Lesson 2: Why and how should you use Reports?
You should use reports. Reports turn data into information. Thanks to them, you get the information you need, when you need it.
Account details, Business cards, Deal modifications, Invoices.
Those are the reports you can actually bump into in your Resco CRM system. Now, to avoid any uncertainties in the very beginning, the reports we are concerned with in CRM are usually the ones you generate online in order to simplify your business transactions, keep track of CRM deals, any sales activity or particular partners and customers.
Experts say, one of the reasons the company needs a CRM system is the ability to create custom reports to better track your metrics. Once you create it, you can use it forever and never look back. Reports in CRM enable you to analyze your business data and create insightful and well-structured Invoice or Sales reports. This can mean a lot in the future decision making.
How does reporting work in Resco CRM?
Before sliding down to the practical usage of reports, you must create a report item, so it becomes a part of the system menu.
First part would be the Customizing one. The Arrange Items button will redirect you to the list of Menu Items. If you click to add Special item, you will immediately see, you have an option to add the Reports to the list.
Once they are included here, you have the power to set the location for them by ticking the box and move them up or down in the list. Let’s say, the reports are quite important and you want to have them somewhere in between the Contacts and Deals. Just save & close and publish it now.
To make sure, reports are on the right spot, leave the customizing section and let’s head home – all good, they are right there on the list.
Here is how you can benefit from Reports in Resco CRM:
Creating and associating the report with an existing entity
How to create the Report in Resco CRM?
Go through Settings and click on Reports in the Configure server division.
Here you simply open the Invoice and the screen you will get to see will look just like this:
This is what we call the Report Editor.
You have a chance to connect Report you are about to create with a chosen Entity. Since the Invoice is something you would most likely consider when closing some Deal, we will make it Deal related.
The Report Editor includes a Data Field too as you can see on the picture. This is where you define your Invoice by writing the xml data in. Now, you can see, it is already filled in with a predefined text. As much as with html, you can redefine the tables, texts or styles right in this Field.
In order to be able to specify the entity, you shall define the fetch and the template in the xml data as well.
The single fetch is executed when the report is generated and returns list of entity records. For each record returned, the template of the view is used to print the data.
Learn more about the fetch or template definition step by step in this tutorial.
Once we have Report created and placed on the menu, we can open the item in the web client. The list of all available reports will appear on the right. Now, you can choose the report you want to run. Feel free to click on Invoice, open it in a new tab and choose the record that you’d like to run the report about and save it by clicking the icon in the top right corner. That simple.
Here comes your Invoice of the newest deal and you are ready to print it.
What is even better, once this is set, you can get the report when you are working with the deal immediately. Go to the Deals (in the Menu right under the Reports in our case) and go straight to the recorded deal you connected the Invoice with. Clicking on the menu button in the top right corner will redirect you to the list of options.
Adding custom parameters for the Report
It is possible to create custom parameters and use these parameters directly in the report to filter the data or do advanced calculations. If you define custom parameters and run the report from the web client, user will be prompted to enter value for each of the custom parameters defined by you.
Now, you already know how to get back to the Report Editor – via Settings to Reports. But this time instead of Invoices, we will go to the “Deals modified since” customization.
Now we have the familiar screen in front of us.
The third row that says Parameters has two predefined parameters, the timestamp and modified date. When it comes to adding a new parameter, you can add a parameter of any CRM type. As you can see, for this report we already have a custom parameter named ‘modifieddate’. This parameter is of DateTime type. You don’t have to stick with the DateTime. Let’s say we add a new parameter for our Report, name it ‘value’ and set the type of this parameter to Integer.
Save it, close it and let’s check the web client.
The new parameter appears once we open Deals modified since Report. As you can notice, you are able to directly change date and time in a calendar here too. So now you can set the date and list only those deals that were modified since. You can do this directly from the client, no need to hardcode these values inside the report definition.
All that’s left now is to show and print it. Then it should look like this:
And this is it. Mission accomplished.
The option to run reports in your CRM system are often forgotten. But I believe, if you are an active CRM user, there is no reason to leave them out.
For now, you are able to generate the Report into the html format. The good news is, soon we will bring you the option to generate reports into pdf. format.
Liked such benefits of united systems for your business, but still haven’t tried Resco CRM yourself? Sign up for a free trial and see why Resco CRM makes sense.