Report
Folders OverviewAccount Subtotal Reports, Contact Subtotal Reports, Deal Subtotal Reports, and Lead Subtotal Reports
Prebuilt Subtotal Report definitions
My Subtotal Report definitions
Shared Subtotal Report definitions
Subtotal
Report Output Record Limits
Printing
Reports and Snapshots
Reporting capabilities in this application are practically limitless and allow you to effectively forecast and track your sales, marketing, and workflow efforts. With the robust Report Writer, you can generate a report for almost any combination of criteria of which you can think. Access to data that can be displayed in a report is governed by the rules of Record Access, and for Extended edition Users, by the rules of Field Access as well.
Extended edition Users can use the Report Snapshots and Comparison engine to take snapshots of Report outputs and compare them with other snapshots via a color-coded comparison report. This should resonate well with any manager who has ever had to sit down and try to painstakingly distinguish the difference -- line by line -- between one report and another. The Report Snapshots and Comparison engine alleviates this pain, allowing Users to easily spot changes in the pipeline!
The application offers two families of reports: Subtotal Reports (Activity Reports, Account Reports, Contact Reports, Deal Reports, and Lead Reports) and Legacy Reports (Login Activity Reports, Deal Funnel Reports, and Deal Activity Reports). Subtotal Reports and Legacy Reports are accessible by all Users, with the exception that Extended edition Users cannot view, run, edit, or export any Subtotal Report containing a field to which they lack View access. (Field Access does not affect Legacy Reports.) Snapshots can only be taken of Subtotal Reports (not Legacy Reports) and only by Extended edition Users.
Throughout this Help documentation, the following terms will appear:
Report definition: Consists of a report's criteria and attributes. You build and then run a Report definition to create a Report output.
Report output: Consists of all the data generated, calculated, and displayed when you run a Report definition.
Report snapshot: A static representation of a Report output at a given point in time. Only Extended edition Users can take Report snapshots, and then only of Subtotal Reports, not Legacy Reports.
Report folders - Report folders allow you to organize and manage your Report definitions and Report snapshots. Every Subtotal Report definition and snapshot is stored for future use in a folder based on who built it and if it is shared with other Users. Report folders can contain an unlimited number of Report definitions and snapshots, and are accessible in the Reporting - View window. Report definitions and Report snapshots can live in the same folder. The left-hand frame of the Reporting - View window displays a hierarchical list (expandable and collapsible) of all Report folders. These Report folders contain all Report definitions and snapshots to which you have access. Report folders are either prepackaged with the application or custom built by you. Report folders that are prepackaged with the application cannot be renamed, moved, or deleted, even by an Administrator. A Report folder that is on a subordinate level to its parent folder is called a Report subfolder. All folders you build are on the subfolder level (all folders you build will be subordinate to at least one parent Report folder). Any Report subfolder added by you can be renamed, moved, or deleted. You cannot create Report subfolders for the "Legacy Reports" folder.
Clicking any Report folder name displays the folder's Report definitions in the right-hand frame of the Reporting - View window. Extended edition Users can toggle between Report definitions and the Report snapshots (Report definitions and Report snapshots cannot be viewed concurrently).
Report folders (Express edition) - Every Subtotal Report definition is stored for future use in the "My" folder. The left-hand frame of the Reporting - View window displays a hierarchical list (expandable and collapsible) of all Report folders. Report folders cannot be renamed, moved, or deleted, even by an Administrator, and you cannot add new folders. A Report folder that is on a subordinate level to its parent folder is called a Report subfolder.
Clicking any hyperlinked Report folder name displays the folder's Report definitions in a table in the right-hand frame of the Reporting - View window.
Subtotal Reports are the family of Activity, Account, Contact, Deal, and Lead Reports that can group data together based on column and filter criteria established by you, and can calculate subtotals, averages, and grand totals for Built-in numeric data fields (fields prepackaged with the application, e.g., Deal Value) and Company-Defined numeric data fields (fields custom built by your Administrator). Subtotal Reports will always display the number of records retrieved for each group and will always display the total number of records retrieved in your Report output. Subtotal Report outputs can be viewed on screen, printed, exported directly to an Excel file (which you can email), and exported to a comma-separated values (CSV) file (which you can email). The ability to export to a CSV file allows for User-initiated backups of their data. Subtotal Reports can also be used to determine the pool of records that can be selected for a Multi-Record Update action or Multi-Record Reassign Ownership action, used to generate a Distribution List for form letters, envelopes, mailing labels, or email; or used to generate a pool of records to which you can subscribe (or unsubscribe) for the Offline application, either manually (by handpicking records) or automatically through Just-in-Time Subscribing (JITSU). A Multi-Record Update action or Multi-Record Reassign Ownership action can only be initiated from an Account, Contact, Deal, or Lead Report -- not from an Activity Report -- and only if you are a User with the appropriate Multi-Record Action privilege. Distribution Lists can only be generated from Account, Contact, Deal, or Lead Reports -- not from Activity Reports -- and only if you have the appropriate Communication privileges. Subscribing to records (or unsubscribing from records) for the Offline application is only possible for Users with Offline privileges. Extended edition Users can also take a snapshot of a Report output, thereby saving the data generated by that Report definition at a particular moment in time, and then make historical / analytical comparisons between snapshots. Standard edition and Extended edition Users can create an unlimited number of Subtotal Reports and can share them with other Users. Express edition Users can create a maximum of 10 Subtotal Reports for each kind of Subtotal Report (Activity Subtotal Reports, Account Subtotal Reports, Contact Subtotal Reports, Deal Subtotal Reports, and Lead Subtotal Reports) and cannot share them with other Users.
Note Extended edition Users cannot view, run, edit, or export any Subtotal Report (Activity Report, Account Report, Contact Report, Deal Report, or Lead Report) containing a field -- used as a Displayable Column, or as part of a Custom Filter, or Linked Record Filter -- to which they lack Field Access, even if the User owns said report. When building a report, Users can only choose from fields to which they have View access. Field Access only applies to Account, Contact, Deal, and Lead fields, and not Activity fields (e.g., Appointment fields, Task fields); Users can choose from any Activity fields as Displayable Columns or Activity Filters.
You can build a new Subtotal Report definition by selecting any of the prebuilt "My Reports" folders and then clicking the "New Report" hyperlink in the right-hand frame of the Reporting - View window or by clicking [Save As] in the Report Definition Page when you're viewing one of your Report definitions, a Prebuilt Report definition, or a Shared Report definition. When creating a Report definition, the Report Writer will allow you to build numerous (but not infinite) simple or complex filter expression combinations. These filter expression combinations allow you to include and/or exclude virtually any combination of data fields from your Report output. The Report Writer's filter options include Fiscal Year, Fiscal Quarter, and Fiscal Month. These Fiscal filters can be specified for previous, current, and future Fiscal periods, allowing for the most accurate forecasting and historical comparisons. You can also set the names of data field columns to change only when they appear in a Report output -- a function you won't find in other applications.
The kinds of Subtotal Reports you can build include:
Account Subtotal Reports, Contact Subtotal Reports, Deal Subtotal Reports, and Lead Subtotal Reports: Allow you to report on records in Account Management to which you have access, using displayable and filterable data columns from Account, Contact, Deal, and / or Lead records.
Activity Subtotal Reports: Allow you to report on Activities within the application (that you have access to), including the Accounts, Contacts, Deals, and Leads that said Activities are linked to. Kinds of Activities include: Appointments (single or recurring) from the Calendar, Tasks from the Calendar (including Auto-Tasks generated by Deal Steps), Multi-Notes for Accounts, Contacts, Deals, or Leads; Linked Email sent via the Email Integration plug-in; Communication Events generated by the Communication Manager; and completed/current Deal Steps (i.e., Process Steps). You can report on multiple kinds of Activities in a single report by selecting from a set of common displayable and filterable data columns (e.g., Activity Name, Activity Description, Activity Start Date) that are equivalent to specific fields. You can also select from a set of Activity-specific displayable and filterable data columns (e.g., "Location" for Appointments).
Every Subtotal Report definition and snapshot is foldered for future use in the Reporting - View window based on who built it and if it is shared with other Users:
Prebuilt Report definitions: Reports that are prepackaged with the application and are accessible by all Users. (Click to view a list of Prebuilt Report definitions).
My Report definitions: My Report definitions are reports that were custom built by you. Standard edition and Extended edition Users may share their reports with other Users. Also, for Extended edition Users, these folders will also contain any snapshots that you take.
Shared Report definitions: Shared Report definitions are reports that were custom built by another User and are currently being shared with you by said User or are reports that you have created and have marked as Shared in the Sharing Options pop-up. Also, for Extended edition Users, these folders will also contain any snapshots taken by another User that are currently being shared with you by said User and snapshots that you have taken and have marked as Shared in the Edit Report Snapshot pop-up.
The application limits the amount of data that can be retrieved when generating and working with Report outputs. The limits are designed primarily to prevent performance/memory issues with your browser or workstation due to the volume of data to be displayed. Note that some actions pertaining to Report output data need no limitations, and thus have none. Click here to go to the Help topic "Reports: Generating and Working With Report Outputs" for specific record limits/parameters when generating and working with Report outputs.
Legacy Reports are the small tribe of reports that are unique to the functions of this application. Legacy Report definitions are all prepackaged with the application -- they cannot be custom built or edited by Administrators or Users in any way. Legacy Reports are not related to Subtotal Reports. There is only one Report folder for Legacy Reports, located in the Reporting - View window. The Legacy Reports folder is not editable and does not have any subfolders. The following Legacy Reports are available (all prepackaged with the application): Login Activity Report, Deal Funnel Report, and Deal Activity Report. All of these Legacy Report definitions are discussed in detail in the Reports: Legacy Reports section of the Help documentation. Legacy Report outputs can be viewed on screen or printed to hard copy. All Legacy Report definitions are available to all Users. You cannot take snapshots of Legacy Reports.
For instructions on printing Report outputs or snapshots, navigate to Printing Subtotal Report Outputs, Printing Legacy Report Outputs, or Printing Snapshots.
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