These are the basic steps to create a Report Writer Report. Should you need any further guidance please contact Customer Success Support at support@fivecrm.com.
To edit an existing Report click the edit button next to the required Report.
To delete a Report you will need to select the edit button on the required Report and select the delete button at the bottom of the page.
To copy an existing Report click on the duplicate button next to the required Report.
To create a new Report click the button at the top of the Reports screen (Menu option, Tools > Reporting).
You will be taken through to the Basic Details page -
Here you will need to name the Report, this must be unique.
Add a description if you need to, Select the Area you want the Report to collect the results from -
Option |
Description
|
Selected Area | You will need to select the Area from the list, you can select more than one Area. |
Current Area | The report will collect results from the Area the User has selected to run the Report in. |
All Active Areas | The report will collect results from all active Areas in the system. |
All Areas | The report will collect results from All Areas in the system whether they are active or inactive. |
The folder you want to save the report under, if the correct folder is not there you will need to create it before creating the Report.
Finally, select the type of Report you want to make.
Various types of Reports are possible:
Type |
Description
|
Create a detailed Report to show a Standard Report with basic information | |
Create a detailed list of data. For example a list of Names, Addresses and Contact Names. | |
Breakdown the number of records grouped by common Data in one list. For example, the number of Accounts by Status. | |
Breakdown the number of records grouped by common Data by two Fields shown in a table with one Field down the page and the other across the page. For example, the number of calls by User grouped by Response (call result). |
Standard Report
List Type Report
Note: The Graph option is not applicable to the Report type.
Summary Type Report
Pivot Table Type Report
Select fields
This is where you select the fields you want to report on.
The left-hand column shows around 600 fields from the database split into folders.
Click the header title to open a folder and view it is fields.
To select a field just single-click it.
To deselect a field click the relevant button.
Change the default field heading by typing the desired text in the Heading column.
To reorder the fields simply drag and drop the fields in the desired order.
To prevent a field from showing on the Report tick the box for Hide. For example, if you wanted to only see results in your Report based on the "Last Save Date" but you did not want that field on the report you would need to hide it.
Selection Criteria
The selection criteria step is like a filter, it will refine the results to only show what you would like to see.
For a basic Report, you can skip the Bracket field and select the first database field you want to 'filter' by in the top row.
Select the operator:
For an exact match use Equals or Not Equal.
For a fuzzy match use Like or Not Like with the % as the wild card (eg: like Prospect%).
For a set of values use In with single quotes separated by commas (eg: in 'a,'b','c')
For an automatic selection click the Edit button to show the options below:
Single-click a field to insert it into the Report Selection.
When these fields are used the system will automatically insert the relevant dates whenever the report is run.
In addition to the date fields the following fields are also available:
Value | Description |
&USERNAME | Inserts the current Username. |
&ACCOUNT | Inserts the current Account Number. This would be used if a report is included in a Panel, for example, to show the number of calls to the Account. |
&OWNER | Inserts the Owner currently selected in the Account List Filter. |
&PROJECT | Inserts the Project currently selected in the Account List Filter. |
Reports for use in a Panel
Select a Field which refers to an Account Number
Select the value: &ACCOUNT
Existing values
Clicking on this page tab will show a list of values in the database for the selected field. For example, I only want to see Accounts with certain Customer Statuses.
To add another database field selection click the button:
You can have up to 10 database field selections in a Report.
By default every selection line must be satisfied to include the result in the Report - i.e. they are linked together with an AND.
To set an Or click the drop-down on the left side and select or.
The options for brackets only need to be used if using an or. Brackets must be put around lines that are linked together with an OR, for example:
And/Or | Bracket | Database field | Operator | Value | Bracket |
|
| Postcode | like | BS% |
|
and | ( | customer_status | equals | Not called |
|
or |
| customer_status | equals | Call back | ) |
Add/Remove
This is where you can add or remove a database field selection, selecting add here will add a row above the row you are currently working on.
Extra Options - Row Filter
These options appear when you have a Contact field along with a Contact History Field in the Report.
Option | Description |
Show rows with primary Contacts only | If your report includes Contact names, turn this option on to only include names flagged as primary *. |
Show only one Contact for an Account | If you have multiple Contacts in one Account, this option will only show results for one of the Contacts in the Account *. |
Show rows where the Contact matches the history Contact | Check this option to insure the Report only displays results where the Contact has the History in their name. It will remove duplicate entries when the Account has more than one Contact . |
Show only most recent history entry | Check this option to only show the most recent history record. If it is not checked then the report will show all history records for each Account listed *. |
*When you have the 'Show rows with primary contacts only' or 'Show only one contact for an account' and the 'Show only most recent history entry' options ticked, if the most recent Contact History is not the Primary Contact or the one Contact representing the Account it will not show any results for that Account.
Group, Sort and Sum Functions
You use Group, Sort and Sum to format the results in the Report making it easier to follow.
When you Group by a field, all Accounts with the same value will be grouped together to show only one result. I.e. if you grouped by the field Contact Name and the Report had 4 results for the Contact name Adam Smith only one of the results will be displayed.
You can sort the results to make it easier to read them in the Report.
For example, you can sort by the Account Name which would order them alphabetically making it easier to find a specific Account.
Summary Functions, Count will give you the number of results, Average will work out the average in the results and Sum will calculate the results.
Should you need to use any of these options please get in touch with Customer Success Support and they will help you.
Report Layout
If the Report you are creating is a Pivot Table the first option is where you will select the field(s) you want to be displayed running down the left of the table and the field(s) you cant to be running across the top of the table.
Combine Rows means selected fields will be displayed in additional columns if all other fields are identical on consecutive rows.
Include Script is where you can include script answers into your Report. To learn more about this please click here.
Email/Printing Options is where you can edit the Document attached to the Report. If you were to schedule the email to send manually it would be this document that is sent with the Reports attached.
Automatic Scheduling is where you can schedule the Report to send to the Email Address you have added. Please click here to learn more about this.
Totals, Percentages & Miscellaneous options are extra's that can be added to the Report to ensure you get the Results you are looking for. Should you need to know more about these options please contact Customer Success Support.
Result Limit is used when you want to see a targeted number of results, for example only seeing results for your 'Top 5 Agents'.
View Report
Check the Report to see if it is what you are looking for. If you are not getting what you hoped for you can skip through the steps again to make the changes needed or get in touch with Customer Success Support and they will be able to help further.