.
  • Export your reports as PDF, HTML, Excel, CSV, JPG, PNG ... files to your desktop and print them for offline consumption.

3. Who can subscribe to the Zoho Projects connector?

Users with paid accounts of both Zoho Projects (Enterprise or Premium editions) and Zoho Analytics (atleast the Basic plan) can avail this connector.

Note: Only Portal Owners or Admin users can configure this connector to analyze their projects data.

4. What do I get when I subscribe to this connector?

As a Zoho Projects user this connector brings you immense benefits. It enables you to do powerful analysis of your Projects data and create insightful reports & dashboards. This allows you to view your projects data in ways you haven't looked at before. For example, you could see the target vs. completed tasks, delayed tasks and milestones by owners, create burn-down reports, analyze effective ROI of a project, do revenue projection based on ongoing projects, top/bottom 5 project members and much more.

Zoho Analytics drag-and-drop based reporting is so easy to use that you could create any report or dashboard on your Projects data with no IT help or technical knowledge and share them to your colleagues.

5. How does the Zoho Projects connector work?

The Zoho Projects connector for Zoho Analytics works as below.

  • Zoho Projects Portal Owner or Admin user of the projects chooses to configure this connector in their Zoho Projects account.
  • Selects the Portal and projects from which the data is to be imported.
  • Data from Milestones, Tasks, Timesheet and Bugs modules in the selected projects will be combined and imported into Zoho Analytics Workspace. Initial import will take some time.
  • Data Import can be scheduled periodically from Zoho Projects, at the desired interval, to keep the latest data available in Zoho Analytics Workspace.
  • By default 50+ insightful reports over the projects data will be created. You can also easily create Custom reports over the Projects data.
  • The Zoho Projects Owner or Admin, who setup the connector can share the reports created in Zoho Analytics to other Projects users.

6. What are the default reports & dashboards created by Zoho Analytics, on setting up this connector?

When you setup/configure the Zoho Projects Integration Connector, 50+ default reports & dashboards are automatically created. These hand-picked reports will be pretty useful in analyzing your projects data effectively. For example, the target vs. completed tasks, delayed tasks and milestones by owners, create burn-down reports, analyze effective ROI of a project, do revenue projection based on ongoing projects, top/bottom 5 project members and much more.

You can quickly review the default reports that would be created from the following Zoho Projects Sample Database.

For more details about the reports supported by the Zoho Analytics Advanced Analytics Connector for Zoho Projects refer to Reporting Features section.

7. What are the benefits of using the Zoho Projects Advanced Analytics over the inbuilt Reporting module in Zoho Projects?

The advantage of using the Zoho Projects Advanced analytics over the reports tab inside Zoho Projects is tabulated below.   

Reporting Module in Zoho ProjectsZoho Projects Advanced Analytics
Users cannot create new reports.Zoho Projects Advanced Analytics offers over 25+ chart types along with pivot, summary and tabular views. Users can create any type of report using the easy to use drag and drop interface.
Does not support the creation of dashboards.Users can create dashboards to view all the reports in a single page layout
Cannot create KPI Widgets.Allows creation of KPI widgets to track and monitor the key performance metrics. Supports 6 types of single number widgets and 2 types of chart type widgets.
Cannot combine modules and create reports.All the modules in Zoho Projects will be joined via a lookup relationship by default. Users can create reports using the columns across any number of modules. 
Cannot combine and analyze data from different sourcesCan combine data from any resources for advanced reporting and analysis
Cannot create reports combining data from Zoho Books, Zoho Invoice, Zoho Desk etcUsers can create reports by combining data from popular business applications.
The reports that you create will be accessible only to the users within your portal.You can share the reports and dashboards that you create to any user. All that the user has to do is sign in to Zoho Analytics to view the report.
Does not allow the users to email the reports.Users can not only email reports to users but also schedule emails.
Does not allow the users to embed the reports that they create.Users can embed the reports that they create in a website or blog.
Does not offer formula engine.Offers a powerful formula engine.
Limited customizations.Offers a wide range of customizations.

Pricing

1. How much does this connector cost?

This connector is available in all the paid plans of Zoho Analytics. Refer to the Zoho Analytics pricing page.

2. Do you provide trial evaluation for this connector?

Yes, we do provide a 15-day free trial for this connector from the date of setup.

3. What do you mean by 'Users' in the (connector) pricing plan?

Anyone to whom you privately share your databases, tables (data), reports and dashboards, created in Zoho Analytics, for collaboration is considered a "User" in Zoho Analytics. Users are identified by their unique email address, with which their Zoho Analytics account was created/registered.

Let's say that you have subscribed to the Zoho Analytics Standard plan, you can privately share the data/reports in your account and collaborate with 4 other persons. Now, your Zoho Analytics account is said to have 5 users (including yourself). You can also purchase additional users and rows as required. Purchasing additional users is available only on paying plans.

4. What do you mean by 'Rows' and how is it calculated in the pricing plan?

In Zoho Analytics, a row or record is defined in the same context as in a database (or spreadsheet). In simple terms, a table consists of rows (records) and columns (fields). Each row in a table represents a set of related data and has the same structure. For example, in a table that represents "Tasks", each row would represent a single task record. The number of rows calculated for pricing, is the sum of all rows/records stored across all your database tables in your Zoho Analytics account.

Setup

1. How do I setup the Connector for my Zoho Projects account?

You can set up the Zoho Projects connector from either with in your Zoho Projects or from Zoho Analytics user interface by following few simple steps.

Follow the below step to establish the connection from within Zoho Projects itself.

  1. Login to Zoho Projects.
  2. Open Settings page (under ADMIN section).
  3. Click the Zoho Analytics link. The Zoho Analytics Integration Setup page will open.
  4. Click Configure.
  5. In SELECT PROJECTS, choose the desired projects, whose data is to be imported and analyzed in Zoho Analytics.
  6. In the DATA TO BE SYNCED, select the modules to be synced. The Tasks & Milestones is a mandatory module. You will not be able to unselect this.
  7. Set the synchronization interval in SYNCHRONISE drop-down.
  8. Click Start Sync to start the sync process

Follow the below steps to establish the connection from Zoho Analytics.

  1. Login to Zoho Analytics service using the same Zoho Projects credentials
  2. In the Home page, click Import from Zoho Projects option. The Import from Zoho Projects wizard will open.
  3. Specify a unique Workspace name and an optional description for the same.
  4. The Choose Zoho Projects Portal drop-down will list the portal for which you are an Owner or Admin. Select the portal from which you want to import data.
  5. All the projects in the selected portal will be listed. Select required projects. You can select multiple projects. Relevant data from the selected multiple projects will be combined and imported into the corresponding data tables.
  6. Select the modules to be synced in the Modules option. The Tasks is a mandatory module. You will not be able to unselect this.
  7. In the Perform Import Every drop-down, select the schedule interval in which you want to import data from Zoho Projects. In case if you do not wish to schedule an import, select Not Scheduled from the drop-down. Click Next.
  8. Initial data import will be started. This process will take some time. You will be notified at your e-mail address once this process is complete. Click OK.
Note :

You will be able to configure only one Workspace for each portal.

Watch the following video to know how to setup Zoho Projects Advanced Analytics Connector

2. How long should I wait for my Zoho Projects data to initially appear in Zoho Analytics?

You will not be able to view any data in this Workspace until the initial data import from Zoho Projects is completed. This will take some time depending on the amount of data available in your project.s You will be notified at your email address once this process is complete.

3. I got this email which said 'Setup Process Failed'/'Synchronization Process Failed'. What should I do?

The import/sync process of your Zoho Projects data can fail sometimes, due to a variety of reasons. Hence you may receive such mails occasionally. The Zoho Analytics team will look into it immediately and get back to you, after taking the required corrective action.

Case 1: You will receive the Setup Process Failed mail when there is a failure during the initial fetch. In this case we request you to:

  • Open the database in which you have setup the connector. 
  • Click the Zoho Projectsbutton (or Data Sources button - in the case where the database contains multiple tables) in the Explorer tab.
  • In the Data Sources tab that appears click the Retry Now link. 
  • If the issue persists please do write to support@zohoreports.com. We will look into it and get back to you immediately.

Case 2: You will receive the Synchronization Failed mail if there is any failure during the data synchronization process between Zoho Projects and Zoho Analytics, after the initial setup & import of data. This might be a momentary failure due to any internal issues. This import schedule will get suspended if there are five successive failures. 

4. Can I edit the Zoho Projects connector Synchronization setting?

Yes, you can edit the Zoho Projects connector synchronization setting. This can be done from either the Zoho Analytics interface or the Zoho Projects interface.

Follow the steps given below to edit the setup from Zoho Projects.

  1. Open the corresponding Portal in the Zoho Projects.
  2. Navigate to the Settings page (under ADMIN section).
  3. Click the Zoho Analytics link. The Zoho Analytics Integration Setup page will open.
  4. Click Configure. The synchronization options will be displayed.
  5. Select or clear the check boxes adjacent to the required projects in the Select Projects section.
  6. Select or clear the modules in the Data to be Synced section.
  7. Modify the synchronization interval in Synchronize drop-down as needed.
  8. Click Submit. The synchronization setting will be modified.

Follow the steps given below to edit the setup from Zoho Analytics.

  1. Open the corresponding Workspace.
  2. In the Explorer tab, click Zoho Projects > Edit Setup. The Edit Zoho Projects Setup will open.
  3. The Selected Projects field will list the projects that you have previously selected. Click Show All link to list all the projects in the Portal.
  4. Select or clear the check boxes adjacent to required projects.
  5. Select or clear the modules in the Modules option.
  6. Modify the synchronizing time in the Perform Import drop-down.
  7. Click Save. The synchronization setting will be modified.

Subsequent synchronizations will take the above changes into consideration.

5. How frequently can I synchronize my data with Zoho Analytics?

If you have bought the connector over a Basic plan, you will be able to synchronize your data only once every day.

If you are in a user of the Standard Plan or above you can choose to synchronize your data at hourly intervals mentioned below.

  • 24 Hours
  • 12 Hours
  • 6 Hours
  • 3 Hours

6. Can I synchronize my Zoho Projects data instantly?

Yes, you can synchronize your Zoho Projects data instantly when needed.

To synchronize your data instantly:

  1. Login to your Zoho Analytics account.
  2. Open the corresponding Workspace.
  3. In the Explorer tab, click Zoho Projects button
  4. In the Data Sources tab that opens click Sync Now
  5. Zoho Projects data will be instantly synchronized.
Note: This option can be used to a maximum of five times between intervals.

7. How can I view information details about data synchronization between Zoho Projects and Zoho Analytics?

You can view detailed information about the data synchronization that happens between Zoho Projects and Zoho Analytics by following the steps given below.

  1. Open the corresponding Workspace in Zoho Analytics.
  2. In the Explorer tab, click Zoho Projects > Data Sync Status. The Zoho Project Sync Status dialog will open with the following details.
    • Projects Schedule Every - Displays the schedule interval in which data will be imported.
    • Data Sync Status - Displays the last data synchronization details. You can also view the synchronization status for each module by clicking More Details link.
    • Next Fetch - Displays the next scheduled time to fetch the data from Zoho Projects.

8. How do I access the reports created in Zoho Analytics?

You can view the Zoho Projects reports only when the initial data import/synchronization between Zoho Projects and Zoho Analytics is completed successfully. You can also create your own reports & dashboards, as needed.

Follow the steps below to access the Workspace from Zoho Projects:

  1. Open the corresponding Portal in the Zoho Projects.
  2. Navigate to the Reports page.
  3. Click View Reports link. Corresponding Workspace will open.

You can also directly login to Zoho Analytics to access the Workspace.

If you are a normal user of Zoho Projects, you will see the 'View Reports' link, only if your portal owner/administrator (who has set up this connector) has enabled sharing to your account from the corresponding Workspace in Zoho Analytics. (Refer How to Share Reports & Dashboards question).

If you are another administrator of your Zoho Projects account, but not the one who set up the reports connector, you will see the 'View Reports' link only if the portal owner/administrator who had setup the connector, had shared the Workspace with you.

Refer How to Share Reports & Dashboards to know about how to share reports and dashboards to other users in this connector.

9. How to create my own reports with this connector?

You can easily create your own reports using the Zoho Analytics connector by dragging and dropping the appropriate columns from the data tables (Projects module data) that have been shared with you. You can refer to the below presentation to know how to create your own reports & dashboards using Zoho Analytics.

Also, refer to the following Video Demos:

Note: For creating your own reports using this connector, you can do it only if your administrator (or portal owner) who has set up this connector, has shared the tables (that contains the Zoho Projects data) in Zoho Analytics to your account. Refer How to Share Reports & Dashboards question.

10. Who has access to the reports I create?

By default, the reports you create are accessible only to you. However, you can share the reports with your colleagues using the 'Sharing' options available in Zoho Analytics. Refer How to Share Reports & Dashboards question.

11. What are the modules in Zoho Projects on which I could create reports using this connector?

Data from the following modules of Zoho Projects get synced with Zoho Analytics.

  • Milestones
  • Tasks
  • Task owners
  • Timesheet
  • Users
  • Bugs

The Timesheet and Bugs modules are optional. You can choose to include or exclude them as needed. The Bugs module will be available for users who have purchased the Bugs Connector in Zoho Projects. Each of the above modules data is stored as a 'Table' in Zoho Analytics. Default reports are based out of the above modules, which you have synchronized. You can also create your own reports & dashboards over the above modules.

You can also create reports/dashboards on the custom fields synchronized into Zoho Analytics from the Zoho Projects portal.

12. On whose account will the Zoho Projects connector be setup?

It will be set up in the account of the Zoho Projects Portal Owner or Admin of the portal who configures this connector. It is this account which will serve as the master admin account of Zoho Analytics.

13. Can I set up the Connector in an account other than the one who configures/sets up the trial?

Yes, you can do this. If the account on which the trial is configured is not upgraded after trial expiry, then the account will be downgraded to free plan and eventually the sync will also be deleted. In this case you will be able to set up the synchronization in the account you need by purchasing the Connector. You will not be able to trial the tool again.

14. Can I transfer my Zoho Projects connector to another admin account?

At present, we do not provide an option in the user interface. If you require this transfer, please do mail us to support@zohoreports.com. We will get your requirements and handle this accordingly.

15. Can I import data from multiple Zoho Projects Portal?

Yes, you can configure multiple Zoho Projects' setups if you have subscribed for a paid plan (Standard and above). 

If you have purchased a Basic Plan, you will be able to import data only from one portal.

16. How can I import data from multiple Zoho Projects portal?

You can configure multiple Zoho Projects setups if you have subscribed for a paid plan (Standard and above). You can choose to import multiple organizations in the same database or in a different database.

If you wish to import the data in an individual database refer to this question.  

To import data from multiple organization into the same database,

  • Open the database in which you have set up the connector
  • Click the Import Data button in the Explorer tab or Select New > New Table/Import Data.
  • In the Create New Table window that opens, select Import from Zoho Projects.
  • In the Import from Zoho Projects dialog that opens, Select the portal that you wish to import.
  • Select the entities and their corresponding fields.
  • Select the necessary schedule import options in the Schedule Import Settings section.
  • Click Create.

17. How can I remove the setup?

To remove the setup,

  • Login to your Zoho Analytics account.
  • Open the corresponding Workspace.
  • In the Explorer tab, click Zoho Projects button.
  • In the Data Sources tab that opens click the Settings icon and select Remove Data Source

Reporting Features

1. What are the report types supported by Zoho Analytics?

Zoho Analytics supports a wide variety of reports.

  • Charts
    • Pie
    • Bubble
    • Packed Bubble
    • Dial
    • Bullet
    • Bar
    • Stacked bar
    • Line
    • Smooth Line
    • Scatter
    • Combination
    • Area
    • Stacked Area
    • Web
    • Funnel
    • Doughnut
    • Table View
  • Pivot tables (Matrix Views)
  • Summary view
  • Tabular view
  • Dashboards (multiple reports arranged in the same page)

2. What are the default reports & dashboards created by Zoho Analytics, on setting up this connector?

When you setup/configure the Zoho Projects Integration, 50+ default reports & dashboards are automatically created. These hand-picked reports will be pretty useful in analyzing your projects data effectively. For example, the target vs. completed tasks delayed tasks and milestones by owners, create burn-down reports, analyze effective ROI of a project, do revenue projection based on ongoing projects, top/bottom 5 project members and much more.

You can quickly review the default reports that would be created from the following Zoho Projects Sample Database.

For more details about the reports supported by the Zoho Analytics Advanced Analytics Connector for Zoho Projects refer to Reporting Features section.

3. Can I modify the default reports that have been created by this connector? If so, how?

Yes, you can modify the default reports. If you are the 'Administrator' or a 'Workspace Administrator' of the Zoho Analytics account in which the Connector is configured (Refer Managing Users in Zoho Analytics). To modify the reports click the Edit Design button in a report's toolbar and you will be able to make the changes. If you are just a user who's been shared the report, save a copy of the report by clicking Save -> Save As. Now you can edit this new copied report.

4. How do I create reports using Zoho Analytics with this connector? 

You can create any type of report with this Zoho Analytics connector. All you have to do is open the appropriate table(s)/module(s) over which a report is to be created, click New and choose any type of report you would want to create.

Use the intuitive drag-and-drop based designer of Zoho Analytics to create the report required.

You can also quick view the type of reports & dashboard that are created by default, from the sample given below, to get know the possibilities.

https://reports.zoho.com/ZDBDataSheetView.cc?DBID=779360000001731547

5. How do I create reports using fields/columns across different modules?

Columns from across different tables can be dragged and dropped to create a report. Refer this slide show on How to Create Reports?

6. What are 'Formulas' in reports?

Formulas, as the name indicates, are calculations that you could define in Zoho Analytics to help you create the required reports. Zoho Analytics provides a powerful formula engine to create any type of calculations required, to enable creating the required reports. Refer Adding Formulas in Zoho Analytics to know more.

7. What are the default formulas added by Zoho Analytics, on setting up this connector?

The below table lists all the default formulas that will be created in the Milestones table:

Formula NameFormula TypeFormulaDescription

Duration

Custom

datediff( "End Date","Start Date")+1

Returns the duration of the milestone (in days).

Actual Time Taken

Custom

if("Status"='Completed',datediff
( "Completed On","Start Date"),
datediff( now(),"Start Date")) +1

Returns the actual time taken (in days) to complete the milestone.

Milestone Completion Mode

Custom

if(("Duration"-"Actual Time Taken")>=0,
'On Time','Late')

Returns whether the milestone is completed on time or delayed.

"On Time" value indicates a milestone completed on time.
"Late" value indicates a milestone completed late.

Milestone Delay Time

Custom

if("Status"='Overdue',datediff
( currentdate( ),"End Date"),null)

Returns the delay (in days) so far on overdue milestones.

Delay %

Custom

100 * ("Actual Time Taken" - "Duration") / "Duration"

Returns the percentage of delay for the milestones. Greater than 100% indicates that the milestone was delayed and % of delay.

Miletones On-time Count

Aggregate

countif("Status"='Upcoming',"Milestone ID",NULL)

Returns the count of milestones that are progressing on time.

Milestones Delayed Count

Aggregate

countif("Status"='Overdue',
"Milestone ID",NULL)

Returns the count of milestones that are delayed.

Milestones Completed on Time Count

Aggregate

countif("Milestone Completion Mode"
='On Time'
AND "Status"='Completed',
"Milestone ID",NULL)

Returns the count of milestones that are completed on time.

Avg Milestone Delay

Aggregate

sumif("Milestone Completion Mode"='Late',"Actual Time Taken"-"Duration")/count("Milestone ID")

Returns the average delay time for milestones.

The below table lists all the default formulas that will be created in the Tasks table:

Formula NameFormula TypeFormulaDescription

Duration

Custom

datediff("Due","Start")+1

Returns the scheduled duration (in days) of a task.

Task Delay Time

Custom

if("Status"='Overdue',datediff(now(),"Due"),null)

Returns the delayed time (in days) of the task which is overdue.

Task Completion Mode

Custom

if(datediff("Due","Completed On")>0,'On Time',if("Due"<now(),'Late','On Time'))

Returns whether the task is completed on time or delayed.

'On Time' - Indicates a task which was completed on time

'Late' - Indicates a task which was completed late.

Actual Time Taken

Custom

if("Status"='Completed',datediff("Completed On","Start"),datediff(now(),"Start"))

Returns the actual time taken (in days) to complete the task.

Time Spent So Far

Custom

if("Status"='Completed',"Actual Time Taken",datediff( currentdate( ), "Start"))

Returns the time spent so far (in days) on a task.

For tasks completed it will just provide the actual time taken to complete.

For tasks which are ongoing, it will provide the time spent so far.

Open Tasks Count

Aggregate

count(if("Status"='Completed',NULL,"Task ID"))

Returns the count of open tasks.

Closed Tasks Count

Aggregate

count(if("Status"='Completed',"Task ID",NULL))

Returns the count of closed tasks.

Closed Tasks %

Aggregate

"Closed Tasks Count"/count("Task ID")*100

Returns the percentage of closed tasks.

Open Tasks %

Aggregate

"Open Tasks Count"/count("Task ID")*100

Returns the percentage of open tasks.

Tasks Completed On time Count

Aggregate

countif("Task Delay Time"<=0,"Task ID",NULL)

Returns the count of tasks that are completed on time.

Tasks Completed Ontime %

Aggregate

"Tasks Completed Ontime Count"/count("Task ID")*100

Returns the percentage of tasks that are completed on time.

High Priority Tasks Count

Aggregate

count(if("Priority"='High',"Task ID",NULL))

Returns the count of high priority tasks.

High Priority Tasks %

Aggregate

"High Priority Tasks Count"/count("Task ID")*100

Returns the percentage of high priority tasks.

Open High Priority Tasks Count

Aggregate

countif("Priority"='High' AND "Status"!='Completed',"Task ID",NULL)

Returns the count of open high priority tasks.

Tasks Not Started

Aggregate

count(if("Status"!='Completed' AND "Percentage Completed"=0,"Task ID",NULL))

Returns the count of tasks that are not started.

Tasks In progress

Aggregate

count(if("Status"!='Completed' AND "Percentage Completed">0,"Task ID",NULL))

Returns the count of tasks that are in progress.

Closed High Priority Tasks Count

Aggregate

countif("Priority"='High' AND "Status"='Completed',"Task ID",NULL)

Returns the count of closed high priority tasks.

High Priority Tasks Closed %

Aggregate

"Closed High Priority Tasks Count"/"High Priority Tasks Count"*100

Returns the percentage of closed high priority tasks.

Overdue Tasks Count

Aggregate

count(if("Status"='Overdue',"Task ID",NULL))

Returns the count of overdue tasks.

Overdue Tasks %

Aggregate

"Overdue Tasks Count"/count("Task ID")*100

Returns the percentage of overdue tasks.

The below table lists all the default formulas that will be created in the Timesheet table:

Formula NameFormula TypeFormulaDescription

Average Billable Hours by Members

Aggregate

sumif("Status"='Billable',"Hours",NULL)/count(distinct("Owner"))

Returns the average billable hours by members.

The below table lists all the default formulas that will be created in the Bugs table:

Formula NameFormula TypeFormulaDescription
Age in DaysCustomdatediff(ifnull("Closing Date",now()),"Created Time")Number of days it took for a potential to be closed. If the Closing Date is not available (null), we calculate the days till today from the potential created time. Used for calculating 'Age Tier' and 'Sales Cycle'.

Planned Days

Custom

datediff( "Due Date","Created Date")

Returns the scheduled duration (in days) to fix a bug.

Time TakenCustomif( "Status"='Closed',datediff( "Modified Date","Created Date"),datediff( currentdate( ),"Created Date"))Returns the time taken (in days) to fix the bug if it is closed or will return the time between the start date to current date.
Delay in DaysCustom"Time Taken" - "Planned Days"Returns the delay (in days) to fix the bug.
Top Level StatusCustomif("Status" = 'Closed', 'Closed', 'Open')Returns whether the bugs is closed or not.
Time LeftCustomif( "Status"!='Closed',datediff("Due Date", currentdate( )), 0)Returns the time left to fix the bug.
Closed Bugs CountAggregatecountif("Status"='Closed')Returns the count of closed bugs.
Overdue Bugs CountAggregatecount(if("Delay in Days">0 AND "Status"!='Closed',"Bug ID",NULL))Returns the count of overdue bugs.
Overdue bugs %Aggregate"Overdue Bugs Count"/count("Bug ID")*100Returns the percentage of overdue bugs.

You can also add your own formulas to derive your own calculations. Do refer to Adding Formulas in Zoho Analytics help page.

8. How do I create my own custom formulas in Zoho Analytics?

Refer to the Adding Formulas in Zoho Analytics help page.

9. Can I add/modify data in the Zoho Projects data tables (modules) from within Zoho Analytics?

No, you cannot add modify data in Zoho Projects data tables. Data from Zoho Projects modules gets automatically synched into Zoho Analytics in the different tables (one table for one module). You cannot edit any of this data or add new data records from within Zoho Analytics.

However you can add new tables and add/import data into that, to create reports combining it with the data from Zoho Projects. Refer #10 below

10. Can I add new columns to the Zoho Projects data tables (modules) from within Zoho Analytics?

No, you cannot add new columns. But, you can add Formula Columns and Aggregate Formulas (i.e., calculated fields) to these tables to help you create powerful reports. Refer Adding Formulas to know more on this.

11. Can I add new data tables in this Workspace to create reports & dashboards?

Yes, you can add new data tables. Click New > New Table to add a new table in the existing Zoho Projects Workspace.

With this feature, you can import data from other sources or add them manually into your Workspace to analyze and create reports combining this with your Zoho Projects data. You can import data from files like CSV, Excel, HTML, JSON, Google Drive etc., or import data from local databases like Oracle, SQL Server, DB2, MySQL, PostgreSQL, MS Access etc., You can also use Zoho Analytics API to develop an application for data upload into Zoho Analytics.

Refer:

12. Can I combine data from other sources with the data from Zoho Projects to create reports and dashboards?

Yes, you can combine data from your other sources with your Zoho Projects data for analysis. For example combine Zoho Projects Task data with your release plan information that you might have stored in Google Drive.
To do this, you need to add/import a new data table into the Zoho Projects Workspace as explained in the previous question and then define a look-up to join it with the synchronized table from Zoho Projects. To know how to define a look-up column and auto-join tables for reporting, refer here.

13. What are Query Tables?

Zoho Analytics allow you to pull the data required by writing standard SQL SELECT Queries. This is called Query Tables. With Query Tables you can also combine data from different tables and create reports over the same. View this demo video to know about how to create Query Tables in Zoho Analytics.

14. Can I join data from multiple tables to create reports?

Yes, you can combine data from your other sources with your Zoho Projects data for analysis. 
To do this, you need to add/import a new data table into the Zoho Projects Workspace and then define a look-up to join it with the synchronized table from Zoho Projects.

To define a lookup relationship between two tables, it is essential that the tables have at least one column which is common between them. Follow the below steps to look up a column from Zoho Projects along with the data from any other source.

  • Open the corresponding table, right click the column header and select Change to Lookup Column.
  • In the Change to Lookup Column dialog that opens, select the column to look up.
  • Click Ok

Please do note that you can create Lookup only to columns in the tables that are not from the same data source.

Users, Sharing & Collaboration

1. How do I share the reports in Zoho Analytics with my colleagues?

You can share the default reports provided in the Zoho Projects connector and the reports you have create, with other users in your portal. Refer to Sharing and Collaboration help page for more details on this.

Once you privately share a report to your colleagues they will be able to access the reports as you do. Refer here to know how to access the reports.

Note:

1. If you share the data tables in the Zoho Projects Workspace to users, they will be able to create their own reports over the same.
2. If you add a user as a Workspace Administrator in the Zoho Projects Workspace created in Zoho Analytics (Refer Managing Users in Zoho Analytics, to know how to add Workspace Administrators), the user will be able access all the data & reports, create new reports and do any operation that you could do on the Workspace.
3. You can share data tables and reports to any user. They need not be a user in our portal.

2. Why are other members in my Portal not able to access the reports created?

By default only the Portal Owner or Administrator who configures the Zoho Projects Connector will be able to access the views (tables, reports and dashboards) in Zoho Analytics. The Administrator has to explicitly share the view with other users. The shared user will be able to access the view with the specific permission that the Administrator has granted.

Also when the Administrator has shared a table, then the shared users can create reports over them and these reports will be available only to them, until they share the reports with others.

To know more, refer to Sharing and Collaboration help page.

3. How can other members in my Portal create reports?

The Administrator (or Portal Owner) who configures the Zoho Projects Connector should share the data tables present in Zoho Projects Workspace with other members. Once this is done, the shared users can create reports based over these data tables.

To know more, refer to Sharing and Collaboration help page.

Note: If you add a user as a Workspace Administrator, then the user will be able access all the data & reports, and create new reports in the Workspace. A Workspace Administrator can to add, delete, and modify reports, table rows and tables. A Workspace Administrator can share the database tables/reports with other users. A Workspace Administrator cannot delete or rename a database.

Refer Managing Users in Zoho Analytics section, to know how to add Workspace Administrators

4. What are the user roles available in Zoho Analytics?

Zoho Analytics supports fine-grained access control. The following are user roles that are supported in Zoho Analytics:

1. Administrator (Master Admin): The Zoho Projects Portal Owner or Administrator who had setup the connector will be the administrator of the Zoho Analytics account.

2. Workspace Administrator: The Administrator can designate one or more users as Workspace Administrators. A Workspace Administrator has all permissions to add, delete, and modify reports, table rows and even tables. A Workspace Administrator can share the database tables/reports with other users. A Workspace Administrator cannot delete or rename a database.

3. User: A user has the least privilege in the hierarchy. Unless the Administrator or a Workspace Administrator shares a table with a user, the user cannot create any reports on his/her own. Also, an Administrator/Workspace Administrator can decide to set specific permissions when sharing a report (Read Only, Export Data, View Underlying Data, and Share with Others) or a table (Read Data, Export Data, Add/Delete/Modify Row, Delete All Rows, Only Append Rows, Add or Update Rows, Delete All Rows and Add New Rows, Share View / Child Reports)

Refer to Managing Users in Zoho Analytics, to know more about different user roles in Zoho Analytics. Also refer to Sharing and Collaboration help page.

5. Why can't other users edit the reports that I have shared to them?

This is the expected behavior. Only when the users being shared is set as a Workspace Administrators, they can edit the reports. If a normal user wants to edit report, what he/she can do is to use Save As to save the report in a different name in his account. This report can then be edited.

6. Can I share the same report created to multiple users with different criteria associated, so that they see different data?

Yes, you can. Refer to the Sharing section to know how this can be done.

7. How can I print the reports & dashboards created in Zoho Analytics?

To print a report/dashboard, please follow the below steps.

  1. Open the table or report that you want to print.
  2. Click Export this View > As PDF from the toolbar.
  3. The Export As PDF screen will open. Set the export setting as needed.
  4. Click Export.
  5. Open the exported PDF and print it.
Note: If you are a user to whom a report has been shared and you want to take a print, ensure you have been provided the Export permission by the Administrator to the report, only then you will be able to print the report.

8. How can I email reports & dashboards created in Zoho Analytics in a scheduled manner?

If you are the Administrator of the Zoho Analytics connector or a 'Workspace Administrator', you can schedule reports and dashboards to be emailed automatically. You can do this is as follows:

  1. Select the Report/Dashboard to be emailed in Zoho Analytics.
  2. Select Export > Email this View from the toolbar.
  3. Follow the instructions in the screen and provide the required input to setup an email schedule.

9. Into what file formats can I export the reports & dashboards created in Zoho Analytics and how?

Reports and dashboards can be exported in a variety of file formats.

  • Charts
    • CSV
    • Excel (XLS/XLSX)
    • PDF
    • HTML
    • Image (PNG/JPEG)
  • Pivot/Summary/Tabular views
    • CSV
    • Excel (XLS/XLSX)
    • PDF
    • HTML
  • Dashboards
    • PDF
    • HTML

You can export a report/dashboard in Zoho Analytics as follows.

  1. Select the Report/Dashboard to be exported in Zoho Analytics.
  2. Select Export > Export this View from the toolbar.
  3. Follow the instructions in the screen and provide the required input to export the report(s) selected.

10. How do I embed my reports in my intranet, blog or presentation?

You can easily embed the reports & dashboards created in Zoho Analytics in your website, web application or blog. Follow the steps below to achieve the same:

  1. Select the report or dashboard that you would like to embed into your Website or Blog.
  2. Select the Publish > Embed in Website/Blog option.
  3. By default, when you embed the report into your website, web application or blog, it would prompt users to log in with their Zoho credentials to access the embedded view. Also, users to whom you have shared the view (using the 'Share' option) would only be able to access the view embedded, on successful login.
  4. If you would like the embedded view to be accessible by anyone without login, and then click on the link To access this view/table without login, Click here... (Note: This option is available only if your account is in any of the Paid plans of Zoho Analytics).
  5. Copy and paste the code snippet provided in the text area below into your webpage or blog html content to embed this view.

On embedding, you will see the corresponding report within your web page, application or blog. Refer Embedding in Web Pages/Blogs to know more about this.

Cross-Functional Analytics with Popular Business Applications

1. What are the popular business applications that I can integrate Zoho Projects with?

You can integrate and perform cross-functional analytics with almost all the business applications that Zoho Analytics offers integration with. 

2. How can I analyze the data from the other business applications along with Zoho Projects?

To import data from business apps,

  • Open the Workspace in which you have setup the connector
  • Click the Import Data button
  • In the Create New Table tab that opens, select the application that you wish to import.
  • Provide the necessary authentications
  • Select the necessary modules and fields
  • Select the schedule import options
  • Click Create

3. Will the related modules from Zoho Projects and other third-party application be created automatically?

No, a lookup relationship will not be created between the Zoho Projects modules and the modules of the application that you are trying to import automatically. 

To manually create a lookup relationship refer this help link - https://www.zoho.com/reports/help/table/joining-tables.html

Solutions

1. Can I create Projects Revenue reports over my Zoho Projects data?

Yes, you can do this in Zoho Reorts when you can specify your revenue data into Zoho Analytics. Zoho Analytics provides a default template to enter your revenue data. You could also import your data into the Zoho Projects database and create reports over them. Refer to the steps described in the embedded slide show below to create project revenue reports using the template.

2. Can I calculate effective ROI per project?

Yes, you can do this based on the revenue data you have. Refer to the steps described in the embedded slideshow below to create effective ROI report reports using the template.

3. Can I calculate the Projected Revenue for my upcoming Projects?

Yes, you can do this based on the revenue data you have. Refer to the steps described in the embedded slideshow below to create projected revenue reports using the template.

4. Can I create Burndown reports over my projects data?

Yes, you can. Refer to the steps described in the embedded slide show below to create burndown reports using the template.

5. How do I create the Project Velocity report?

6. What are the key insights that I can derive using Zoho Projects Advanced Analytics?

Zoho Projects Advanced Analytics comes with over 50+ handpicked default reports and dashboards that you will find of great value. You can derive deep insights from reports such as Project Overview, Project Velocity, Burndown etc. Read this blog to learn how Mark Garments, a fictitious character gained insights using these reports.

Help & Support

1. How do I get technical support on Zoho Analytics connector?

We offer 24x5 technical support (Monday to Friday). In case if you need our assistance kindly do mail us your questions to support@zohoreports.com.

You can also reach out to us on our toll free number 

United States:  +1 (888) 900 9646

United Kingdom:  +44 (20) 35647890

Australia:  +61-2-80662898

India:  +91-44-67447000

2. Can I have someone from Zoho do a Demo of this connector for me?

Yes, certainly. Register for a demo in this page.

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