Reports

Reports

With reports, you can sort and consolidate form data by setting filters. This way you can better analyze the data you've collected and get your team involved to manage them. You can share these reports publicly, or with specific users. You can also embed the report into any web page. 

Table of Contents

Create Reports

To create a new report:

  1. On the homepage, click on the Reports link given below your form's name.
  2. A list of all the reports of that particular form will be displayed.
  3. To create a new report, click on the New Report button at the top-right corner of the page. 
  4. Name the report and click Create. The report builder appears.

create-report​​​

Alternatively,

  1. Click on the Reports tab on the Home page.
  2. A list of all the reports created will appear.
  3. To create a new report, click on the New Report button at the top-right corner of the page.
  4. Name the report, and select the form for which you want to create a report.
  5. Click Create

You are provided with the following options while creating a new report:

  • General
  • Custom Filters
  • Auto Filters
  • Show/Hide Columns

General Settings

report-settings​​

Report Name: Enter a name for your report. You can rename your existing report at any time.

Date Format: Date will be displayed according to the selected format in the report.

Time Zone: Under Date-Time column in your report, the time will be calculated and displayed based on the selected time zone. 

Custom Filters

Use this option to filter out entries that match specific conditions. Entries that match the set conditions would automatically be added to the report. 

To do so:

  1. Click on the Custom Filters tab and click on Configure Filter.
  2. Here, you can give multiple conditions to filter out only those entries that you wish to include in your report. Select the Field Name and the condition it has to satisfy by choosing a Comparison from the drop-down list and the Value it has to match.
  3. To add a condition or delete a condition, click on the Plus and Minus icons respectively.
  4. If you want your entries to satisfy two or more conditions, select Match All radio button. If it has to satisfy any one particular condition among multiple conditions, select Match Any radio button.
  5. Click on Save once you're done. To view your report, click on the Entries tab.

Auto Filters

Use this option to filter entries based on the inputs given in Dropdown or Radio fields.

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Show/Hide Columns

Under Show/Hide columns,

  • You can choose to hide the unwanted form fields from a report.
  • You can modify the display names of the fields.

To change the order of the fields in your Report, drag and re-arrange the fields.

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View Reports

To view all the available reports in your account, 

  1. Click Reports tab as shown below-
  2. The All Reports screen will appear, from which you can select a report you want to view.

To view the reports of a specific form, 

  1. Click Reports under a form's name, as shown below. 
  2. All the reports of the specific form will appear here. You can open the desired report. 

Sort Entries

To sort entries in a particular column in ascending or descending order, click the drop-down button, and select Ascending or Descending.

Customize fields

You can apply different font and background colors to choice type fields (Dropdown, Radio, Multiple Choice, and Checkbox) in reports, to identify the choices distinctly as shown below.

To do so, 

        i.Click the drop-down in any choice type column and select Customize.

        ii. In the pop-up, set font and background colors for all the choices you've listed under a field.

Share Reports

Similar to forms, you can also share your reports in the following ways:

  • As a public link
  • With specific users in your organization
  • With all the users in your organization
  • Embed options

As a public link

You can share a link to your form's report with the public audience to let them view the data you've collected using a form.

To share a report publicly,

  1. Click the Share tab.
  2. Copy the Report Permalink (URL) under Share With >> Public and share it with your audience.
  3. You can also directly post the link on social media using the social media quick links. 

Note: If the public URL of a report is disabled, the report will no longer be accessible through the link shared via any medium (direct link, social media sharing, email campaigns), or any embed codes used in the web pages.

With users in your organization

Unlike public sharing, you can protect your privacy and share the data collected within a closed group in your organization. When you share a report privately, only the users who are a part of your Zoho Forms organization can view your reports when they are logged in to their Zoho Forms account. You can also choose to give them either Read Only access or Read/Write access to edit records.

Specific users

  1. Click Specific Users under Share With in the Share ​tab.
  2. Enter the email address of users with whom you would like to share the report.
  3. To notify the users via email, select the Notify Users option. 

​All users 

  1. Click ​All Users under Share With in the Share tab.
  2. To notify the users via email, select the Notify Users option, and enter their email addresses.

Embed options

You can embed the report on your website using the following embedding options:

  • iframe
  • HTML button
  • Hyperlink​​​

Print and Export Reports

Print Reports

You can print your reports either as a list or a summary. To print your reports:

  1. Open your report and click on the Entries tab.
  2. Click on the Print icon.
  3. Choose Print as List if you would like to print the entire report as a table or Print as Summary if you would like to print individual summaries of all entries.
  4. Check the Include comments checkbox if you would like comments to be included in the printed data.

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Note: If your form contains encrypted fields, you can choose to mask/unmask them while printing reports.

Export Reports

To export reports,

  1. Open your report and click on the Entries tab.
  2. Click on the Export icon.
  3. Choose whether you want to export as CSV or PDF. You can also add a password to protect your exported report.

 

Note: If your form contains encrypted fields, you can choose to mask/unmask them while exporting reports.

Delete Report Entries

You can move the entries from a report to trash, restore them from the trashed entries, or permanently delete the entries.

Trash Entries

To move the entries from a report to the Trash,

  1. Go to the Entries tab of the report. 
  2. Select the entries that you wish to trash from the list of entries and click Trash​.

Note: The trashed entries will be permanently deleted after 5 days.

Restore Entries

To restore the entries from the Trash,

  1. Go to the Entries tab of the report.
  2. Select Trashed Entries option from the Filter in the top-right corner. 
  3. Select the entries that you wish to restore from the list of Trashed entries and click Restore

Permanently Delete Entries

To delete the entries permanently from the Trash:

  1. Go to the Entries tab of the report.
  2. Select Trashed Entries option from the Filter in the top-right corner.
  3. Select the entries that you wish to delete permanently from the list of Trashed Entries and click Delete

Note:

  • Saved, Pending, and Opted out entries cannot be moved to Trash. They can only be permanently deleted.
  • The options to Trash, and Restore report entries are available only in our paid plans. Entries will be deleted permanently in the Free plan.

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