Notes to accompany the Webinar “Managing your CRM Reports”
The Really Simple Systems CRM includes two powerful CRM reporting tools that you can use to generate detailed reports on your data and download them for further analysis.
The Listing Report writer reports on any aspect of past activity data stored in your CRM, for example, your sales, tasks, calls handled, and marketing campaigns. The Forecasting Report writer uses the data from your Opportunity Lines to forecast your sales over the next few weeks or months. Both report writers are available as standard in all our CRM plans, including Free.
Additional functionality is available with the Advanced Reports facility which gives the option for subtotalling and summarising on reports, increased number of report fields and sort criteria, and advanced views. Advanced Reports is available as standard in Enterprise.
All reports can be downloaded either as a PDF so it’s easy to print or as a data files, e.g. with Excel, for further analysis.
When you first sign-on to your CRM system you’ll see there are some pre-defined reports loaded. You can use these or modify them to make them work for your business.
Creating a New Report
In the Sales module, select the Reports option on the main menu. To create a new Listing Report click on the green button Add Listing Report.
As an example, I am going to create a report to list all my contacts based in London. So for the Report Title I’ll call this “London Contacts”. The Report View box shows the options for the level of detail available in your CRM, so in this case I’ll select “Contacts”. I want to run the report for all contacts so in the Scope box select “All Accounts”.
Next, in the box below, you need to select the fields that you want included in your report. Each field will appear as a separate column in your report. So for my London Contacts I’d like to include the following fields:
In the next box over, allows you to choose the selection criteria for the data you want in your report. In this example I want to only select Contacts in London, so my selection criteria will be:
Account.AddressCity = London
Once you are ready to run the report, click the Run Report button in the bottom left hand corner. This will return the report for you to view on your screen. To make changes to the report you can return to the report selection by clicking on Modify Report. In this example, I’d like to sort the report by postcode so if I go back I can sort the data using the third box on the screen.
Here you can choose how you want your report data sorted, in this example, to sort by postcode:
Account.Address.Postcode/Zip with the order as “Ascending”
On my screen all the data is hyperlinked back to the Account or Contact so I can click on the data to open the detail. To save the report click Save Report and this will store the report in your reports list. You can also download the report as a PDF or as a data file.
Click on the screenshots below to see full size detail.
In the Sales module, select the Reports option on the main menu. To create a new Forecasting Report click on the green button Add Forecasting Report. Here the screen is a bit different from the Listing Report writer.
In this example, I am going to create a report on UK sales opportunities for the next 6 months. The entries are:
3) A forecasting report to look at sales probability over the next 6 months.
Report title – UK Sales Opportunity for 6 months
Start date – 16/02
Scope – All Accounts
Forecast Value Field – Opportunity Value
Forecast Date Phase Field – Opportunity Close Date
Number of months = 6
Include – Unweighted values
Include – Months
As before the report can be modified, saved to the reports list and downloaded as a data file.
Once you get to grips with the report writers you’ll be wondering how you ever managed before. If you need any help in setting up specific reports please contact our Support Team on firstname.lastname@example.org.
Here’s some examples of the data fields and criteria you might use in other Listing Report examples.
1) For a report to look at all sales calls recorded this week called “Sales Calls this Week”
Report Title – Sales Calls this Week
Report View – Activity
Scope – All Accounts
Activity.Type = Call
User.Initials – Ascending – Subtotal
Account.Name – Ascending – Summarise
2) For a report on who contacts who clicked through on a marketing campaign called “Campaign Dragon’s Den Clickthroughs”
Report title – Dragon’s Den Clickthroughs
Report View – Campaign Detail
Scope – All Accounts
Campaign.Name = Dragon’s Den
CampaignDetails.Status = Clickthrough