Zoho CRM


Zoho CRM Advanced Analytics

The Zoho Reports Advanced Analytics connector 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 for Zoho CRM and how does it work?
  3. Who can subscribe to this Zoho Reports connector?
  4. What do I get when I subscribe to this connector?
  5. What are the benefits of using the Zoho CRM Advanced Analytics over the Reporting module in Zoho CRM?

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 Zoho CRM Advanced Analytics?
  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 advanced analytics connector?
  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 connector?
  11. Who has access to the reports I create?
  12. On whose account will the Zoho Reports 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 Reports connector 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 connector?
  3. Can I modify the default reports that have been created by the Zoho Reports connector? If so, how?
  4. How do I create reports using fields/columns across different modules (example Potentials & Accounts etc)?
  5. What are 'Formulas' in reports?
  6. What are the default formulas added by Zoho Reports, on setting up this connector?
  7. How do I create my own custom formulas in Zoho Reports?
  8. Can I add/modify data in the Zoho CRM modules (tables) within Zoho Reports?
  9. Can I add new columns to the Zoho CRM modules (tables) within Zoho Reports?
  10. Can I add new data tables in this reporting database to create reports & dashboards?
  11. Can I combine data from other sources with the data from Zoho CRM to create reports and dashboards?
  12. Can I combine my Zoho CRM and Zoho Books data?
  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. 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?

Cross Functional Analytics with Zoho Applications

  1. What are the Zoho applications that I can combine with Zoho CRM for Advanced Analytics?
  2. How can I analyze the data from the Zoho apps along with Zoho CRM?
  3. Will a relationship be created between Zoho CRM and the applications that I integrate Zoho CRM with?
  4. How do I integrate Zoho Books and Zoho CRM?
  5. How do I integrate Zoho Desk and Zoho CRM?
  6. How do I integrate Zoho Projects/ Bugtracker/Creator/Recruit along with Zoho CRM?

Cross Functional Analytics with Popular Third Party Business Applications

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

Help

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

Solution Catalog

You can access a catalog of useful solutions that will guide you in creating reports for widely asked Key Sales Performance metrics over the Zoho CRM data. Click to learn more

General

1. What is Zoho Reports?

Zoho Reports is an on-demand reporting and business intelligence solution that helps you derive insights on your business data through its powerful reporting and analytical capabilities. You can create dynamic reports in minutes, with no IT help.

It offers the following important capabilities:

Also check out our Getting Started Video

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

Zoho CRM Advanced Analytics connector enables you to import your CRM data into Zoho Reports for advanced reporting and analysis. This connector brings in all the capabilities of Zoho Reports described above to Zoho CRM users. 

3. Who can subscribe to the Zoho Reports connector?

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

For configuring this connector 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 connector for you.

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

As a Zoho CRM users, subscribing to this connector 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 connector 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. What are the benefits of using the Zoho CRM Advanced Analytics over the inbuilt Reporting module in Zoho CRM?

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

Reporting Module in Zoho CRMZoho CRM Advanced Analytics
Users can create only tabular, summary and matrix reports.It offers over 25+ chart types along with pivot, summary and tabular views.
Does not support 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.
Can combine and create reports by joining a maximum of 3 modules.All the modules in Zoho CRM 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 etcAutomatically links the data from Zoho CRM data with the data from Zoho Books & Zoho Invoice for advanced reporting and analysis. For example, users can create reports like deals to invoice funnel, Open invoices by amount and count etc using the data from Zoho Books and Zoho CRM.
The reports that you create can be shared only to the users within the organization.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 Reports 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.

Given the advantages, we would recommend you to use the Zoho CRM advanced analytics connector.

Pricing & Trial

1. How much does this connector cost?

To use the Zoho Reports Advanced Analytics connector for Zoho CRM, you need to purchase a paid plan in Zoho Reports (Refer to the Zoho Reports pricing page). In case you have purchased Zoho CRM Plus license, then you can avail this connector free without subscribing to any paid plans in Zoho Reports. Please refer to this help link to know how to purchase a paid plan.

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 connector

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 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.

Setup

1. How do I setup the Zoho Reports connector in my Zoho CRM account?

You can set up the Zoho Reports connector connector either from Zoho CRM or from Zoho Reports.

1. From Zoho CRM

2. From Zoho Reports

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

After configuring your Zoho CRM account, you might have to wait for some time for the initial fetch to happen. 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 import/sync process of your Zoho CRM data can fail sometimes, due to a variety of reasons. Hence you may receive such mails occasionally. The Zoho Reports 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 CRM button (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 CRM and Zoho Reports, 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. What are the modules in Zoho CRM on which I could create reports using this advanced analytics connector?

Data from the following 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

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/fields to synchronize from Zoho CRM to Zoho Reports as described in the question below.

Accounts - Account ID, Account Name, 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 - Campaign ID, Campaign Name, Type, Status, Created Time, Modified Time, Start Date, End Date, Expected Revenue, Budgeted Cost, Actual Cost,

Campaign Lead Status Campaign ID, Lead ID, 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 - Case ID, 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 Date and Time, End Date and Time, Created Time, Modified Time

Invoice - Invoice ID, 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 - Inventory Feild, 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 - Product ID, 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, Vendor ID, Cost of Stocks in hand, Need Replenishment

Purchase Orders - Purchase Order ID, 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 - Inventory rel ID, Purchase Order Id, Product Id, List Price, Quantity, Total, Discount, Total after Discount, Tax, Net Total, Product Name, Book ID

Quotes Quote ID, 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 - Inventory Rel ID, 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 - Inventory Rel ID, 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 connector for Zoho CRM:

From Zoho CRM:

  1. Login to your Zoho CRM account.
  2. Click the Settings icon in the top right corner.
  3. Click Setup > Zoho
  4. Select the Manage button under Advanced CRM Analytics section. The Advanced CRM Analytics page will open.
  5. The Zoho Reports Configuration screen will open, listing all the supported modules.
  6. Click the required module. The Fields column will list all the fields available in the module.
  7. Select the check boxes 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.
  8. You can also select Custom modules and the required fields.
  9. 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 connector in your Zoho CRM account, then you can open the Zoho Reports Configuration screen as given in the following question.

From Zoho Reports:

You can select the custom fields at the time of the setup. If you have already setup the connector, follow the below steps. 

  • Log in to Zoho Reports
  • Open the Zoho CRM advanced analytics reporting database.
  • Click the Zoho CRM button in the Explorer tab (or Data Sources button - in the case where the database contains multiple connector setups).
  • In the Data Sources tab that opens, click the Edit Setup link.
  • Select the Custom Modules and the corresponding fields.
  • Click Save.

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 the Settings icon in the top right corner.
  3. Click Setup > Zoho
  4. Select the Manage button under Advanced CRM Analytics section. The Advanced CRM Analytics page will open.
  5. Click Settings link, the Zoho Reports Configuration screen will open.
  6. 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?

Zoho Reports allows you to frequently synchronize your data such that, you will have the latest data in your Zoho CRM Advanced Analytics database. If you are a basic plan user, you will be able to synchronize your data only once every day. 

If you are a user of the Standard plan or above, you can synchronize your data at one of the following intervals:

  • Every day
  • 3 hours 
  • 6 hours 
  • 12 hours

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 connector,

  1. Select the Reports tab/module in Zoho CRM.
  2. You will see an '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 connector. (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 connector, you will see the 'Advanced CRM Analytics' link only if the administrator who had setup the connector, 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 connector?

Also refer:

Note
  • For creating your own reports using this connector, you can do it only if your administrator who has setup this connector, 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 theSharing options available in Zoho Reports. Refer to the How to Share Reports & Dashboards question.

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

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

13.Can I setup 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 Reports 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.

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
    • Bubble
  • 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 connector?

When you setup/configure the Zoho Reports connector, 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 from the Zoho CRM Advanced Analytics Sample database.

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

Yes, you can modify the default reports. If you are the 'Administrator' who set up the Zoho Reports connector 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 the 'Save As' icon and save the report as a new report. You can edit this copied report now.

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

Columns from across different tables that are related through a lookup column can be dragged and dropped to create a report. Refer to this help documentation to know how to join tables.

Refer to this presentation to know how to create reports.

5. 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.

6. What are the default formulas added in the 'Zoho CRM Reports' database, on setting up this connector?

You can also add your own formulas to derive your own calculations. Do refer to Adding Formulas in Zoho Reports help page. You can view these formulas by opening the corresponding table and selecting Add > Edit.

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

Formula NameFormula TypeFormulaDescription
Call Duration (in minutes)Aggregateround(("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 NameFormula TypeFormulaDescription

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 NameFormula TypeFormulaDescription
Days to ClosedCustomif("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 DaysCustomdatediff(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 TierCustomif( "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 CasesAggregatecountif("Cases"."Status"='Closed')Provides the count of closed cases.
% of Closed CasesAggregate("No. of Closed Cases"/count("Cases"."CASEID"))*100Provides the percentage of closed cases.

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

Formula NameFormula TypeFormulaDescription

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 NameFormula TypeFormulaDescription

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 NameFormula TypeFormulaDescription
Converted Lead CountAggregatecount(if(("Leads"."CONVERTED"=1),"Leads".
"LEADID",NULL))
Provides the count of Leads converted into Potentials.
Activities countAggregatecountif(("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 NameFormula TypeFormulaDescription
Age in DaysFormula Columndatediff(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 TierFormula Columnif( "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 TierFormula Columnif( "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 OnlyFormula Columnif("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 OnlyFormula Column 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 OnlyFormula Columnif("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 %Aggregatesumif("Potentials"."Stage"='Closed Won',"Potentials"."Amount")*100/sum
("Potentials"."Expected Revenue")
Ratio of sum of sales won and sum of revenue expected
Lost Deals CountAggregatecount(if("Potentials"."Stage" IN ('Closed Lost',
'Closed Lost to Competition'),
"Potentials"."POTENTIALID",NULL))
Total number of deals lost
Won Deals CountAggregatescount(if("Potentials"."Stage"='Closed Won',
"Potentials"."POTENTIALID",NULL))
Total number of deals won
Open Deals CountAggregatecount(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 %Aggregatecount(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 %Aggregatecount(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 AmountAggregatesumif("Potentials"."Stage"='Closed Won',"Potentials"."Amount")Total amount of sales won (made)
Lost AmountAggregatesumif("Potentials"."Stage"
IN('Closed Lost','Closed Lost to Competition'),"Potentials"."Amount")
Total amount of sales lost
Avg Deal Size WonAggregateavgif("Potentials"."Stage"='Closed Won',"Potentials"."Amount",NULL)Average size of sales made
Avg Sales CycleAggregateavgif("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 RevenueAggregate"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 MonthsAggregate("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 DaysAggregatecount(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 DaysAggregatecount(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 DaysAggregatecount(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 DaysAggregate("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 DaysAggregateavgif("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 DaysAggregatecount(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 DaysAggregate("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 countAggregatecountif(("Potentials"."Activities Involved"=1))Provides the count of Leads with any Activity involved.
Activities done % for PotentialsAggregate(countif(("Potentials"."Activities Involved"=1))/count
("Potentials"."POTENTIALID"))*100
Provides the percentage of Potentials which has some activity associated with it.
Potentials without ActivitiesAggregatecountif(("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))*100Provides 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 NameFormula TypeFormulaDescription
Activities per Won DealAggregatecount("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 DealAggregatecountif("Potential_Activities"."Activity"='Tasks')/
count(distinct("Potential_Activities"."Won Potential"))
Provides the count of Tasks involved to win a deal.
Events per Won DealAggregatecountif("Potential_Activities"."Activity"='Events')/
count(distinct("Potential_Activities"."Won Potential"))
Provides the count of Events scheduled to win a deal.
Calls per Won DealAggregatecountif("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)Aggregateavg("Campaigns"."Actual Cost")/count("Potentials"."POTENTIALID")Provides the average cost involved per potential.
ROIAggregate(("Potentials"."Won Amount"-avg("Campaigns"."Actual Cost"))/avg("Campaigns"."Actual Cost"))*100Provides the amount of return on an investment relative to the investment’s cost.
Avg. time taken to convert a Lead to PotentialAggregatesum(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)Aggregateavg("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 NameFormula TypeFormulaDescription

Cost of Stocks in hand

Formula Column

("Cost" * "Quantity In Stock")

Provides the cost of stocks in hand.

Need Replenishment

Formula Column

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 NameFormula TypeFormulaDescription

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 NameFormula TypeFormulaDescription

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 NameFormula TypeFormulaDescription

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 NameFormula TypeFormulaDescription

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 NameFormula TypeFormulaDescription

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 NameFormula TypeFormulaDescription

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 NameFormula TypeFormulaDescription
Overdue TasksAggregatecountif(("Tasks"."Due Date"<now()) and ("Tasks"."Status"!='Completed'))Provides the count of Tasks which are not completed
Overdue DaysAggregatesumif(("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 DaysAggregateavgif(("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"))*100Provides the percentage of Overdue Tasks.
Completed TasksAggregatecountif("Tasks"."Status"='Completed')Provides the count of Tasks which are completed.

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

Refer to the Adding Formulas in Zoho Reports help page. 

8. 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.

9. 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.

10. 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 to add a new table in the existing Zoho CRM reporting database. With this feature, you can import data from other sources or add them manually into your reporting database to analyze and create reports combining this with your Zoho CRM data. You can also import data from other business applications like Google Analytics etc. With Zoho Reports API you can integrate data from other applications.

11. 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 CRM data for analysis. 
To do this, you need to add/import a new data table into the CRM reporting database and then define a look-up to join it with the synchronized table from Zoho CRM.

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 CRM 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.

12. How can I combine my Zoho CRM and Zoho Books data?

To setup the Zoho Books connector in your Zoho CRM advanced analytics database,

  • Open your Zoho CRM advanced analytics database
  • Click the Import Data button in the Explorer tab or Select New>New Table/Import Data.
  • In the Create New Table tab that opens, select Import from Zoho Books.
  • In the Import from Zoho Books dialog that opens, Select the organization that you wish to import.
  • Select the entities and their corresponding fields that needs to be imported into Zoho Reports.
  • Select the necessary schedule import options in the Schedule Import Settings section.
  • Since the Zoho CRM Advanced Analytics connector is already setup in the reporting database. Zoho Reports will auto identify columns and setup joins (lookups) between the Zoho CRM and Zoho Books organization data tables for easy cross service analysis. If you wish to utilize this feature, click the checkbox as shown in the snapshot.
Note
  • Click Create to setup the connector. 

Once the setup is completed. The Zoho Books data will be imported into the Zoho CRM database. You can create reports combining the modules of both Zoho CRM and Zoho Books.

13. What are Query Tables?

Zoho Reports allow you to pull the data required by writing standard SQL SELECT 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 share the default reports provided in the Zoho CRM Advanced Analytics 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.

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 connector, the tables and reports will be available only to him/her, by default. The Administrator has to share the 'Zoho CRM Advanced Analytics' database with other members of the organization. Only then will the default reports be accessible by those members. 

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 connector 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 offers three user roles - Administrator, Database owner and User. Click to know more about the Zoho Reports User Model and User Roles.

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 the topic Apply filter criteria.

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

In order to print the report/dashboard, you first need to export it. You can export the report in various file formats such as CSV, EXCEL, PDF, HTML and Image. Click to know more.

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 connector or a 'Database Owner', you can schedule reports and dashboards to be emailed automatically. Refer to the email schedule section in this help documentation.

9. Can I export the reports & dashboards created in Zoho Reports and how?

Yes, you can export the report/dashboard in various file formats such as CSV, EXCEL, PDF, HTML and Image. Click to know more.

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?

You can easily embed the reports & dashboards created in Zoho Reports in your website, web application or blog. Refer Embedding in Web Pages/Blogs to know more about this.

Cross Functional Analytics with Zoho Applications

1. What are the Zoho applications that I can combine with Zoho CRM for cross functional analytics?

Zoho users can integrate Zoho CRM with other useful Zoho applications such as Zoho Finance apps, Zoho Desk, Zoho Creator, Zoho Projects, Zoho BugTracker and Zoho Recruit. If you are a ManageEngine user then you can perform cross functional analytics on the data from ManageEngine ServiceDesk Plus and ManageEngine SupportCenter Plus.  This means users who are using Zoho CRM with other products can import all their data into a single database and perform coss functional analytics.

2. How can I analyze the data from other Zoho apps along with Zoho CRM?

You can import the data from the Zoho applications into the Zoho CRM database to analyze the data together.

To import data from the Zoho Apps,

  • Open the Zoho CRM database
  • Click the Import Data button
  • In the Create New Table tab that opens, select the application that you wish to import.
  • Select the necessary modules and fields
  • Click Create.

3. Will the related modules from Zoho CRM and other application be created automatically?

A lookup relationship between the modules of Zoho CRM and the modules of Zoho Finance or Zoho Desk will be created automatically.We are yet to come up with this modal for other Zoho applications. Until then, you can manually create a lookup relationship. Refer to this help link - https://www.zoho.com/reports/help/table/joining-tables.html

4. How do I integrate Zoho Books and Zoho CRM?

To setup the Zoho Books connector in your Zoho CRM advanced analytics database,

  • Open your Zoho CRM Advanced Analytics database
  • Click the Import Data button in the Explorer tab or Select New > New Table/Import Data.
  • In the Create New Table tab that opens, select Import from Zoho Books.
  • In the Import from Zoho Books dialog that opens, Select the organization that you wish to import.
  • Select the entities and their corresponding fields that needs to be imported into Zoho Reports.
  • Select the necessary schedule import options in the Schedule Import Settings section.
  • Since the Zoho CRM Advanced Analytics connector is already setup in the reporting database. Zoho Reports will auto identify columns and setup joins (lookups) between the Zoho CRM and Zoho Books organization data tables for easy cross service analysis. If you wish to utilize this feature, click the checkbox as shown in the snapshot.
Note
  • Click Create to setup the connector. 

Once the setup is completed, the Zoho Books data will be imported into the Zoho CRM database. You can create reports combining the modules of both Zoho CRM and Zoho Books.

Click here to learn about the Zoho Books Integration.

5. How do I integrate Zoho Desk and Zoho CRM?

To setup the Zoho Desk connector into your Zoho CRM advanced analytics database,

  • Open your Zoho CRM advanced analytics database
  • Click the Import Data button in the Explorer tab or Select New > New Table/Import Data.
  • In the Create New Table tab that opens, select Import from Zoho Desk.
  • In the Import from Zoho Desk dialog that opens, Select the Portal that you wish to import.
  • Select the entities and their corresponding fields that needs to be imported into Zoho Reports.
  • Select the necessary schedule import options in the Schedule Import Settings section.
  • Since the Zoho CRM Advanced Analytics connector is already setup in the reporting database. Zoho Reports will auto identify columns and setup joins (lookups) between the Zoho CRM and Zoho Desk data tables for easy cross service analysis. If you wish to utilize this feature, click the checkbox as shown in the snapshot.

Once the setup is completed, the Zoho Desk data will be imported into the Zoho CRM database. You can create reports combining the modules of both Zoho CRM and Zoho Desk.Click here to view the sample reports and dashboards that will be created automatically upon integrating Zoho Desk and Zoho CRM.

Click here to learn about the Zoho Desk Integration.

6. How do I integrate Zoho Projects/Bugtracker/Recruit/Creator along with Zoho CRM?

To setup the advanced analytics connector such as Zoho Projects, Zoho Bugtracker, Zoho Creator or Zoho Recruit into your Zoho CRM advanced analytics database, follow the below steps:

  • Open your Zoho CRM advanced analytics database
  • Click the Import Data button in the Explorer tab or Select New > New Table/Import Data.
  • In the Create New Table tab that opens, select the connector that you wish whose data you wish to analyze with Zoho CRM.
  • In the Import from dialog that opens, select the necessary options.
  • Select the entities and their corresponding fields that needs to be imported into Zoho Reports.
  • Select the necessary schedule import options in the Schedule Import Settings section.

Once the setup is completed, the data from the corresponding Zoho application will be imported into the Zoho CRM database. You can start creating reports on this data.

Cross Functional Analytics with Popular Third Party Business Applications

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

You can import data from popular business applications listed below.

2. How can I analyze the data from the third party business applications along with Zoho CRM?

To import data from the third party business apps,

  • Open the Zoho CRM database
  • 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 CRM and other third party application be created automatically?

No, a lookup relationship will not be created between the Zoho CRM 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

Help & Support

1. How do I get technical support on Zoho Reports 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 to me?

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

Solution Catalog

You can access a catalog of useful solutions that will guide you in creating reports for widely asked Key Sales Performance metrics over the Zoho CRM data. Click to learn more.