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Zoho CRM Advanced Analytics Add-on


Introduction

The Zoho Reports Advanced Analytics Add-on for Zoho CRM allows you to better analyze your Zoho CRM data. 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/Reporting add-on for Zoho CRM and how does it work?
3. Who can subscribe to the Zoho Reports add-on?
4. What do I get / What is the value add I get, when I subscribe to this add-on?
5. How does the Zoho Reports add-on for Zoho CRM work?
6. What are the default reports & dashboards created by Zoho Reports, on setting up this add-on?

Pricing

1. How much does this add-on cost?
2. Do you provide trial evaluation for this add-on?
3. What do you mean by 'Users' in the (add-on) pricing plan?
4. What do you mean by 'Rows' and how is it calculated in the pricing plan?
5. How do I purchase this add-on?

​Setup

1. How do I setup the Zoho Reports Add-on in my Zoho CRM account?
2. I have subscribed to the Zoho Reports add-on but not seeing my Zoho CRM data in my Zoho Reports account. What's happening? [or] 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 default fields that will be synchronized in Zoho Reports reporting database?
5. Can I add custom columns or new fields?
6. Can I edit the Zoho CRM-Reports Synchronization setting?
7. Can I Synchronize the Zoho CRM-Reports data instantly?
8. How do I access the reports created in Zoho Reports?
9. How to create my own reports with this add-on?
10. Who has access to the reports I create?
11. What are the modules in Zoho CRM on which I could create reports using this add-on?
12. Will other modules in Zoho CRM be supported, for report creation through this add-on & When?
13. On whose account will the Zoho Reports add-on be setup?
14. Can I setup the Add-on in an account other than the one who configures/sets up the trial?
15. Can I transfer my Zoho Reports add-on 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 add-on?
3. Can I modify the default reports that have been created by the Zoho Reports add-on? If so, how?
4. How do I create reports using Zoho Reports with this add-on? [or] What are the reports that I can possibly make using this add-on?
5. How do I create reports using fields/columns across different modules (example Potentials & Accounts etc)?
6. What are 'Formulas' in reports?
7. What are the default formulas added by Zoho Reports, on setting up this add-on?
8. How do I create my own custom formulas in Zoho Reports?
9. Can I add/modify data in the Zoho CRM modules (tables) from within Zoho Reports?
10. Can I add new columns to the Zoho CRM modules (tables) from within Zoho Reports?
11. Can I add new data tables in this reporting database to create reports & dashboards? [or] Can I combine data from other sources with the data from Zoho CRM to create reports and dashboards?
12. What are Query Tables?​
13. Can I join data from multiple tables to create reports?

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. Into what file formats can I export the reports & dashboards created in Zoho Reports and how?
10. How do I embed my reports in my intranet, blog or presentation?

Solutions

1. Can I calculate sales Win Rate % and Loss Rate % from potentials/opportunities?
2. Can I create Year-over-Year or Quarter-over-Quarter or Month-over-Month growth reports?
3. Can I create a Sales Pipeline Funnel Chart?
4. Can I create reports to view Average Sales cycle?
5. Can I create Top 5 or Bottom 5 sales person report?
6. How do I create Target (Quota) based reports in Zoho Reports?
7. Can I calculate the percentage of potentials won out of the total leads?

Help & Support

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

General

1. What is Zoho Reports?

Zoho Reports is an on-demand reporting and business intelligence solution that helps you get new insights on your business information through its powerful and flexible online business intelligence engine. You get powerful reports in minutes, with no IT help. It offers the following important capabilities.

  • Complete Online Reporting & Business Intelligence service accessible anytime and anywhere!
  • Easy to adopt 'Spreadsheet-like' interface for data addition and report creation
  • Powerful drag & drop based reporting features for quick report creation and publishing.
  • Visual Analysis capability for in-depth analysis and to slice & dice your data.
  • Supports Dashboards, Charts, Pivot Tables, Summary and simple Tabular reports
  • Supports data import from variety of file formats including Excel, Open Office, CSV, TSV and HTML. Also supports periodic scheduling of import.
  • Also push data from traditional in-house applications and databases with batch tools or API (application programming interface)
  • Integrated with Zoho CRM to provide advanced analytics on sales pipeline data collected in Zoho CRM
  • Supports relating data with each other through look-up columns (as you have in a relational database)
  • SQL (Structured Query Language) driven querying for powerful report creation. You could provide your SQL queries written in any of the familiar database dialects, including Oracle, SQL Server, IBM DB2, MySQL, PostgreSQL, Informix and ANSI SQL.
  • Real-time collaboration by sharing data and reports in read or read-write modes with your friends and colleagues. You could also notify reports via email.
  • Export and Print Reports in variety of formats
  • Embed reports within your Websites, Web Applications and Blogs
  • Highly secure through user login with support for HTTPS (SSL connection). All your data and reports are hosted in highly secure datacenters.
  • Web APIs (HTTP based & Zoho CloudSQL) to tightly integrate and interact with your business applications
  • Zero maintenance cost & low cost

Also check out the Video on Zoho Reports Overview

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

The Zoho Reports Advanced Analytics add-on for Zoho CRM brings in all the capabilities of Zoho Reports described above to Zoho CRM. It comes with the following features/benefits.

  • A full-featured business intelligence (BI) and reporting tool that can slice & dice your Zoho CRM data to create any report/dashboard you require
  • Pre-packaged set of 100+ reports and dashboards that anyone using Zoho CRM will find great value in
  • Create your own reports and dashboards based on not only your Zoho CRM data but also from any other data source (eg., Excel spreadsheets, Google Adwords etc.,) that you would wish to combine with your CRM data
  • Collaboratively work with your colleagues when creating new reports/dashboards on your Zoho CRM data
  • Schedule and email your reports whenever your want
  • Export your reports as PDF, Excel, CSV, JPG ... files to your desktop and print them for offline consumption

3. Who can subscribe to the Zoho Reports add-on?

Users with paid Zoho CRM accounts (Enterprise or Professional editions) can subscribe to this add-on.

For configuring this add-on 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 add-on for you.

4. What do I get / What is the value add I get, when I subscribe to this add-on?

As a Zoho CRM users, subscribing to this add-on 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 add-on 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. How does the Zoho Reports add-on for Zoho CRM work?​

The Zoho Reports Advanced Analytics Add-on for Zoho CRM works as below.

  • A Zoho CRM administrator chooses to configure the Zoho Reports add-on in his or her Zoho CRM account
  • Selects fields from seven of Zoho CRM's modules - Accounts, Activities, Contacts, Leads, Potentials, Users and Custom - to be imported to Zoho Reports
  • The data from his/her Zoho CRM account will be imported into his/her corresponding Zoho Reports account automatically. Depending on the amount of data in the Zoho CRM account, the initial import can take a few minutes to a few hours
  • Then on, the data will be continuously synched between Zoho CRM & Zoho Reports once a day, at a time the administrator chooses it to happen
  • Along with the data from the six default modules and custom modules, 100+ insightful reports and dashboards are provided by default
  • The Zoho CRM administrator who setup the add-on can share the reports to other CRM users
  • New adhoc reports can be created by the users of the add-on
  • Refer to this slide show to know more about how to setup the Zoho Reports add-on.

6. What are the default reports & dashboards created by Zoho Reports, on setting up this add-on?

When you setup/configure the Zoho Reports add-on, 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 that would be created from the Sample Database listed below:
https://reports.zoho.com/ZDBDataSheetView.cc?DBID=779360000000010452

For more details about the reports supported for Zoho Reports Advanced Analytics Add-on for Zoho CRM, refer to Reporting Features section.

Pricing & Trial

1. How much does this add-on cost?

To use the Zoho Reports Advanced Analytics Add-on for Zoho CRM, you need to purchase the Standard Plan or any plan above it in Zoho Reports (Refer to the Zoho Reports pricing page). You can subscribe to a paid plan in Zoho Reports as follows:

  1. Log in to your Zoho CRM account as an Administrator
  2. Click the 'Reports' tab of Zoho CRM and click the Advanced CRM Analytics powered by Zoho Reports link at the top-right . You will be taken to your Zoho Reports account in a new browser tab.
  3. Click on Subscription link at the top right.
  4. In the Upgrade tab/page, choose Standard Edition or above and subscribe

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 Add-on

2. Do you provide trial evaluation for this add-on?

Yes, we do provide a 15-day free trial for this add-on from the date of setup.

3. What do you mean by 'Users' in the (add-on) 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.

5. How do I purchase this add-on?

The Zoho Reports add-on is available for the users of Zoho CRM's Enterprise and Professional Editions. Subscribing to the Zoho Reports add-on is easy. Please follow the below steps:

  1. Log in to your Zoho CRM account as an Administrator
  2. Click the 'Reports' tab of Zoho CRM and click the 'Advanced CRM Analytics powered by Zoho Reports' link at the top-right. You will be taken to your Zoho Reports account in a new browser tab
  3. Click on Subscription link at the top right.
  4. In the Upgrade tab/page, choose Standard Edition or above and subscribe

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 Add-on.

Setup

1. How do I setup the Zoho Reports Add-on in my Zoho CRM account?

Setting up the Zoho Reports add-on is easy. Please follow the below steps:

  1. Login to your Zoho CRM account as an 'Administrator'. (as of now, the Zoho Reports add-on is available for the users of both Zoho CRM's Enterprise and Professional Editions)
  2. Configure the Zoho Reports add-on trial by clicking 'Setup' -> Zoho Add Ons' -> 'Zoho Reports '
  3. In the Advanced CRM Analytics page, click Configure.
  4. In the Zoho Reports Configuration page, do the following:
    1. Select fields from Contacts, Accounts, Activities, Potentials and Leads modules.
    2. Select the custom module and the required fields as needed.
    3. Schedule the synchronization time.
    4. Click Save & Sync Now.

You will be configured for a 15-day Free trial of Zoho Reports. You will receive an email after the data from CRM gets imported into Zoho Reports. After the initial data from CRM gets imported into Zoho Reports, subsequent changes made will automatically get synchronized into Zoho Reports at the scheduled synchronization time.

Refer to the below slide show for instruction with step-by-step instructions.

To use the Advanced Analytics add-on you need to upgrade your Zoho Reports account to Standard Plan or above. By default when you setup/configure this add-on (as described above) your Zoho Reports account will be automatically setup & subscribed to a 15-day trial of the Standard plan, to enable you evaluate the integration features. After evaluation you can upgrade your Zoho Reports as follows:

  1. Log in to your Zoho CRM account.
  2. Click the 'Reports' tab of Zoho CRM and click the Advanced CRM Analytics powered by Zoho Reports< link at the top-right . You will be taken to your Zoho Reports account in a new browser tab.
  3. Click on Subscription link at the top right.
  4. In the Upgrade tab/page, choose Standard Edition or above and subscribe.

2. I have subscribed to the Zoho Reports add-on but not seeing my Zoho CRM data in my Zoho Reports account. What's happening? [or] How long should I wait for my Zoho CRM data to initially appear in Zoho Reports?

After configuring your Zoho CRM account, wait for at least one day for all your Zoho CRM data to be imported into Zoho Reports. 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 daily import/sync process of your Zoho CRM data can fail sometimes, due to a variety of reasons. And hence you may receive such mails occasionally. No worries. The Zoho Reports team will look into it immediately and get back to you taking the required corrective action.

Setup Process Failed mail will come when there is a failure during the initial Zoho CRM - Zoho Reports add-on setup.

Synchronization Failed mail will come if there is any failure during the data synchronization process, run daily, between Zoho CRM and Zoho Reports, after the initial setup & import is completed successfully.

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

Module Fields
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
Contacts Contact ID
Last Name
>Contact Owner
Email
Lead Source
Mobile
Created Time
Events Event Owner
Subject
Start DateTime
End DataTime
Created Time
Modified Time
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
Tasks Task Owner
Subject
Created Time
Due Date
Status
Users User ID
First Name
Last Name
Email

5. 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 Add-on for Zoho CRM:

  1. Login to your Zoho CRM account.
  2. Click Setup -> Apps and Add ons -> Zoho Apps.
  3. Select Advanced CRM Analytics. The Advanced CRM Analytics page will open.
  4. Click Configure button. The Zoho Reports Configuration screen will open, listing all the supported modules.
  5. Click the required module. The Fields column will list all the fields available in the module.
  6. Select the checkboxes 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.
  7. You could also select Custom modules and the required fields.
  8. 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 Add-on in your Zoho CRM account, then you can open the Zoho Reports Configuration screen as given in the following question.

6. Can I edit the Zoho CRM-Reports Synchronization setting?

Yes, you can edit the Zoho CRM-Reports Synchronization setting by following the steps below:

  1. Login to your Zoho CRM account.
  2. lick Setup -> Apps and Add ons -> Zoho Apps.
  3. Select Advanced CRM Analytics. The Advanced CRM Analytics page will open.
  4. Click Setting link, the Zoho Reports Configuration screen will open.
  5. Modify the setting as required and then click Save. The setting will be modified and the data will be synced in the next synchronization time.

7. Can I Synchronize the Zoho CRM-Reports data instantly?

Yes, you can synchronize the Zoho CRM-Reports data instantly when needed. You can do this as follow.
  1. Login to your Zoho Reports account.
  2. Open the Zoho CRM Analytics reporting database.
  3. In the Explorer tab, click CRM Analytics > Data Sync Status.
  4. The Zoho CRM Analytics Data Sync Status dialog will open, displaying the Synchronization status.
  5. Click Sync Now link. Zoho CRM-Reports data will be instantly synchronized.

Note: This option can be used up to five times per day.

8. 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 add-on,

  1. Select the Reports tab/module in Zoho CRM.
  2. You will see a 'Advanced CRM Analytics (powered by Zoho Reports)' link at the top right
  3. Clicking the link will open the Zoho CRM 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 add-on. (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 add-on, you will see the 'Advanced CRM Analytics' link only if the administrator who had setup the add-on, had shared the 'Zoho CRM Reports' database with you.

Refer How to Share Reports & Dashboards to know about how to share reports and dashboards to other users in this add-on.

9. How do I create my own reports with this add-on?

You can easily create your own reports using the Zoho Reports add-on by dragging and dropping the appropriate columns from the data tables (CRM module data) that have been shared with you. You can refer to the below presentation to know how to create your own reports & dashboards using Zoho Reports.


Also Refer to the Following Video Demos:

Note: For creating your own reports using this add-on, you can do it only if your administrator who has setup this add-on, has shared the tables (that contains the CRM module data) in Zoho Reports to your account. Refer How to Share Reports & Dashboards question.

10. 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 the Sharing options available in Zoho Reports. Refer to the How to Share Reports & Dashboards question.

11. What are the modules in Zoho CRM on which I could create reports using this add-on?

Data from the following six modules of Zoho CRM get synced with Zoho Reports.

  • Accounts
  • Activities
  • Contacts
  • Leads
  • Potentials (Opportunities)
  • Users
  • Custom

Each of the above modules is stored as a 'Table' in Zoho Reports. Default reports are based out of the above 6 modules. You can create your own reports & dashboards over the above modules.

We plan to support synchronization from other CRM modules too in the near future.

12. Will other modules in Zoho CRM be supported, for report creation through this add-on. When?

We plan to support synchronization from other CRM modules in the near future. Support for other modules will also be prioritized based on user demand.

13. On whose account will the Zoho Reports add-on be setup?

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

14. Can I setup the Add-on 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 Add-on. You will not be able to trial the tool again.

15. Can I transfer my Zoho Reports add-on 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
    • Scatter
    • Area
    • Web
    • Funnel
    • Doughnut
  • Pivot tables (Matrix Views)
  • Summary view
  • Tabular view
  • Dashboards (multiple reports arranged in the same page)

2. What are the default reports & dashboards created by Zoho Reports, on setting up this add-on?

When you setup/configure the Zoho Reports add-on, 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 that would be created from the Sample Database listed below:
https://reports.zoho.com/ZDBDataSheetView.cc?DBID=779360000000010452

For more details about the reports supported for Zoho Reports Advanced Analytics Add-on for Zoho CRM, refer to Reporting Features section.

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

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

4. How do I create reports using Zoho Reports with this add-on? [or] What are the reports that I can possibly make using this add-on?

You can create any type of report with this Zoho Reports add-on. All you have to do is open the appropriate table(s)/module(s) over which a report is to be created, click 'New' and choose any type of report you would want to create.

Use the intuitive drag-and-drop based designer of Zoho Reports to create the report required. To know more, view this slide show on "How to Create Reports?"You can also quick view the type of reports & dashboard that are created by default, from the sample given below, to get know the possiblities.
https://reports.zoho.com/ZDBDataSheetView.cc?DBID=779360000000010452

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

Columns from across different tables can be dragged and dropped to create a report. Refer this slide show on How to Create Reports?

6. 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.

7. What are the default formulas added in the 'Zoho CRM Reports' database, on setting up this add-on?

The below table lists all the default formulas that will be created in the 'Zoho CRM Reports' database by default. You will find these formulas pretty useful, in creating reports & dashboards in Zoho Reports. Also these formulas are used in the reports created by default in your database.

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

Formula Name Formula Type Formula Description
Call Duration (in minutes) Aggregate round(("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 Leads table:

Formula Name Formula Type Formula Description
Converted Lead Count
Aggregate count(if("CONVERTED"='Yes',"LEADID",NULL)) Provides the count of Leads converted into Potentials.
Activities count Aggregate countif("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 Name Formula Type Formula Description
Age in Days Custom datediff(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 Tier Custom 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 potential/opportunity to close it, into different time period baskets, e.g., within 60 months, within 120 days etc.,
Amount Tier Custom if( "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 Only Custom if("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 Only (custom formula) Custom   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 Only Custom if("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 % Aggregate sumif("Stage"='Closed Won',"Amount",0)*100/sum("Expected Revenue")
Ratio of sum of sales won and sum of revenue expected
Lost Deals Count Aggregate sumif("Stage"='Closed Lost' OR "Stage"='Closed Lost to Competition',1,0)
Total number of deals lost
Won Deals Count Aggregate sumif("Stage"='Closed Won',1,0) Total number of deals won
Open Deals Count Aggregate sumif("Stage"!='Closed Won' AND "Stage"!='Closed Lost' AND "Stage"!='Closed Lost to Competition',1,0) Total number of deals open (not yet closed)
Win Rate % Aggregate sumif("Stage"='Closed Won',1,0)*100/Sumif("Stage"='Closed Lost' OR "Stage"='Closed Lost to Competition' OR "Stage"='Closed Won',1,0) 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 % Aggregate sumif("Stage"='Closed Lost' OR "Stage"='Closed Lost to Competition',1,0)*100/Sumif("Stage"='Closed Lost' OR "Stage"='Closed Lost to Competition' OR "Stage"='Closed Won',1,0) 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 Amount Aggregate sumif("Stage"='Closed Won',"Amount",0) Total amount of sales won (made)
Lost Amount Aggregate sumif("Stage"='Closed Lost' OR "Stage"='Closed Lost to Competition',"Amount",0) Total amount of sales lost
Avg Deal Size Won Aggregate avgif("Stage"='Closed Won',"Amount",NULL) Average size of sales made
Avg Sales Cycle Aggregate avgif("Stage"='Closed Won' OR "Stage"='Closed Lost' OR "Stage"='Closed Lost to Competition',"Age in Days",0) 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 Revenue Aggregate ((sumif("Stage"='Closed Won' AND "Closing Date">subdate(currentdate(),'365'),1,0)*100)/(sumif("Stage"='Closed Won' AND "Closing Date">subdate(currentdate(),'365'),1,0)+SUMIF(("Stage"='Closed Lost' OR "Stage"='Closed Lost to Competition') AND "Closing Date">subdate(currentdate(),'365'),1,0)))*(sumif("Stage"!='Closed Won' AND "Stage"!='Closed Lost' AND "Stage"!='Closed Lost to Competition' AND "Closing Date">=currentdate() AND "Closing Date"<adddate(currentdate(),90),1,0))*(avgif("Stage"='Closed Won' AND "Closing Date">subdate(currentdate(),'365'),"Amount",0)) Predicts the Sales expected in future, based on current pipeline and past trends.
Predicted New Business - Next 3 Months
Aggregate ((sumif("Stage"='Closed Won' AND "Closing Date">subdate(currentdate(),'365'),1,0)*100)/(sumif("Stage"='Closed Won' AND "Closing Date">subdate(currentdate(),'365'),1,0)+SUMIF(("Stage"='Closed Lost' OR "Stage"='Closed Lost to Competition') AND "Closing Date">subdate(currentdate(),'365'),1,0)))*(avgif("Stage"='Closed Won' AND "Closing Date">subdate(currentdate(),'365'),"Amount",0))*((sumif("Created Time">subdate(currentdate(),'365'),1,0)*90)/365) Predicts the sales that could come from new business (new pipeline), calculated based on past trends.
Won Deals Count Last 365 Days Aggregate count(if("Stage"='Closed Won' AND "Closing Date">subdate(currentdate(),'365'),"POTENTIALID",NULL)) Provides the count of deals won in last 365 days.
Lost Deals Count Last 365 Days Aggregate count(if("Stage" IN ('Closed Lost','Closed Lost to Competition') AND "Closing Date">subdate(currentdate(),'365'),"POTENTIALID",NULL))

count(if("Stage" IN ('Closed Lost','Closed Lost to Competition'),"POTENTIALID",NULL))

Provides the count of deals lost in last 365 days.
Open Deals Count Next 90 Days Aggregate count(if("Stage" NOT IN('Closed Won','Closed Lost','Closed Lost to Competition') AND "Closing Date">=currentdate() AND "Closing Date"<adddate(currentdate(),90),"POTENTIALID",NULL)) Provides the count of open deals (not closed) whose closing date lies within next 90 days.
Win Rate Percentage Last 365 Days Aggregate ("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 Days Aggregate avgif("Stage"='Closed Won' AND "Closing Date">subdate(currentdate(),'365'),"Amount") Provides the average of deals won in last 365 days.
Potentials Created Last 365 Days Aggregate count(if("Created Time">subdate(currentdate(),365),"POTENTIALID",NULL)) Provides the count of Potentials created in last 365 days.
Predicted New Deals Count Next 90 Days Aggregate ("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 count Aggregate countif("Activities Involved"=1) Provides the count of Leads with any Activity involved.
Activities done % for Potentials Aggregate (countif("Activities Involved"=1)/count("POTENTIALID"))*100 Provides the percentage of Potentials which has some activity associated with it.
Potentials without Activities Aggregate countif("Activities Involved"=0,"POTENTIALID",0) Provides the count of Potentials without any Activities involved.
Tasks Only % Aggregate (countif(("Tasks Only"=1) & ("Stage"='Closed Won'))/countif("Tasks Only"=1))*100 Provides the percentage of Won Deals which has only Tasks involved/associated.
Events Only % Aggregate (countif("Events Only"=1 & "Stage"='Closed Won')/countif("Events Only"=1))*100 Provides the percentage of Won Deals which are only associated Events.
Calls Only % Aggregate (countif("Calls Only"=1 & "Stage"='Closed Won')/countif("Calls Only"=1))*100 Provides the percentage of Won Deals which are only associated Calls
Combined Activities % Aggregate (countif("Activities Involved"=1 & "Tasks Only"=0 & "Events Only"=0 & "Calls Only"=0 & "Stage"='Closed Won')/countif("Activities Involved"=1 & "Tasks Only"=0 & "Events Only"=0 & "Calls Only"=0))*100 Provides the percentage of Won Deals which have one or more associated Activities.
No Activities % Aggregate (countif("Activities Involved"=0 and "Stage"='Closed Won')/countif("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 Name Formula Type Formula Description
Activities per Won Deal Aggregate count("ACTIVITYID")/count(distinct("Won Potential")) Provides the count of Activities (Tasks, Events and Calls) involved to win a deal.
Tasks per Won Deal Aggregate countif("Activity"='Tasks')/count(distinct("Won Potential")) Provides the count of Tasks involved to win a deal.
Events per Won Deal Aggregate countif("Activity"='Events')/count(distinct("Won Potential")) Provides the count of Events scheduled to win a deal.
Calls per Won Deal Aggregate countif("Activity"='Calls')/count(distinct("Won Potential")) Provides the count of calls made to win a deal.
Won Deals % Aggregate (count(distinct("Won Potential"))/count("ACTIVITYID"))*100 Provides the percentage of Activities involved for the Won Potentials.

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

Formula Name Formula Type Formula Description
Overdue Tasks Aggregate countif(("Due Date"<now()) and ("Status"!='Completed')) Provides the count of Tasks which are not completed
Overdue Days Aggregate sumif(("Due Date"<now() and "Status"!='Completed'),datediff(now(),"Due Date"),0) Provides the number of overdue days of the overdue tasks.
Avg Overdue Days Aggregate avgif(("Due Date"<now() and "Status"!='Completed'),datediff(now(),"Due Date"),0) Provides the average overdue days.
Overdue % Aggregate ("Overdue Tasks"/count("TASKID"))*100 Provides the percentage of Overdue Tasks.
Completed Tasks Aggregate countif("Status"='Completed') Provides the count of Tasks which are completed.

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

Refer to the Adding Formulas in Zoho Reports help page. You can also read this blog post on aggregate formulas in Zoho Reports.

9. Can I add/modify data in the Zoho CRM modules (tables) from within Zoho Reports?

No, you cannot. Data from Zoho CRM modules gets automatically synched into Zoho Reports in the 8 different tables (one table for one module). You cannot edit any of this data or add new data records from within Zoho Reports.

10. Can I add new columns to the Zoho CRM modules (tables) from 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.

11. Can I add new data tables in this reporting database to create reports & dashboards? [or] Can I combine data from other sources with the data from Zoho CRM to create reports and dashboards?

Yes, you can add new data tables. Click New > New Table and you can add new tables to the existing Zoho CRM reporting database.

With this feature, you can import new data or add them manually into your reporting database to analyze and create reports combining this with the Zoho CRM data. You can import data from files like Excel, HTML and CSV. You can also import data from local databases like Oracle, SQL Server, DB2, MySQL, PostgreSQL and MS Access.

Refer:

12. What are Query Tables?​

Zoho Reports allow you to pull the data required by writing standard SQL SELET 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 demo video to know about how to create Query Tables in Zoho Reports.

13. 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.

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 Reports add-on and also the reports you create, with your organization co-employees/colleagues. Refer to Sharing and Collaboration help page for more.

Once you privately share a report to your colleagues they will be able to access the same as you do, following the steps below:

  1. Log into their Zoho CRM account
  2. Select the Reports tab/module in Zoho CRM
  3. Click on the Advanced CRM Analytics (powered by Zoho Reports) link at the top right.
  4. Clicking the link will open the Zoho CRM Reports reporting database in a new browser tab.
  5. Users will be able access the reports & data shared to them.

Note:

1. If you share the data tables in the Zoho CRM reporting database to users, they will be able to create their own reports over the same.
2. 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.

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 add-on, the tables and reports will be available only to him/her, by default. The Administrator has to share the 'Zoho CRM Reports' database with other members of the organization. Only then will the default reports be accessible by those members. Let's say the Administrator has shared the database with other members in the organization. And a member creates his/her own reports. Those reports will be available only to him/her alone, unless he/she shares them with others.

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 add-on 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 supports fine-grained access control. The following are are user roles that are supported in Zoho Reports:

1. Administrator (Master Admin): The Zoho CRM Administrator who had setup the add-on will also be the administrator of the Zoho Reports account

2. Database Owner: The Administrator can designate one or more users as Database Owners. A Database Owner has all permissions to add, delete, modify reports, table rows and even tables. A Database Owner can share the database tables/reports with other users. A Database Owner cannot delete or rename a database.

3. User: A user has the least privilege in the hierarchy. Unless the Administrator or a Database Owner shares a table with a user, the user cannot create any reports on his/her own. Also, an Administrator/Database Owner can decide to set specific permissions when sharing a report (Read Only, Export Data, View Underlying Data, Share with Others) or a table (Read Data, Export Data, Add/Delete/Modify Row, Delete All Rows, Only Append Rows, Add or Update Rows, Delete All Rows and Add New Rows, Share View / Child Reports).

Refer to Managing Users in Zoho Reports, to know more about different user roles in Zoho Reports. Also refer to Sharing and Collaboration help page.

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 to this help documentation section to know how this can be done.

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

To print a report/dashboard, please follow the below steps.

  1. Open the table or report that you want to print
  2. Click the 'Export' button.
  3. You will see options to save the table/report in a variety of file formats like csv, xls, jpg, pdf etc.
  4. Choose the format you want and save the file to your desktop
  5. Open the file and print it

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 add-on or a 'Database Owner', you can schedule reports and dashboards to be emailed automatically. You can do this is as follows:

  1. Select the Report/Dashboard to be emailed in Zoho Reports
  2. Select "Export -> Email this View" from the toolbar
  3. Follow the instructions in the screen and provide the required input to setup a email schedule

9. Into what file formats can I export the reports & dashboards created in Zoho Reports and how?

Reports and dashboards can be exported in a variety of file formats.

  • Charts
    • CSV/XLS
    • PDF
    • HTML
    • PNG/JPEG
  • Pivot/Tabular views
    • CSV/XLS
    • PDF
    • HTML
  • Dashboards
    • PDF
    • HTML

You can export a report/dashboard in Zoho Reports as follows

  1. Select the Report/Dashboard to be exported in Zoho Reports
  2. Select "Export -> Export this View" from the toolbar
  3. Follow the instructions in the screen and provide the required input to export the report(s) selected

10. 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. Follow the steps below to achieve the same:

  • Select the report or dashboard that you would like to embed into your Website or Blog.
  • Select the "Publish -> Embed in Website/Blog.."option
  • By default, when you embed the report into your website, web application or blog, it would prompt for users to login with Zoho Reports login details to view the embedded view. Also, users to whom you have shared the view (using the 'Share' option) would only be able to access the view embedded, on successful login.
  • If you would like the embedded view to be accessible by anyone without login, then click on the link To access this view/table without login, Click here...
  • Copy and paste the code snippet provided in the text area below into your webpage or blog html content to embed this view.

On embedding, you will see the corresponding report within your web page, application or blog. Refer Embedding in Web Pages/Blogs to know more about this.

Solutions

1. Can I calculate sales Win Rate % and Loss Rate % from potentials/opportunities?

Yes, you can. Refer to the steps described in the embedded slide show below.

2. Can I create Year-over-Year or Quarter-over-Quarter or Month-over-Month growth reports?

Yes, you can. Refer to the steps described in the embedded slide show below.

3. Can I create a Sales Pipeline Funnel Chart?

Yes, you can. Refer to the steps described in the embedded slide show below.

4. Can I create reports to view Average Sales cycle?

Yes, you can. Refer to the steps described in the embedded slide show below.

5. Can I create Top 5 or Bottom 5 sales person report?

Yes, you can. Refer to the steps described in the embedded slide show below.

6. How do I create Target (Quota) based reports in Zoho Reports?

The embedded slide show below shows how to do this.

7. Can I calculate the percentage of potentials won out of the total leads?

Yes, you can. The following slide shows illustrates how to do this.

Help & Support

1. How do I get technical support on Zoho Reports add-on?

Mail your questions to support@zohoreports.com. You can also call our toll free number +1 888 900 9646.

2. Can I have someone from Zoho do a Demo of this add-on to me?

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


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