Reports Help

Zoho Reports Advanced Analytics Add-on for Zoho CRM

Introduction

The Zoho Reports Advanced Analytics Add-on for Zoho CRM (& Zoho CRM Plus) allows you to analyze your Zoho CRM data in a much efficient way. Its intuitive drag-and-drop interface allows you to easily create reports and dashboards. Sales and Marketing personnel can slice and dice their Zoho CRM data and take informed business decisions.

General

1. What is Zoho Reports?
2. What is the Zoho Reports Advanced Analytics add-on for Zoho CRM and how does it work?
3. Who can subscribe to the Zoho Reports add-on?
4. What do I get when I subscribe to this add-on?
5. How does the Zoho Reports add-on for Zoho CRM work?
6. What are the default reports & dashboards created by Zoho Reports, on setting up this add-on?

Pricing

1. How much does this add-on cost?
2. Do you provide trial evaluation for this add-on?
3. What do you mean by 'Users' in the (add-on) pricing plan?
4. What do you mean by 'Rows' and how is it calculated in the pricing plan?
5. How do I purchase this add-on?

Setup

1. How do I setup the Zoho Reports Add-on in my Zoho CRM account?
2. How long should I wait for my Zoho CRM data to initially appear in Zoho Reports?
3. I got this email which said 'Setup Process Failed'/'Synchronization Process Failed'. What should I do?
4. What are the modules in Zoho CRM on which I could create reports using this add-on?
5. What are the default fields that will be synchronized in Zoho Reports reporting database?
6. Can I add custom columns or new fields?
7. How can I edit the Zoho CRM-Reports Synchronization setting?
8. How can I synchronize the Zoho CRM data instantly?
9. How do I access the reports created in Zoho Reports?
10. How to create my own reports with this add-on?
11. Who has access to the reports I create?
12. On whose account will the Zoho Reports add-on be setup?
13. Can I setup the Add-on in an account other than the one who configures/sets up the trial?
14. Can I transfer my Zoho Reports add-on to another admin account?

Reporting Features

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

Users, Sharing & Collaboration

1. How do I share the reports in Zoho Reports with my colleagues?
2. Why are other members in my organization 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 Reports?
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 Reports?
8. How can I email reports & dashboards created in Zoho Reports in a scheduled manner?
9. Into what file formats can I export the reports & dashboards created in Zoho Reports and how?
10. Can I embed reports/dashboards as a Web Tab in Zoho CRM? If yes how?
11. How do I embed my reports in my intranet, blog or presentation?

Solutions

1. How can I calculate sales Win Rate % and Loss Rate % from potentials/opportunities?
2. How can I create Year-over-Year or Quarter-over-Quarter or Month-over-Month growth reports?
3. How can I create a Sales Pipeline Funnel Chart?
4. How can I create reports to view Average Sales cycle?
5. How can I create Top 5 or Bottom 5 Sales Person report?
6. How do I create Target (Quota) based reports in Zoho Reports?
7. How can I calculate the Percentage of Potentials Won Out of the Total Leads?
8. How can I calculate a Lead to Potential Conversion rate?
9. How do I calculate the Average Time Taken to Convert a Lead to Potential?
10. How can I calculate the Pofit Margin?
11. How do I calculate the Number of Activities per Account?
12. How do I construct an Inventory Sales Funnel?
13. How can I calculate the Average Duration of a Winning Deal?
14. How can I analyse my sales history to optimize my sales?
15. How do I perform Sales Team analytics ?
16. Marketing Lead Analytics: How do I improve the quality of my leads?

Help & Support

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

General

1. What is Zoho Reports?

Zoho Reports 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 and HTML. 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 CRM to provide advanced analytics on sales pipeline data collected in Zoho CRM
  • 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 friends and colleagues. 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 datacenters.
  • Web APIs (HTTP based & Zoho CloudSQL) to tightly integrate and interact with your business applications
  • Zero maintenance cost & low cost

Also check out the Video on Zoho Reports Overview

2. What is the Zoho Reports Advanced Analytics add-on for Zoho CRM and how does it work?

The Zoho Reports Advanced Analytics add-on for Zoho CRM brings in all the capabilities of Zoho Reports described above to Zoho CRM. It comes with the following features/benefits.

  • A full-featured business intelligence (BI) and reporting tool that can slice & dice your Zoho CRM data to create any report/dashboard you require
  • Pre-packaged set of 100+ reports and dashboards that anyone using Zoho CRM will find great value in
  • Create your own reports and dashboards based on not only your Zoho CRM data but also from any other data source (eg., Excel spreadsheets, Google Adwords, Google Analytics etc.,) that you would wish to combine with your CRM data
  • Collaboratively work with your colleagues when creating new reports/dashboards on your Zoho CRM data
  • Schedule and email your reports whenever your want
  • Export your reports in various file formats such as PDF, Excel, CSV, JPG and HTML.
  • Print or Email reports for offline consumption.

3. Who can subscribe to the Zoho Reports add-on?

All Zoho CRM accounts users (Enterprise, Professional, Standard or free editions) and Zoho CRM Plus users can subscribe to this add-on.

For configuring this add-on in your Zoho CRM account, you will require administrator permission. If you don't have administrator permission in your Zoho CRM account, ask one of your Zoho CRM administrators to configure this add-on for you.

4. What do I get when I subscribe to this add-on?

As a Zoho CRM users, subscribing to this add-on brings you immense benefits. You get to look at your data in Zoho CRM in ways you haven't looked at before. Using this Zoho Reports add-on enables you to do powerful analysis of your CRM data and create insightful reports & dashboards. Like say constructing sales funnels, knowing your sales win/loss rate, knowing your Top 5 / Bottom 5 sales persons, predicting how your sales in different regions is going to be in the following months and quarters, and do much more.

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

5. How does the Zoho Reports add-on for Zoho CRM work?

The Zoho Reports Advanced Analytics Add-on for Zoho CRM works as below.

  • A Zoho CRM administrator chooses to configure the Zoho Reports add-on in his or her Zoho CRM account
  • Selects fields from seven of Zoho CRM's modules - Accounts, Activities (Events, Calls and tasks) Cases, Campaign, Campaign Lead Status, Contacts, Invoices, Leads, Potentials, Potential Stage History, Price Books, Products, Purchase Orders, Quotes, Sales Orders, Vendors and Custom - to be imported to Zoho Reports.
  • The data from his/her Zoho CRM account will be imported into his/her corresponding Zoho Reports account automatically. Depending on the amount of data in the Zoho CRM account, the initial import can take a few minutes to a few hours
  • Then on, the data will be continuously synched between Zoho CRM & Zoho Reports once a day, at a time the administrator chooses it to happen
  • Along with the data from the seven default modules and custom modules, 100+ insightful reports and dashboards are provided by default
  • The Zoho CRM administrator who setup the add-on can share the reports to other CRM users
  • New adhoc reports can be created by the users of the add-on
  • Refer to this slide show to know more about how to setup the Zoho Reports add-on.

6. What are the default reports & dashboards created by Zoho Reports, on setting up this add-on?

When you setup/configure the Zoho Reports add-on, 100+ default reports/dashboards are automatically created. These hand-picked reports will be pretty useful in analyzing your sales performance effectively. For example, sales pipeline report, Top 5/Bottom 5 sales persons report, Win/Loss % report, Sales Prediction report etc.

You can quickly review the default reports that would be created from the Sample Database listed below:
https://reports.zoho.com/ZDBDataSheetView.cc?DBID=779360000000453629

For more details about the reports supported for Zoho Reports Advanced Analytics Add-on for Zoho CRM, refer to Reporting Features section.

Pricing & Trial

1. How much does this add-on cost?

To use the Zoho Reports Advanced Analytics Add-on for Zoho CRM, you need to purchase the Standard Plan or any plan above it in Zoho Reports (Refer to the Zoho Reports pricing page). In case you have purchased Zoho CRM Plus license, then you can avail this add-on free without subscribing to any paid plans in Zoho Reports. You can subscribe to a paid plan in Zoho Reports as follows:

  1. Log in to your Zoho CRM account as an Administrator
  2. Click the 'Reports' tab of Zoho CRM and click the Advanced CRM Analytics powered by Zoho Reports link at the top-right . You will be taken to your Zoho Reports account in a new browser tab.
  3. Click on Subscription link at the top right.
  4. In the Upgrade tab/page, choose Standard Edition or above and subscribe

Note

  • Ensure that you subscribe to the Zoho Reports paid plan, only from the account of the Administrator who setup the Zoho CRM - Zoho Reports Add-on

2. Do you provide trial evaluation for this add-on?

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

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

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

Suppose you subscribe to the Zoho Reports Standard plan, you can privately share the data/reports in your account and collaborate with 4 other persons. Now your Zoho Reports account is said to have 5 users (including yourself).

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

In Zoho Reports, 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 "Contacts", each row would represent a single contact record. The number of rows calculated for pricing, is the sum of all rows/records stored across all your database tables in your Zoho Reports account.

5. How do I purchase this add-on?

The Zoho Reports add-on is available for all users of Zoho CRM. In case you have purchased Zoho CRM Plus license, then you can avail this add-on free without subscribing to any paid plans in Zoho Reports.
Subscribing to the Zoho Reports add-on is easy. Please follow the below steps:

  1. Log in to your Zoho CRM account as an Administrator
  2. Click the 'Reports' tab of Zoho CRM and click the 'Advanced CRM Analytics powered by Zoho Reports' link at the top-right. You will be taken to your Zoho Reports account in a new browser tab
  3. Click on Subscription link at the top right.
  4. In the Upgrade tab/page, choose Standard Edition or above and subscribe

Note

  • Ensure that you subscribe to the Zoho Reports paid plan only from the account of the Administrator who setup the Zoho CRM - Zoho Reports Add-on.

Setup

1. How do I setup the Zoho Reports Add-on in my Zoho CRM account?

Setting up the Zoho Reports add-on is easy. Please follow the below steps:

  1. Login to your Zoho CRM account as an 'Administrator'.
  2. Configure the Zoho Reports add-on trial by clicking Setup -> Zoho Add Ons -> Advanced CRM Analytics
  3. In the Advanced CRM Analytics page, click Configure.
    • In the Zoho Reports Configuration page, do the following:
    • Select fields from  Accounts, Activities (Events, Calls and tasks) Cases, Campaign, Campaign Lead Status Contacts, Invoices, Leads, Potentials, Potential Stage History, Price Books, Products, Purchase Orders, Quotes, Sales Orders, Vendors and Custom modules.
    • Select the custom module and the required fields as needed.
    • Select the Include Potential Stage History fields checkbox if you also want to add stage history data into the reporting database.
    • Select Include (module name) Line Item fields checkbox if you also want to add line items data from the inventory modules into Zoho Reports. This option will only be available for inventory modules.
    • Schedule the synchronization time.
  4. Click Save & Sync Now.

You will be configured for a 15-day Free trial of Zoho Reports. You will receive an email after the data from CRM gets imported into Zoho Reports. After the initial data from CRM gets imported into Zoho Reports, subsequent changes made will automatically get synchronized into Zoho Reports at the scheduled synchronization time.

Refer to the below slide show for instruction with step-by-step instructions.

In case you have purchased Zoho CRM Plus license, then you can avail this add-on free without subscribing to any paid plans in Zoho Reports.
By default when you setup/configure this add-on (as described above) your Zoho Reports account will be automatically setup & subscribed to a 15-day trial of the Standard plan, to enable you to evaluate the integration features. After evaluation you can upgrade your Zoho Reports as follows:

  1. Log in to your Zoho CRM account.
  2. Click the 'Reports' tab of Zoho CRM and click the Advanced CRM Analytics powered by Zoho Reports link at the top-right . You will be taken to your Zoho Reports account in a new browser tab.
  3. Click on Subscription link at the top right.
  4. In the Upgrade tab/page, choose Standard Edition or above and subscribe.

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

After configuring your Zoho CRM account, wait for at least one day for all your Zoho CRM data to be imported into Zoho Reports. You will receive an email when the import/sync is complete and is ready for creating reports over the same.

Once the initial data synchronization is done, subsequent changes you make to your data in Zoho CRM (add, modify, delete records) will automatically be synchronized into Zoho Reports every day at the scheduled time you have specified during setup.

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

The daily import/sync process of your Zoho CRM data can fail sometimes, due to a variety of reasons. And hence you may receive such mails occasionally. No worries. The Zoho Reports team will look into it immediately and get back to you taking the required corrective action.

Setup Process Failed mail will come when there is a failure during the initial Zoho CRM - Zoho Reports add-on setup.

Synchronization Failed mail will come if there is any failure during the data synchronization process, run daily, between Zoho CRM and Zoho Reports, after the initial setup & import is completed successfully.

4. What are the modules in Zoho CRM on which I could create reports using this add-on?

Data from the following six modules of Zoho CRM get synced with Zoho Reports.Accounts

  • Activities (Events, Calls and tasks)
  • Cases
  • Campaign
  • Campaign Lead Status
  • Contacts
  • Invoices
  • Invoice Line Items
  • Leads
  • Potentials
  • Potential Stage History
  • Price Books
  • Products
  • Purchase Orders
  • Purchase Order Line Items
  • Quotes
  • Quote Lines Items
  • Sales Orders
  • Sales Order Line Items
  • Vendors
  • Custom Modules

Each of the above modules is stored as a 'Table' in Zoho Reports. You can create your own reports & dashboards over the above modules.

We plan to support synchronization from other CRM modules too in the near future based on user demand.

5. What are the default fields that will be synchronized from Zoho CRM into Zoho Reports Reporting Database?

Zoho CRM data from the following fields will be synchronized by default into Zoho Reports. You can also include additional columns/fileds to synchronize from Zoho CRM to Zoho Reports as described in the question below.

Module

Fields

Accounts

Account ID

Account Name

Account Owner

Account Owner

Account Type

Created Time

Industry

Website

Calls

Call Start Time

Call Duration (in seconds)

Call Owner

Subject

Call Type

Call Purpose

Billable

Created Time

Modified Time

Campaign

CAMPAIGNID

Campaign Name

Type

Status

Created Time

Modified Time

Start Date

End Date

Expected Revenue

Budgeted Cost

Actual Cost

Campaign Lead Status

CAMPAIGNID

LEADID

Campaign Name

Lead First Name

Lead Last Name

Status

Last Modified Time

Is Lead Active?

Contacts

Contact ID

Last Name

Contact Owner

Email

Lead Source

Mobile

Created Time

Cases

CASEID

Case Owner

Status

Case Origin

Created Time

Modified Time

Days to Closed

Age in Days

Age Tier

Type

Subject

Email

Events

Event Owner

Subject

Start DateTime

End DataTime

Created Time

Modified Time

Invoice

INVOICEID

Invoice Number

Sales Order Id

Invoice Owner Id

Invoice Owner

Invoice Status

Created Date

Modified Date

Account Id

Contact Id

Subject

Sub Total

Discount

Tax

Invoice Line Items

 

INVENTORYRELID

Inventory Id

Product Id

ListPrice

Quantity

Total

Discount

Total After Discount

Tax

Net Total

Product Name

Leads

Lead ID

Last Name

Company

Lead Owner

Email

Mobile

Website

Industry

Lead Source

Lead Status

Created Time

CONVERTED

Potentials

Potential ID

Potential Name

Potential Owner

Created Time

Amount

Expected Revenue

Closing Date

Stage

Type

Lead Source

Probability

Potential Stage History

POTENTIALSTAGEHISTORYID

POTENTIALID

Modified Time

Stage

Stage Duration

Stage Velocity

Products

PRODUCTID

Product Owner Id

Product Owner

Product Name

Product Code

Product Active

Product Manufacturer

Product Category

Cost

Taxable

Commission Rate

Quantity Ordered

Quantity In Stock

Reorder Level

Quantity In Demand

Sales Start Date

Sales End Date

Support Start Date

Support End Date

Created Time

Modified Time

VENDORID

Cost of Stocks in hand

Need Replenishment

Purchase Orders

 

PURCHASEORDERID

Purchase Order Owner Id

Purchase Order Owner

PO Number

Created Date

Modified Date

PO Date

Vendor Id

Contact Id

Status

Excise Duty

Sales Commission

Due Date

Sub Total

Discount

Tax

Gross Total

Adjustments

Purchase Order Line Item

INVENTORYRELID

Purchase Order Id

Product Id

List Price

Quantity

Total

Discount

Total after Discount

Tax

Net Total

Product Name

BOOKID

Quotes

QUOTEID

Quote Owner Id

Quote Owner

Quote Stage

Created Date

Modified Date

Valid Till

Account Id

Contact Id

Potential Id

 

Subject

Sub Total

Discount

Grand Total

Tax

Adjustments

Quotes Lines Items

INVENTORYRELID

Inventory Id

Product Id

Quantity

Total

Discount

Total After Discount

Tax

Net Total

Product Name

List Price

Sales Orders

Quote Id

Sales Order Owner Id

Sales Order Owner

Created Date

Modified Date

Due Date

Account Id

Contact Id

Potential Id

SALESORDERID

Status

Subject

Sub Total

Discount

Tax

Adjustments

Grand Total

Sales Orders Line Items

INVENTORYRELID

Inventory Id

Product Id

Quantity

Total

Discount

Total After Discount

Tax

Net Total

Product Name

List Price

Vendors

INVENTORYRELID

Inventory Id

Product Id

Quantity

Total

Discount

Total After Discount

Tax

Net Total

Product Name

List Price

Tasks

Task Owner

Subject

Created Time

Due Date

Status

Users

User ID

First Name

Last Name

Email

6. Can I add custom columns or new fields?

Yes, you can add custom columns or new fields. Follow the steps given below to synchronize your custom columns into the Advanced Analytics Add-on for Zoho CRM:

  1. Login to your Zoho CRM account.
  2. Click Setup > Apps and Add ons > Zoho Apps.
  3. Select Advanced CRM Analytics. The Advanced CRM Analytics page will open.
  4. Click Configure button. The Zoho Reports Configuration screen will open, listing all the supported modules.
  5. Click the required module. The Fields column will list all the fields available in the module.
  6. Select the checkboxes adjacent to the fields you want to sync with Zoho Reports. Note that default fields will be disabled and you will not be able to deselect them. It is mandatory to sync these fields.
  7. You can also select Custom modules and the required fields.
  8. Schedule the synchronization time and then click Save & Sync Now.

Data will be synced and the new field will be imported into Zoho Reports at the scheduled synchronization time. In case you have already set up the Zoho Reports Add-on in your Zoho CRM account, then you can open the Zoho Reports Configuration screen as given in the following question.

7. How can I edit the Zoho CRM-Reports synchronization setting?

 You can edit the Zoho CRM-Reports Synchronization setting either from Zoho CRM or from Zoho Reports.
From Zoho CRM:

  1. Login to your Zoho CRM account.
  2. Click Setup > Apps and Add ons > Zoho Apps.
  3. Select Advanced CRM Analytics. The Advanced CRM Analytics page will open.
  4. Click Settings link, the Zoho Reports Configuration screen will open.
  5. Modify the settings as required and then click Save. The settings will be modified and data will be synced in the next synchronization interval.

From Zoho Reports:

  1. Open the corresponding Zoho CRM reporting database in Zoho Reports.
  2. In the Explorer tab, click the Zoho CRM button. In the Data Sources tab that opens, click Edit Setup.  
  3. In the Edit Zoho CRM Setup dialog that appears, modify the required fields.
  4. Click Save. The synchronization setting will be modified and data will be synced in the next synchronization interval.

8. How can I synchronize the Zoho CRM-Reports data instantly?

Follow the below steps to synchronize the Zoho CRM-Reports data instantly when needed:

  1. Login to your Zoho Reports account.
  2. Open the Zoho CRM Analytics reporting database.
  3. In the Explorer tab, click the Zoho CRM button. The Data Sources tab will open, displaying the details of the last synchronization.
  4. Click Sync Now. Zoho CRM-Reports data will be instantly synchronized.

Note

  • This option can be used up to five times per day.

9. How do I access the reports created in Zoho Reports?

Once the initial data import/synchronization between Zoho CRM and Zoho Reports is completed successfully, you can start accessing the reports created in Zoho Reports and also create your own reports & dashboards, as described below. If you are the Zoho CRM administrator who configured the Zoho Reports add-on,

  1. Select the Reports tab/module in Zoho CRM.
  2. You will see a 'Advanced CRM Analytics (powered by Zoho Reports)' link at the top right
  3. Clicking the link will open the Zoho CRM Analytics reporting database with all your CRM data and the default reports.

If you are a normal user of Zoho CRM, you will see the Advanced CRM Analytics link only if your administrator has enabled sharing to your account in the Zoho Reports add-on. (Refer How to Share Reports & Dashboards question).

If you are another administrator of your Zoho CRM account, but not the one who setup the reports add-on, you will see the 'Advanced CRM Analytics' link only if the administrator who had setup the add-on, had shared the 'Zoho CRM Reports' database with you. You can also access the reports by logging into your Zoho Reports account in which you have setup the integration.

10. How do I create my own reports with this add-on?

You can easily create your own reports using the Zoho Reports add-on by dragging and dropping the appropriate columns from the data tables (CRM 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 Reports.

Also Refer to the Following Video Demos:

Note

  • For creating your own reports using this add-on, you can do it only if your administrator who has setup this add-on, has shared the tables (that contains the CRM module data) in Zoho Reports to your account. Refer How to Share Reports & Dashboards question.

11. 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 Reports. Refer to the How to Share Reports & Dashboards question.

12. On whose account will the Zoho Reports add-on be setup?

It will be setup in the account of the Zoho CRM Administrator who configures/sets up the Zoho Reports add-on trial. It is this account which will serve as the master admin account of Zoho Reports.

13.Can I setup the Add-on 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 Add-on. You will not be able to trial the tool again.

14. Can I transfer my Zoho Reports add-on 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.

Reporting Feature

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

Zoho Reports supports a wide variety of reports.

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

2. What are the default reports & dashboards created by Zoho Reports, on setting up this add-on?

When you setup/configure the Zoho Reports add-on, 100+ default reports/dashboards are automatically created. These hand-picked reports will be pretty useful in analyzing your sales performance effectively. For example, sales pipeline report, Top 5 / Bottom 5 sales persons report, Win/Loss % report, sales prediction report etc.

You can quickly review the default reports that would be created from the Sample Database listed below:
https://reports.zoho.com/ZDBDataSheetView.cc?DBID=779360000000010452

For more details about the reports supported for Zoho Reports Advanced Analytics Add-on for Zoho CRM, refer to Reporting Features section.

3. Can I modify the default reports that have been created by the Zoho Reports add-on? If so, how?

Yes, you can modify the default reports. If you are the 'Administrator' who set up the Zoho Reports add-on or a 'Database Owner' (Refer Managing Users in Zoho 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, click 'Save' -> 'Save As' and save the report as a new report. You can edit this copied report now.

4. How do I create reports using Zoho Reports with this add-on? 

You can create any type of report with this Zoho Reports add-on. 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 Reports to create the report required. To know more, view this slide show on "How to Create Reports?"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=779360000000453629

5. How to create reports using fields/columns across different modules (example Potentials & Accounts etc)?

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 Zoho Reports?

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

7. What are the default formulas added in the 'Zoho CRM Reports' database, on setting up this add-on?

The below table lists all the default formulas that will be created in the 'Zoho CRM Reports' database by default. You will find these formulas pretty useful, in creating reports & dashboards in Zoho Reports. Also these formulas are used in the reports created by default in your database.

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

Formula Name Formula Type Formula Description
Call Duration (in minutes) Aggregate round(("Call Duration (in seconds)"/60)) Provides the call duration in minutes.

The below table lists all the default formulas that will be created in the Campaign Lead Status table:

Formula Name Formula Type Formula Description

Cost/Lead (CPL)

Aggregate

avg("Campaigns"."Actual Cost")/count("Campaign Lead Status"."Last Modified Time")

Provides the cost spent per lead.

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

Formula Name Formula Type Formula Description
Days to Closed Custom if("Status" = 'Closed',datediff("Modified Time","Created Time"),null) Provides the number of days taken to close the case. If it is not closed, it will return NULL
Age in Days Custom datediff(if("Status" = 'Closed',"Modified Time",now()),"Created Time") Number of days it took for a cases to be closed. If the Closing Date is not available (null), we calculate the days till today from the potential created time.
Age Tier Custom if( "Age in Days" >= 0, if( "Age in Days" <= 60, '1. 0 - 60 days', if( "Age in Days"
<= 120, '2. 61 - 120 days',
if( "Age in Days" <= 180, '3. 121 - 180 days',
if( "Age in Days" <= 360, '4. 181 - 360 days','5. Above 360 days')))), '6. Negative - Not Valid')
Classifies the time spent on a cases to close it, into different time period baskets, e.g., within 60 months, within 120 days etc.,
No. of Closed Cases Aggregate countif("Cases"."Status"='Closed') Provides the count of closed cases.
% of Closed Cases Aggregate ("No. of Closed Cases"/count("Cases"."CASEID"))*100 Provides the percentage of closed cases.

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

Formula Name Formula Type Formula Description

Fulfillment Rate

Aggregate

(countif("Invoices".
"Invoice Status" in ('Delivered'))/
count("Invoices"."INVOICEID"))*100

Provides the percentage of Invoices delivered.

Delivered Invoice
Value

Aggregate

sumif("Invoices".
"Invoice Status"=
'Delivered',"Invoices"."Grand Total")

Provides the value of the delivered invoices.

Discount %

Aggregate

(sum("Invoices"."Discount")/
sum("Invoices"."Sub Total"))*100

Provides the discount percentage offered.

Average Sales
Value

Aggregate

sum("Invoices".
"Grand Total")/
count
(distinct("Invoices"."INVOICEID"))

Provides the average sales value.

The below table lists all the default formulas that will be created in the Invioces Line Item table:

Formula Name Formula Type Formula Description

Sales Volume

Aggregate

count(if("Invoices"."Invoice Status"='Delivered',"Invoices Line Items"."INVENTORYRELID",NULL))

Provides the sales volume count based on delivered invoices.

Sales Value

Aggregate

sum(if("Invoices"."Invoice Status"='Delivered',"Invoices Line Items"."Total",NULL))

Provides the sales value amount based on delivered invoices.

COGS (Cost Of Goods Sold)

Aggregate

sum(if("Invoices"."Invoice Status"='Delivered',"Products"."Cost"*"Invoices Line Items"."Quantity",NULL))

Provides the cost of the goods sold.

Average Sales Value

Aggregate

sum("Invoices"."Grand Total")/count(distinct("Invoices"."INVOICEID"))

Provides the average sales value.

Projected Profit

Aggregate

"Invoices Line Items"."Sales Value"-"Invoices Line Items"."COGS (Cost Of Goods Sold)"

Provides the projected profit.

Average Sales Per Order

Aggregate

"Invoices Line Items"."Sales Value"/count("Invoices"."INVOICEID")

Provides the average sales obtained per order.

Average Profit per Order

Aggregate

"Invoices Line Items"."Projected Profit"/count("Invoices"."INVOICEID")

Provides the average profit obtained per order.

Profit Margin

Aggregate

("Invoices Line Items"."Projected Profit"/"Invoices Line Items"."Sales Value")*100

Provides the profit margin percentage.

Line Fill Rate

Aggregate

(sumif("Invoices"."Invoice Status" in ('Delivered'),"Invoices Line Items"."Quantity",0)/sumif("Invoices"."Invoice Status" not in ('Delivered'),"Invoices Line Items"."Quantity",0))*100

Provides the measure of the ratio of the actual orders filled.

 

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

Formula Name Formula Type Formula Description
Converted Lead Count Aggregate count(if(("Leads"."CONVERTED"=1),"Leads".
"LEADID",NULL))
Provides the count of Leads converted into Potentials.
Activities count Aggregate countif(("Leads"."Activities Involved"=1)) Provides the count of Leads which have one or more Activities involved.

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

Formula Name Formula Type Formula Description
Age in Days Custom datediff(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'.
Age Tier Custom if( "Age in Days" >= 0, if( "Age in Days" <= 60, '1. 0 - 60 days',
if( "Age in Days" <= 120, '2. 61 - 120 days',
if( "Age in Days" <= 180, '3. 121 - 180 days',
if( "Age in Days" <= 360, '4. 181 - 360 days','5. Above 360 days')))),
'6. Negative - Not Valid')
Classifies the time spent on a potential/opportunity to close it, into different time period baskets, e.g., within 60 months, within 120 days etc.,
Amount Tier Custom if( "Amount" >= 0, if( "Amount" <= 10000, '1. 0 - $10K',
if( "Amount" <= 20000, '2. $10,001 - $20K',
if( "Amount" <= 30000, '3. $20,001 - $30K',
if( "Amount" <= 40000, '4. $30,001 - $40K','5. Above 40K')))),
'6. Negative - Not Valid')
Classifying sales based on $ value (amount of sale made), e.g., upto 10,000, 10,001to 20,000, 20,001-30,000 etc
Tasks Only Custom if("Tasks Involved"=1 & "Events Involved"=0 & "Calls Involved"=0,1,0) Provides the list of Potentials which has only associated Tasks and does not contain any Events or Calls.
Events Only Custom  if("Tasks Involved"=0 & "Events Involved"=1 & "Calls Involved"=0,1,0) Provides the list of Potentials which has only associated Events and does not contain any Tasks or Calls.
Calls Only Custom if("Tasks Involved"=0 & "Events Involved"=0 & "Calls Involved"=1,1,0) Provides the list of Potentials which has only associated Calls and does not contain any Tasks or Events.
Won Vs Expected Revenue % Aggregate sumif("Potentials"."Stage"='Closed Won',"Potentials"."Amount")*100/sum
("Potentials"."Expected Revenue")
Ratio of sum of sales won and sum of revenue expected
Lost Deals Count Aggregate count(if("Potentials"."Stage" IN ('Closed Lost',
'Closed Lost to Competition'),
"Potentials"."POTENTIALID",NULL))
Total number of deals lost
Won Deals Count Aggregate scount(if("Potentials"."Stage"='Closed Won',
"Potentials"."POTENTIALID",NULL))
Total number of deals won
Open Deals Count Aggregate count(if("Potentials"."Stage" NOT IN
('Closed Won','Closed Lost','Closed Lost to Competition'),"Potentials"."POTENTIALID",NULL))
Total number of deals open (not yet closed)
Win Rate % Aggregate count(if("Potentials"."Stage"='Closed Won',"Potentials"."POTENTIALID",NULL))*100/
count(if("Potentials"."Stage" IN
('Closed Lost','Closed Lost to Competition','Closed Won'),"Potentials"."POTENTIALID",NULL))
Provides the Win Rate (in %) of sales. This is calculated as a Ratio between number of deals won and total number (won + lost) of deals
Loss Rate % Aggregate count(if("Potentials"."Stage" IN ('Closed Lost',
'Closed Lost to Competition'),
"Potentials"."POTENTIALID",NULL))*100/
count(if("Potentials"."Stage"
IN('Closed Lost',
'Closed Lost to Competition','Closed Won'),"Potentials"."POTENTIALID",NULL))
Provides the rate at which sales are lost (in %). This calculated as a Ratio between number of deals lost and total number (won + lost) of deals
Won Amount Aggregate sumif("Potentials"."Stage"='Closed Won',"Potentials"."Amount") Total amount of sales won (made)
Lost Amount Aggregate sumif("Potentials"."Stage"
IN('Closed Lost','Closed Lost to Competition'),"Potentials"."Amount")
Total amount of sales lost
Avg Deal Size Won Aggregate avgif("Potentials"."Stage"='Closed Won',"Potentials"."Amount",NULL) Average size of sales made
Avg Sales Cycle Aggregate avgif("Potentials"."Stage" IN('Closed Won',
'Closed Lost','Closed Lost to Competition'),
"Potentials"."Age in Days")
The average number of days it takes to close a potential sale (the sale can either be won or lost, but the potential sale shouldn't be in an open state).
Predicted Pipeline Revenue Aggregate "Predicted New Deals Count Next 90 Days"*
"Avg Deal Size Last 365 Days"
Predicts the Sales expected in future, based on current pipeline and past trends.
Predicted New Business - Next 3 Months Aggregate ("Win Rate Percentage Last 365 Days"/100)*
("Avg Deal Size Last 365 Days")*
(("Potentials Created Last 365 Days"*90)/365)
Predicts the sales that could come from new business (new pipeline), calculated based on past trends.
Won Deals Count Last 365 Days Aggregate count(if("Potentials"."Stage"='Closed Won'
AND "Potentials"."Closing Date">
subdate(currentdate(),'365'),
"Potentials"."POTENTIALID",NULL))
Provides the count of deals won in last 365 days.
Lost Deals Count Last 365 Days Aggregate count(if("Potentials"."Stage" IN
('Closed Lost','Closed Lost to Competition')
AND "Potentials"."Closing Date">subdate(currentdate(),'365'),
"Potentials"."POTENTIALID",NULL))
Provides the count of deals lost in last 365 days.
Open Deals Count Next 90 Days Aggregate count(if("Potentials"."Stage" NOT IN
('Closed Won','Closed Lost',
'Closed Lost to Competition')
AND "Potentials"."Closing Date">=currentdate()
AND "Potentials"."Closing Date"<adddate(currentdate(),90),
"Potentials"."POTENTIALID",NULL))
Provides the count of open deals (not closed) whose closing date lies within next 90 days.
Win Rate Percentage Last 365 Days Aggregate ("Won Deals Count Last 365 Days"*100)/
("Won Deals Count Last 365 Days"+
"Lost Deals Count Last 365 Days")
Provides the percentage of deals won in last 365 days.
Avg Deal Size Last 365 Days Aggregate avgif("Potentials"."Stage"='Closed Won'
AND "Potentials"."Closing Date">subdate(currentdate(),'365'),
"Potentials"."Amount")
Provides the average of deals won in last 365 days.
Potentials Created Last 365 Days Aggregate count(if("Potentials"."Created Time">subdate(currentdate(),365),
"Potentials"."POTENTIALID",NULL))
Provides the count of Potentials created in last 365 days.
Predicted New Deals Count Next 90 Days Aggregate ("Win Rate Percentage Last 365 Days"/100)*
"Open Deals Count Next 90 Days"
Predicts the count of Deals expected to be Won in the next 90 days. It is calculated based on Deals Won in the past 365 days.
Activities count Aggregate countif(("Potentials"."Activities Involved"=1)) Provides the count of Leads with any Activity involved.
Activities done % for Potentials Aggregate (countif(("Potentials"."Activities Involved"=1))/count
("Potentials"."POTENTIALID"))*100
Provides the percentage of Potentials which has some activity associated with it.
Potentials without Activities Aggregate countif(("Potentials"."Activities Involved"=0),"Potentials"."POTENTIALID",0) Provides the count of Potentials without any Activities involved.
Tasks Only % Aggregate (countif(("Potentials"."Tasks Only"=1)&("Potentials"."Stage"='Closed Won'))/countif("Potentials"."Tasks Only"=1))*100 Provides the percentage of Won Deals which has only Tasks involved/associated.
Events Only % Aggregate (countif(("Potentials"."Events Only"=1)&("Potentials"."Stage"='Closed Won'))/
countif(("Potentials"."Events Only"=1)))*100
Provides the percentage of Won Deals which are only associated Events.
Calls Only % Aggregate (countif(("Potentials"."Calls Only"=1)&("Potentials"."Stage"='Closed Won'))/
countif(("Potentials"."Calls Only"=1)))*100>
Provides the percentage of Won Deals which are only associated Calls
Combined Activities % Aggregate (countif(("Potentials"."Activities Involved"=1)
&("Potentials"."Tasks Only"=0)&("Potentials"."Events Only"=0
)&("Potentials"."Calls Only"=0)&("Potentials"."Stage"='Closed Won'))/countif(("Potentials"."Activities Involved"=1)&
("Potentials"."Tasks Only"=0)
&("Potentials"."Events Only"=0)&
("Potentials"."Calls Only"=0)))*100
Provides the percentage of Won Deals which have one or more associated Activities.
No Activities % Aggregate (countif(("Potentials"."Activities Involved"=0)&
("Potentials"."Stage"='Closed Won'))/countif(("Potentials"."Activities Involved"=0)))*100
Provides the percentage of Won Deals which does not have any activities involved.

The below table lists all the default formulas that will be created in the Potential Activities Query table:

Formula Name Formula Type Formula Description
Activities per Won Deal Aggregate count("Potential_Activities"."ACTIVITYID")/
count(distinct("Potential_Activities"."Won Potential"))
Provides the count of Activities (Tasks, Events and Calls) involved to win a deal.
Tasks per Won Deal Aggregate countif("Potential_Activities"."Activity"='Tasks')/
count(distinct("Potential_Activities"."Won Potential"))
Provides the count of Tasks involved to win a deal.
Events per Won Deal Aggregate countif("Potential_Activities"."Activity"='Events')/
count(distinct("Potential_Activities"."Won Potential"))
Provides the count of Events scheduled to win a deal.
Calls per Won Deal Aggregate countif("Potential_Activities"."Activity"='Calls')/
count(distinct("Potential_Activities"."Won Potential"))
Provides the count of calls made to win a deal.
Won Deals % Aggregate (count(distinct("Potential_Activities"."Won Potential"))/
count("Potential_Activities"."ACTIVITYID"))*100
Provides the percentage of Activities involved for the Won Potentials.
Cost/Potential (CPP) Aggregate avg("Campaigns"."Actual Cost")/count("Potentials"."POTENTIALID") Provides the average cost involved per potential.
ROI Aggregate (("Potentials"."Won Amount"-avg("Campaigns"."Actual Cost"))/avg("Campaigns"."Actual Cost"))*100 Provides the amount of return on an investment relative to the investment’s cost.
Avg. time taken to convert a Lead to Potential Aggregate sum(datediff("Potentials"."Created Time","Leads"."Created Time"))/count("Potentials"."LEADID") Provides the average time taken to convert a lead into a potential.
Cost/Won Potential (CPWP) Aggregate avg("Campaigns"."Actual Cost")/countif("Potentials"."Forecast Type"='Won') Provides the average cost spent for a won potential.

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

Formula Name Formula Type Formula Description

Cost of Stocks in hand

Custom

("Cost" * "Quantity In Stock")

Provides the cost of stocks in hand.

Need Replenishment

Custom

if("Quantity In Stock"
< "Reorder Level",'Yes','No')

Returns ‘Yes’ if the Product need replenishment, ‘No’ other wise.

Quantity In Hand

Aggregate

sumif("Products"."Product Active"='Yes',"Products"."Quantity In Stock")

Provides the stock available in hand.

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

Formula Name Formula Type Formula Description

Avg. Purchase Value

Aggregate

sum("Purchase Orders"."Gross Total")/count(distinct("Purchase Orders"."PURCHASEORDERID"))

Provides the average purchase value.

Discount %

Aggregate

(sum("Purchase Orders"."Discount")/sum("Purchase Orders"."Sub Total"))*100

Provides the percentage of discount got from purchases.

The below table lists all the default formulas that will be created in the Purchase Order line Item table:

Formula Name Formula Type Formula Description

Purchase Value

Aggregate

sumif("Purchase Orders"."Status" in ('Delivered'),"Purchase Orders Line Items"."Total",0)

Provides the total purchase value.

Purchase Volume

 

count(if("Purchase Orders"."Status" in ('Delivered'),"Purchase Orders Line Items"."INVENTORYRELID",NULL))

Provides the purchase volume.

Discount %

Aggregate

(sum("Purchase Orders Line Items"."Discount")/sum("Purchase Orders Line Items"."Total"))*100

Provides the percentage of discount got from purchases.

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

Formula Name Formula Type Formula Description

Sales Status

Aggregate

if("Quote Stage" in ('Closed Won','Confirmed'),
'Won',if("Quote Stage" in ('Closed Lost'),'Lost','Open'))

Provides the sales status.

Open Quotations

Aggregate

countif("Quotes"."Quote Stage" not in ('Closed Won','Closed Lost','Confirmed'))

Provides the count of open quotations.

Won Quotes Count

Aggregate

countif("Quotes"."Quote Stage" in ('Closed Won','Confirmed'))

Provides the count of open quotes.

Lost Quotes Count

Aggregate

countif("Quotes"."Quote Stage" in ('Closed Lost'))

Provides the count of lost quotes.

Won Quotes Amount

Aggregate

sumif("Quotes"."Quote Stage" in ('Closed Won','Confirmed'),
"Quotes"."Grand Total")

Provides the won quotes amount.

Quotes Win Rate %

Aggregate

countif("Quotes"."Quote Stage" in ('Closed Won','Confirmed'),
"Quotes"."QUOTEID")/count("Quotes"."QUOTEID")*100

Provides the quotes won rate percentage.

Lost Quotes Amount

Aggregate

sumif("Quotes"."Quote Stage" in ('Closed Lost'),"Quotes"."Grand Total")

Provides the lost quotes amount.

Open Quotes Amount

Aggregate

sumif("Quotes"."Quote Stage" NOT IN ('Closed Lost','Closed Won'),"Quotes"."Grand Total")

Provides the open quotes amount.

The below table lists all the default formulas that will be created in the Quotes Line Item table:

Formula Name Formula Type Formula Description

Quotes Won Count

Aggregate

count(if("Quotes"."Quote Stage" in ('Closed Won','Confirmed'),"Quotes Line Items"."INVENTORYRELID",NULL))

Provides the count of quotes won.

Quotes Won Amount

Aggregate

sum(if("Quotes"."Quote Stage" in ('Closed Won','Confirmed'),"Quotes Line Items"."Total",NULL))

Provides the quotes won amount.

COGS (Cost Of Goods Sold)

Aggregate

sum("Products"."Cost"*"Quotes Line Items"."Quantity")

Provides the cost of goods sold.

Projected Profit

Aggregate

sum("Quotes Line Items"."Net Total")-"Quotes Line Items"."COGS (Cost Of Goods Sold)"

Provides the projected profit.

Avg. Sales per Order Won

Aggregate

"Quotes Line Items"."Quotes Won Amount"/count("Quotes"."QUOTEID")

Provides the average sales per order won.

Avg. Value per Quote

Aggregate

"Quotes Line Items"."Projected Profit"/count("Quotes"."QUOTEID")"Quotes Line Items"."Quote Id"

Provides the average value per quotes.

Profit %

Aggregate

("Quotes Line Items"."Projected Profit"/"Quotes Line Items"."Quotes Won Amount")*100

Provides the percentage of profit.

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

Formula Name Formula Type Formula Description

Is Delayed?

Aggregate

if(datediff(currentdate( ),"Due Date") < 0 AND "Status" NOT LIKE 'Cancelled', 'Yes', 'No')

Specifies whether sales order is delayed or not.

Age in Days

Aggregate

if("Is Delayed?"='Yes',datediff(currentdate( ),"Created Time"),datediff("Due Date","Created Time"))

Provides the difference between sales order created time and current date, if the order is delayed.

Age Tier

Aggregate

if( "Age in Days" >= 0, if( "Age in Days" <= 60, '1. 0 - 60 days', if( "Age in Days" <= 120, '2. 61 - 120 days', if( "Age in Days" <= 180, '3. 121 - 180 days', if( "Age in Days" <= 360, '4. 181 - 360 days','5. Above 360 days')))), '6. Negative - Not Valid')

Classifies the time spent on a sales order to close it, into different time period baskets, e.g., within 60 days months, within 120 days etc.,

Order fulfillment Rate

Aggregate

(countif("Sales Orders"."Status" in ('Delivered'))/count("Sales Orders"."SALESORDERID"))*100

Provides percentage of order fulfillment rate in percentage.

Cancellation Rate

Aggregate

(countif("Sales Orders"."Status" in ('Cancelled'))/count("Sales Orders"."SALESORDERID"))*100

Provides the cancellation rate in percentage.

The below table lists all the default formulas that will be created in the Sales Order line Item table:

Formula Name Formula Type Formula Description

Sales Orders Delivered Count

Aggregate

count(if("Sales Orders"."Status"='Delivered',"Sales Orders Line Items"."INVENTORYRELID",NULL))

Provides the count of sales order delivered.

Sales Orders Delivered Value

Aggregate

sum(if("Sales Orders"."Status"='Delivered',"Sales Orders Line Items"."Total",NULL))

Provides the delivered sales order value.

COGS (Cost Of Goods Sold)

Aggregate

sum(if("Sales Orders"."Status"='Delivered',"Products"."Cost"*"Sales Orders Line Items"."Quantity",NULL))

Provides the costs of goods sold.

Projected Profit

Aggregate

"Sales Orders Line Items"."Sales Orders Delivered Value"-"Sales Orders Line Items"."COGS (Cost Of Goods Sold)"

Provides the projected profit.

Avg. Sales Value

Aggregate

"Sales Orders Line Items"."Sales Orders Delivered Value"/count("Sales Orders"."SALESORDERID")

Provides the average sales value.

Avg. Profit Value

Aggregate

"Sales Orders Line Items"."Projected Profit"/count("Sales Orders"."SALESORDERID")

Provides the average profit value.

Profit Margin

Aggregate

("Sales Orders Line Items"."Projected Profit"/"Sales Orders Line Items"."Sales Orders Delivered Value")*100

Provides profit margin in percentage.

Line Fill Rate

Aggregate

(sumif("Sales Orders"."Status" in ('Delivered'),"Sales Orders Line Items"."Quantity",0)/sumif("Sales Orders"."Status" not in ('Delivered'),"Sales Orders Line Items"."Quantity",0))*100

Provides the measure of the ratio of the actual orders filled.

Units Per Transaction

Aggregate

sum("Sales Orders Line Items"."Quantity")/count("Sales Orders Line Items"."INVENTORYRELID")

Provides the number of Products per Order.

Inventory vs Sales Order Unit Difference

Aggregate

sum("Products"."Quantity In Stock")-sum("Sales Orders Line Items"."Quantity")

Provides the sales order unit difference against the inventory.

Products per Transaction

Aggregate

count("Sales Orders Line Items"."Product Id")/count("Sales Orders"."SALESORDERID")"Sales Orders Line Items"."Product Name"

Provides the count of products per transaction.

Inventory Value vs Approved SO

Aggregate

sum("Products"."Cost of Stocks in hand")/sumif("Sales Orders"."Status"='Approved',"Sales Orders Line Items"."Net Total")

Provides the ratio of the inventory on hand to the value of the approved Sales Orders.

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

Formula Name Formula Type Formula Description
Overdue Tasks Aggregate countif(("Tasks"."Due Date"<now()) and ("Tasks"."Status"!='Completed')) Provides the count of Tasks which are not completed
Overdue Days Aggregate sumif(("Tasks"."Due Date"<now() and "Tasks"."Status"!='Completed'),
datediff(now(),"Tasks"."Due Date"),0)
Provides the number of overdue days of the overdue tasks.
Avg Overdue Days Aggregate avgif(("Tasks"."Due Date"<now() and "Tasks"."Status"!='Completed'),
datediff(now(),"Tasks"."Due Date"),0)
Provides the average overdue days.
Overdue % Aggregate ("Overdue Tasks"/count("Tasks"."TASKID"))*100 Provides the percentage of Overdue Tasks.
Completed Tasks Aggregate countif("Tasks"."Status"='Completed') Provides the count of Tasks which are completed.

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

Refer to the Adding Formulas in Zoho Reports help page. You can also read this blog post on aggregate formulas in Zoho Reports.

9. Can I add/modify data in the Zoho CRM modules (tables) within Zoho Reports?

No, you cannot. Data from Zoho CRM modules gets automatically synched into Zoho Reports. You cannot edit any of this data or add new data records from within Zoho Reports.

10. Can I add new columns to the Zoho CRM modules (tables) within Zoho Reports?

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 in Zoho Reports to know more.

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

Yes, you can add new data tables. Click New > New Table and you can add new tables to the existing Zoho CRM reporting database.

With this feature, you can import new data or add them manually into your reporting database to analyze and create reports combining this with the Zoho CRM data. You can import data from files like Excel, HTML and CSV. You can also import data from local databases like Oracle, SQL Server, DB2, MySQL, PostgreSQL and MS Access.

Refer:

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

Yes, you can combine data from your other sources with your Zoho CRM data for analysis. For example, combine Zoho CRM Leads data with your Marketing Campaign information that you might have stored in Google Drive.

To do this, you need to add/import a new data table into the Zoho CRM reporting database as explained in the previous question and then define a look-up to join it with the synchronized table from Zoho CRM. Refer this video demo to know more about how to define a look-up column and auto-join tables for reporting.

Alternatively you can also join data between tables using "Query Tables". (Refer this video demo)

Note

  • You can only define a look-up between a synchronized table from Zoho CRM and your custom table. It is not possible to define look-ups in between synchronized tables, as they are already joined by Zoho Reports.

13. What are Query Tables?

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

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

Yes, you can join data from multiple tables to create the reports. Refer to Joining Tables in Zoho Reports for detailed help on this.

15. What happens when I rename a module in Zoho CRM?

When you rename a module in Zoho CRM, it will automatically get updated in Zoho Reports as well.

Users, Sharing & Collaboration

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

You can easily share the default reports provided in the Zoho Reports add-on and also the reports you create using the share option. Refer to Sharing and Collaboration help page to learn more.

Once you privately share a report to your colleagues they will be able to access the same as you do, following the steps below:

  1. Log into their Zoho CRM account
  2. Select the Reports tab/module in Zoho CRM
  3. Click on the Advanced CRM Analytics (powered by Zoho Reports) link at the top right.
  4. Clicking the link will open the Zoho CRM Reports reporting database in a new browser tab.
  5. Users will be able access the reports & data shared to them.

Note

  • If you share the data tables in the Zoho CRM reporting database to users, they will be able to create their own reports over the same.
  • If you add a user as a Database Owner in the Zoho CRM reporting database created in Zoho Reports (Refer Managing Users in Zoho Reports, to know how to add Database Owners), the user will be able access all the data & reports, create new reports and do any operation that you could do on the reporting database.

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

When a Zoho CRM Administrator configures the Zoho CRM - Zoho Reports add-on, the tables and reports will be available only to him/her, by default. The Administrator has to share the 'Zoho CRM Reports' database with other members of the organization. Only then will the default reports be accessible by those members. Let's say the Administrator has shared the database with other members in the organization. And a member creates his/her own reports. Those reports will be available only to him/her alone, unless he/she shares them with others.

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

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

The Zoho CRM Administrator who setup the add-on should share the tables present in 'Zoho CRM Reports' database with other members of the organization. Once this is done, the shared users can create reports based on those tables.

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

Note

  • If you add a user as a Database Owner in the Zoho CRM reporting database created in Zoho Reports (Refer Managing Users in Zoho Reports, to know how to add Database Owners), the user will be able access all the data & reports, create new reports and do any operation that you could do on the reporting database

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

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

1. Administrator (Master Admin): The Zoho CRM Administrator who had setup the add-on will also be the administrator of the Zoho Reports account

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

3. User: A user has the least privilege in the hierarchy. Unless the Administrator or a Database Owner shares a table with a user, the user cannot create any reports on his/her own. Also, an Administrator/Database Owner can decide to set specific permissions when sharing a report (Read Only, Export Data, View Underlying Data, 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 Reports, to know more about different user roles in Zoho Reports. 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. If the user being shared to is a database owner, he/she 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 this help documentation to know how this can be done.

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

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

  1. Open the table or report that you want to print
  2. Click the 'Export' button.
  3. You can export the table/report in a variety of file formats like CSV. XLS, PDF, HTML and image.
  4. Choose the format you want and save the file to your desktop
  5. Open the file 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 Reports in a scheduled manner?

If you are the Administrator of the Zoho Reports add-on or a 'Database Owner', 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 Reports
  2. Select Email > Email this View from the toolbar
  3. Follow the instructions in the screen and provide the required input to setup a email schedule

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

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

  • Charts
    • CSV/XLS
    • PDF
    • HTML
    • PNG/JPEG
  • Pivot/Tabular views
    • CSV/XLS
    • PDF
    • HTML
  • Dashboards
    • PDF
    • HTML

You can export a report/dashboard in Zoho Reports as follows

  1. Select the Report/Dashboard to be exported in Zoho Reports
  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. Can I embed reports/dashboards as a Web Tab in Zoho CRM? If yes how ?

Yes, you can embed reports or dashboards as Web Tabs in Zoho CRM using the URL/Permalink for this view option available in Zoho Reports. By default, the Web Tabs functionality in Zoho CRM is available only to the users with Administrator privilege. To create a new Web Tab, follow the steps below:

  • Login to your Zoho CRM Account.
  • Click Setup -> Customization -> Web Tabs
  • Click on the Create Web Tab button
  • Then provide a name for the Web Tab 
  • In the link field copy/paste the URL of the associated report or dashboard from the URL/Permalink for this view dialog.

Note 

  • In order to get the URL of the associated report or dashboard, Login to Zoho Reports and open the associated CRM reporting database
  • Open the report/dashboard that you wish to embed
  • Click the Publish icon in the top right corner of the report/dashboard and select URL/Permalink for this view
  • You can select the Access Permissions and also Specify the Filter Criteria in this Access URL dialog
  • Copy this code and paste it in the link field as discussed above (to know more, refer URL/Permalink for this view)
  • Click on the Save button.
  • Now, this Web Tab name would be listed as one of the modules in your Zoho CRM as shown in the below snapshot

 

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

To Embed your report/dashboard in a Website/Blog, follow the below steps:

  • Open the report/dashboard that you wish to embed.
  • Click on the publish icon and select Embed in a Website/Blog
  • In the Embed snippet for dialog, select the necessary options for customization..
  • You may also specify a filter criteria if needed
  • Access with login, prompts the user to enter his login credentials to view the report/dashboard. Also, the database owner/administrator should have shared the report with the user
  • Access without login does not require the user to login, the report would be publicly accessible to anyone.
  • Once you select the necessary options copy the HTML snippet and paste it in your website/blog, wherever you wish to embed the report.

 Refer Embedding in Web Pages/Blogs to know more about this.

Solutions

1. How can I calculate sales Win Rate % and Loss Rate % from potentials/opportunities?

2. How can I create Year-over-Year or Quarter-over-Quarter or Month-over-Month growth reports?

3. How can I create a Sales Pipeline Funnel Chart?

4. How can I create reports to view Average Sales Cycle?

5. How can I create Top 5 or Bottom 5 Sales person report?

6. How do I create Target (Quota) based reports in Zoho Reports?

7. How can I calculate the Percentage of Potentials Won Out of the Total Leads?

8. How can I calculate a Lead to Potential Conversion Rate?

9. How do I calculate the Average Time taken to Convert a Lead to Potential?

10. How can I calculate the Profit Margin?

11. How do I calculate the Number of Activities per Account?

12. How do I construct an Inventory Sales Funnel?

13. How can I calculate the Average Duration of a Winning Deal?

14. How can I analyse my sales history to optimize my sales?

In CRM, the analysis of sales history by stages plays a vital part. A sales stage history gives you the number of potentials in each stage for a particular time period. The Advanced Analytics add-on for Zoho CRM auto generates reports such as number of potentials in each stages, stage-wise conversion, average duration of won or lost deals etc. Read our blog "Sales Pipeline Optimization through Stage History Analysis" to know more.

15. How do I perform sales team analytics?

You can create various reports to analyze the performance of your sales team. For example, you can create a funnel chart to depict how each sales person has fared in converting the potentials from one stage to another or you can create a pivot to examine the overall performance of the team in terms of the revenue generated and revenue lost. Read our blog "The Essential Sales Analytics Reports – Sales team" Analytics to know more.

16. Marketing Lead Analytics: How do I improve the quality of my leads?

Improving the quality of your leads directly influences the sales. Integrating lead management process with data analytics can bring in quality leads for your company. Read our blog "Marketing Lead Analytics with Advanced CRM Analytics" to learn how!

Help & Support

1. How do I get technical support on Zoho Reports add-on?

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 add-on to me?

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


Related Topics

Sharing | Publishing | Export and Email | Charts | Pivot Table | Tabular View | Video Demo 

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