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Zoho Projects Advanced Analytics Add-on

Introduction

Zoho Projects Advanced Analytics Connector Add-on allows you to import Zoho Projects data and create insightful reports over them. With this integration, your Zoho Projects data can be easily analyzed to create insightful reports & dashboards using the powerful reporting options in Zoho Reports. This enables you to proactively monitor & manage your projects by tracking the Key Projects Metrics.

General

  1. What is Zoho Reports?
  2. What is Zoho Projects Advanced Analytics connector add-on and how does it work?
  3. Who can subscribe to the Zoho Projects connector 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 Projects connector add-on work?
  6. What are the default reports & dashboards created by Zoho Reports, on setting up this connector 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 Connector Add-on for my Zoho Projects account?
  2. I have subscribed to the Zoho Projects connector add-on and Synchronized Zoho Projects data into Zoho Reports, but I do not see any data in these tables. What's happening? [or] How long should I wait for my Zoho Projects 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. Can I edit the Zoho Projects connector add-on Synchronization setting?
  5. How can I view information details about data synchronization between Zoho Projects and Zoho Reports?
  6. How do I access the reports created in Zoho Reports?
  7. How to create my own reports with this add-on?
  8. Who has access to the reports I create?
  9. What are the modules in Zoho Projects on which I could create reports using this add-on?
  10. On whose account will the Zoho Projects connector add-on be setup?
  11. Can I setup the Add-on in an account other than the one who configures/sets up the trial?
  12. Can I transfer my Zoho Projects connector 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 connector 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?
  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 Projects data tables (modules) from within Zoho Reports?
  10. Can I add new columns to the Zoho Projects data tables (modules) 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 Projects 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 Portal 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 create Projects Revenue reports over my Zoho Projects data?
  2. Can I calculate effective ROI per project?
  3. Can I calculate the Projected Revenue for my upcoming Projects?
  4. Can I create Burndown reports over my projects data?

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, JSON, HTML and Google Drive. 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 Projects to provide advanced analytics on project data collected in Zoho Projects.
  • 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 colleagues & friends. 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 Zoho Projects Advanced Analytics connector add-on and how does it work?

Zoho Projects Advanced Analytics Connector Add-on brings in all the capabilities of Zoho Reports described above to Zoho Projects users. It comes with the following features/benefits.

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

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

Users with paid Zoho Project accounts (Enterprise or Professional editions) can subscribe to this add-on. Only Portal Owners or Admin users can configure this add-on to analyze their projects data.

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

As a Zoho Projects user this add-on brings you immense benefits. It enables you to do powerful analysis of your Projects data and create insightful reports & dashboards. This allows you to view your projects data in ways you haven't looked at before. For example, you could see the target vs. completed tasks, delayed tasks and milestones by owners, create burn-down reports, analyze effective ROI of a project, do revenue projection based on ongoing projects, top/bottom 5 project members and much more. .

Zoho Reports drag-and-drop based reporting is so easy to use that you could create any report or dashboard on your Projects data with no IT help or technical knowledge and share them to your colleagues.

5. How does the Zoho Projects connector add-on work?

The Zoho Projects connector add-on for Zoho Reports works as below.

  • Zoho Projects Portal Owner or Admin user of the projects chooses to configure this connector add-on in their Zoho Projects account.
  • Selects the Portal and projects from which the data is to be imported.
  • Data from Milestones, Tasks, Timesheet and Bugs modules in the selected projects will be combined and imported into Zoho Reports Reporting Database. Initial import will take some time
  • Data Import can be scheduled periodically from Zoho Projects, at the desired interval, to keep the latest data available in Zoho Reports reporting database
  • By default 50+ insightful reports over the projects data will be created. You can also easily create Custom reports over the Projects data.
  • The Zoho Projects Owner or Admin, who setup the add-on can share the reports created in Zoho Reports to other Projects users.

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

When you setup/configure the Zoho Projects Integration Connector Add-on, 50+ default reports & dashboards are automatically created. These hand-picked reports will be pretty useful in analyzing your projects data effectively. For example, the target vs. completed tasks, delayed tasks and milestones by owners, create burn-down reports, analyze effective ROI of a project, do revenue projection based on ongoing projects, top/bottom 5 project members and much more .

You can quickly review the default reports that would be created from the following Sample Database listed below:

https://reports.zoho.com/ZDBDataSheetView.cc?DBID=779360000000628429

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

Pricing

1. How much does this add-on cost?

The pricing for the Zoho Projects Advanced Analytics Connector add-on starts at $15/month. This will enable you to import the data from Zoho Projects into Zoho Reports, and avail the features in the Zoho Reports free plan (2 users and 10,000 rows).

This add-on is available free in all the paid plans of Zoho Reports. Refer to the Zoho Reports pricing page.

You can subscribe to this add-on from free plan as follow.

  1. From Zoho Reports, click the Subscription link at the top right.
  2. The Zoho Reports Subscription Details page will open. Click Manage Your Plan.
  3. The Plan and Add-on Charges section in the Your Current Plan tab will open. Select the checkbox adjacent to Zoho Projects connector.
  4. Click Proceed to subscribe to this add-on.

You can also subscribe to this any of the paid plans to avails this Add-on. Follow the steps below to subscribe to a paid plan.

  1. Login to Zoho Reports.
  2. Click the Subscription link at the top right.
  3. In the Upgrade tab, choose Standard Edition or above and subscribe

Note: Users with paid Zoho Project accounts (Enterprise or Professional editions only) can setup this 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. Users are identified by their unique email address, with which their Zoho Reports account was created/registered.

Let's say that you have subscribed 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). You can also purchase additional users and rows as required. Purchasing additional users is available only on paying plans.

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 "Tasks", each row would represent a single task 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?

Zoho Projects Connector add-on is available in all the paid plans of Zoho Reports. You can subscribe to this add-on in Zoho Reports as follows:

You can subscribe to this add-on from free plan as follow.

  1. From Zoho Reports, click the Subscription link at the top right.
  2. The Zoho Reports Subscription Details page will open. Click Manage Your Plan.
  3. The Plan and Add-on Charges section in the Your Current Plan tab will open. Select the checkbox adjacent to Zoho Projects connector.
  4. Click Proceed to subscribe to this add-on.

You can also subscribe to any of the paid plans in Zoho Reports to avail this Add-on. Follow the steps below to subscribe to a paid plan.

  1. Login to Zoho Reports.
  2. Click the Subscription link at the top right.
  3. In the Upgrade tab, choose Standard Edition or above and subscribe

Setup

1. How do I setup the Connector Add-on for my Zoho Projects account?

You can set up the Zoho Projects Connector add-on from either with in your Zoho Projects or from Zoho Reports user interface by following few simple steps.

Follow the below step to establish the connection from within Zoho Projects itself.

  1. Login to Zoho Projects.
  2. Open Settings page (under ADMIN section).
  3. Click the Zoho Reports link. The Zoho Reports Integration Setup page will open.
  4. Click Configure.
  5. In SELECT PROJECTS, choose the desired projects, whose data is to be imported and analyzed in Zoho Reports.
  6. In the DATA TO BE SYNCED, select the modules to be synced. The Tasks & Milestones is a mandatory module. You will not be able to unselect this.
  7. Set the synchronization interval in SYNCHRONISE drop-down.
  8. Click Start Sync to start the sync process

Follow the below steps to establish the connection from Zoho Reports.

  1. Login to Zoho Reports (http://reports.zoho.com) service using the same Zoho Projects credentials (Zoho supports single sign on ).
  2. In the Home page, click Import from Zoho Projects option. The Step 1 of 2: Import from Zoho Projects wizard will open.
  3. Specify a unique reporting database name and a description for the same.
  4. The Choose Zoho Projects Portal drop-down will list the portal for which you are an Owner or Admin. Select the portal from which you want to import data.
  5. All the projects in the selected portal will be listed. Select required projects. You can select multiple projects. Relevant data from the selected multiple projects will be combined and imported into the corresponding data tables.
  6. Select the modules to be synced in the Modules option. The Tasks is a mandatory module. You will not be able to unselect this.
  7. Click Next. The Step 2 of 2: Import from Zoho Projects wizard will open.
  8. In the Perform Import Every drop-down, select the schedule interval in which you want to import data from Zoho Projects. Available options are:
      • Not Scheduled
      • 6 hours
      • 12 hours
      • 24 hours
  9. Click Save. The Import from Zoho Projects: Setup Completed dialog will open on successful completion.
  10. Click OK. Initial data import will be started. This process will take some time. You will be notified at your e-mail address once this process is complete.

Note:
You will be able to configure only one reporting database for each portal.

Watch the following video to know how to setup Zoho Reports Projects Connector Add-on:

2. I have subscribed to the Zoho Projects connector add-on and Synchronized Zoho Projects data into Zoho Reports, but I do not see any data in these tables. What's happening? [or] How long should I wait for my Zoho Projects data to initially appear in Zoho Reports?

You will not be able to view any data in this reporting database until the initial data import from Zoho Projects is completed. This will take some time depending on the amount of data available in your project.s You will be notified at your email address once this process is complete.

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 Projects data can fail sometimes. 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 Projects Analytics Add-on add-on setup.

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

4. Can I edit the Zoho Projects connector add-on Synchronization setting?

Yes, you can edit the Zoho Projects connector add-on synchronization setting. This can be done from either the Zoho Reports interface or the Zoho Projects interface.

Follow the steps given below to edit the setup from Zoho Projects

  1. Open the corresponding Portal in the Zoho Projects.
  2. Navigate to the Settings page (under ADMIN section).
  3. Click the Zoho Reports link. The Zoho Reports Integration Setup page will open. .
  4. Click Configure. The synchronization options will be displayed.
  5. Select or clear the checkboxes adjacent to the required projects in the SELECT PROJECTS section.
  6. Select or clear the modules in the DATA TO BE SYNCED section.
  7. Modify the synchronization interval in SYNCHRONISE drop-down as needed.
  8. Click Submit. The synchronization setting will be modified.

Follow the steps given below to edit the setup from Zoho Reports.

  1. Open the corresponding reporting database.
  2. In the toolbar menu, click Zoho Projects > Edit Setup. The Edit Zoho Projects Setup will open.
  3. The Selected Projects field will list the projects that you have previously selected. Click Show All link to list all the projects in the Portal.
  4. Select or clear the checkboxes adjacent to required projects.
  5. Select or clear the modules in the Modules option.
  6. Modify the synchronizing time in the Perform Import drop-down.
  7. Click Save. The synchronization setting will be modified.

Subsequent synchronizations will take the above changes into consideration.

5. How can I view information details about data synchronization between Zoho Projects and Zoho Reports?

You can view detailed information about the data synchronization that happens between Zoho Projects and Zoho Reports by following the steps given below.

  1. Open the corresponding reporting database in Zoho Reports.
  2. In the toolbar menu, click Zoho Projects > Data Sync Status. The Zoho Project Sync Status dialog will open with the following details.
    • Projects Schedule Every - Displays the schedule interval in which data will be imported.
    • Data Sync Status - Displays the last data synchronization details. You can also view the synchronization status for each module by clicking More Details link.
    • Next Fetch - Displays the next scheduled time to fetch the data from Zoho Projects.

6. How do I access the reports created in Zoho Reports?

You can view the Zoho Projects reports only when the initial data import/synchronization between Zoho Projects and Zoho Reports is completed successfully. You can also create your own reports & dashboards, as needed.

Follow the steps below to access the reporting database from Zoho Projects:

  1. Open the corresponding Portal in the Zoho Projects.
  2. Navigate to the Reports page.
  3. Click View Reports link. Corresponding reporting database will open.

You can also directly login to Zoho Reports to access the reporting Database.

If you are a normal user of Zoho Projects, you will see the 'View Reports' link, only if your portal owner/administrator (who has setup this add-on) has enabled sharing to your account from the corresponding reporting database in Zoho Reports. (Refer How to Share Reports & Dashboards question).

If you are another administrator of your Zoho Projects account, but not the one who setup the reports add-on, you will see the 'View Reports' link only if the portal owner/administrator who had setup the add-on, had shared the reporting database with you.

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

7. How to 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 (Projects 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 (or portal owner) who has setup this add-on, has shared the tables (that contains the Zoho Projects data) in Zoho Reports to your account. Refer How to Share Reports & Dashboards question.

8. 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 How to Share Reports & Dashboards question.

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

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

  • Milestones
  • Tasks
  • Task owners
  • Timesheet
  • Users
  • Bugs

The Timesheet and Bugs modules are optional. You can choose to include or exclude them as needed. The Bugs module will be available for users who have purchased the Bugs Add-on in Zoho Projects. Each of the above modules data is stored as a 'Table' in Zoho Reports. Default reports are based out of the above modules, which you have synchronized. You can also create your own reports & dashboards over the above modules.

10. On whose account will the Zoho Projects connector add-on be setup?

It will be setup in the account of the Zoho Projects Portal Owner or Admin of the portal who configures this Connector add-on. It is this account which will serve as the master admin account of Zoho Reports.

11. 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.

12. Can I transfer my Zoho Projects connector 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 accordingly.

Reporting Features

1. What are the report types supported by Zoho Reports?

Zoho Reports supports a wide variety of reports.

  • Charts
    • Pie
    • Bar
    • Stacked bar
    • Line
    • Smooth Line
    • Scatter
    • Combination
    • Area
    • Stacked Area
    • Web
    • Funnel
    • Doughnut
    • Table View
  • 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 connector add-on?

When you setup/configure the Zoho Projects Integration Connector Add-on, 50+ default reports & dashboards are automatically created. These hand-picked reports will be pretty useful in analyzing your projects data effectively. For example, the target vs. completed tasks, delayed tasks and milestones by owners, create burn-down reports, analyze effective ROI of a project, do revenue projection based on ongoing projects, top/bottom 5 project members and much more .

You can quickly review the default reports that would be created from the following Sample Database listed below:

https://reports.zoho.com/ZDBDataSheetView.cc?DBID=779360000000628429

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

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

Yes, you can modify the default reports. If you are the 'Administrator' or a 'Database Owner' of the Zoho Reports account in which the Connector Add-on is configured (Refer Managing Users in Zoho Reports). To modify the 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, save a copy of the report by clicking Save -> Save As. Now you can edit this new copied report.

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.

You can also quick view the type of reports & dashboard that are created by default, from the sample given below, to get know the possibilities.

https://reports.zoho.com/ZDBDataSheetView.cc?DBID=779360000000628429

5. How do I create reports using fields/columns across different modules?

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 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 by Zoho Reports, on setting up this add-on?

The following table lists the defaults formulas created on the Milestones table.

Formula Name Formula Type
Formula Description

Duration

Custom

datediff( "End Date","Start Date")+1

Returns the duration of the milestone (in days).

Actual Time Taken

Custom

if("Status"='Completed',datediff( "Completed On","Start Date"),datediff( now(),"Start Date")) +1

Returns the actual time taken (in days) to complete the milestone.

Milestone Completion Mode

Custom

if(("Duration"-"Actual Time Taken")>=0,'On Time','Late')

Returns whether the milestone is completed on time or delayed.

"On Time" value indicates a milestone completed on time.
"Late" value indicates a milestone completed late.

Milestone Delay Time

Custom

if("Status"='Overdue',datediff( currentdate( ),"End Date"),null)

Returns the delay (in days) so far on overdue milestones.

Delay %

Custom

100 * ("Actual Time Taken" - "Duration") / "Duration"

Returns the percentage of delay for the milestones. Greater than 100% indicates that the milestone was delayed and % of delay.

Miletones On-time Count

Aggregate

countif("Status"='Upcoming',"Milestone ID",NULL)

Returns the count of milestones that are progressing on time.

Milestones Delayed Count

Aggregate

countif("Status"='Overdue',"Milestone ID",NULL)

Returns the count of milestones that are delayed.

Milestones Completed on Time Count

Aggregate

countif("Milestone Completion Mode"='On Time' AND "Status"='Completed',"Milestone ID",NULL)

Returns the count of milestones that are completed on time.

Avg Milestone Delay

Aggregate

sumif("Milestone Completion Mode"='Late',"Actual Time Taken"-"Duration")/count("Milestone ID")

Returns the average delay time for milestones.



The following table consists of the defaults formulas created on Tasks table.

Formula Name Formula Type Formula Description

Duration

Custom

datediff("Due","Start")+1

Returns the scheduled duration (in days) of a task.

Task Delay Time

Custom

if("Status"='Overdue',datediff(now(),"Due"),null)

Returns the delayed time (in days) of the task which is overdue.

Task Completion Mode

Custom

if(datediff("Due","Completed On")>0,'On Time',if("Due"<now(),'Late','On Time'))

Returns whether the task is completed on time or delayed.

'On Time' - Indicates a task which was completed on time

'Late' - Indicates a task which was completed late.

Actual Time Taken

Custom

if("Status"='Completed',datediff("Completed On","Start"),datediff(now(),"Start"))

Returns the actual time taken (in days) to complete the task.

Time Spent So Far

Custom

if("Status"='Completed',"Actual Time Taken",datediff( currentdate( ), "Start"))

Returns the time spent so far (in days) on a task.

For tasks completed it will just provide the actual time taken to complete.

For tasks which are ongoing, it will provide the time spent so far.

Open Tasks Count

Aggregate

count(if("Status"='Completed',NULL,"Task ID"))

Returns the count of open tasks.

Closed Tasks Count

Aggregate

count(if("Status"='Completed',"Task ID",NULL))

Returns the count of closed tasks.

Closed Tasks %

Aggregate

"Closed Tasks Count"/count("Task ID")*100

Returns the percentage of closed tasks.

Open Tasks %

Aggregate

"Open Tasks Count"/count("Task ID")*100

Returns the percentage of open tasks.

Tasks Completed On time Count

Aggregate

countif("Task Delay Time"<=0,"Task ID",NULL)

Returns the count of tasks that are completed on time.

Tasks Completed Ontime %

Aggregate

"Tasks Completed Ontime Count"/count("Task ID")*100

Returns the percentage of tasks that are completed on time.

High Priority Tasks Count

Aggregate

count(if("Priority"='High',"Task ID",NULL))

Returns the count of high priority tasks.

High Priority Tasks %

Aggregate

"High Priority Tasks Count"/count("Task ID")*100

Returns the percentage of high priority tasks.

Open High Priority Tasks Count

Aggregate

countif("Priority"='High' AND "Status"!='Completed',"Task ID",NULL)

Returns the count of open high priority tasks.

Tasks Not Started

Aggregate

count(if("Status"!='Completed' AND "Percentage Completed"=0,"Task ID",NULL))

Returns the count of tasks that are not started.

Tasks In progress

Aggregate

count(if("Status"!='Completed' AND "Percentage Completed">0,"Task ID",NULL))

Returns the count of tasks that are in progress.

Closed High Priority Tasks Count

Aggregate

countif("Priority"='High' AND "Status"='Completed',"Task ID",NULL)

Returns the count of closed high priority tasks.

High Priority Tasks Closed %

Aggregate

"Closed High Priority Tasks Count"/"High Priority Tasks Count"*100

Returns the percentage of closed high priority tasks.

Overdue Tasks Count

Aggregate

count(if("Status"='Overdue',"Task ID",NULL))

Returns the count of overdue tasks.

Overdue Tasks %

Aggregate

"Overdue Tasks Count"/count("Task ID")*100

Returns the percentage of overdue tasks.

The following table consists of the defaults formulas in the Timesheet table.

Formula Name Formula Type Formula Description

Average Billable Hours by Members

Aggregate

sumif("Status"='Billable',"Hours",NULL)/count(distinct("Owner"))

Returns the average billable hours by members.


The following table consists of the defaults formulas in the Bugs table.

Formula Name Formula Type Formula Description

Planned Days

Custom

datediff( "Due Date","Created Date")

Returns the scheduled duration (in days) to fix a bug.

Time Taken
Custom if( "Status"='Closed',datediff( "Modified Date","Created Date"),datediff( currentdate( ),"Created Date"))
Returns the time taken (in days) to fix the bug if it is closed or will return the time between the start date to current date.
Delay in Days
Custom "Time Taken" - "Planned Days"
Returns the delay (in days) to fix the bug.
Top Level Status
Custom if("Status" = 'Closed', 'Closed', 'Open')
Returns whether the bugs is closed or not.
Time Left
Custom if( "Status"!='Closed',datediff("Due Date", currentdate( )), 0)
Returns the time left to fix the bug.
Closed Bugs Count
Aggregate countif("Status"='Closed')
Returns the count of closed bugs.
Overdue Bugs Count
Aggregate count(if("Delay in Days">0 AND "Status"!='Closed',"Bug ID",NULL))
Returns the count of overdue bugs.
Overdue bugs %
Aggregate "Overdue Bugs Count"/count("Bug ID")*100
Returns the percentage of overdue bugs.

You can also add your own formulas to derive your own calculations. Do refer to Adding Formulas in Zoho Reports help page.

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 Projects data tables (modules) from within Zoho Reports?

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

However you can add new tables and add/import data into that, to create reports combining it with the data from Zoho Projects. Refer #10 below

10. Can I add new columns to the Zoho Projects data tables (modules) 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 to know more on this.

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 Projects to create reports and dashboards?

Yes, you can add new data tables. Click New > New Table to add a new table in the existing Zoho Projects reporting database.

With this feature, you can import data from other sources or add them manually into your reporting database to analyze and create reports combining this with your Zoho Projects data. You can import data from files like CSV, Excel, HTML, JSON, Google Drive etc., or import data from local databases like Oracle, SQL Server, DB2, MySQL, PostgreSQL, MS Access etc., You can also use Zoho Reports API to develop an application for data upload into Zoho Reports.

Refer:

12. What are Query Tables?​

Zoho Reports allow you to pull the data required by writing standard SQL SELET Queries. This is called Query Tables. With Query Tables you can also combine data from different tables and create reports over 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 Projects Connector add-on and the reports you have create, with other users in your portal. Refer to Sharing and Collaboration help page for more details on this.

Once you privately share a report to your colleagues they will be able to access the reports as you do. Refer here to know how to access the reports.

Note:

1. If you share the data tables in the Zoho Projects 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 Projects 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.
3. You can share data tables and reports to any user. They need not be a user in our portal.

2. Why are other members in my Portal not able to access the reports created?

By default only the Portal Owner or Administrator who configures the Zoho Projects Connector Add-on will be able to access the views (tables, reports and dashboards) in Zoho Reports. The Administrator has to explicitly share the view with other users. The shared user will be able to access the view with the specific permission that the Administrator has granted.

Also when the Administrator has shared a table, then the shared users can create reports over them and these reports will be available only to them, until they share the reports with others.

To know more, refer to Sharing and Collaboration help page.

3. How can other members in my Portal create reports?

The Administrator (or Portal Owner) who configures the Zoho Projects Connector Add-on should share the data tables present in Zoho Projects reporting database with other members. Once this is done, the shared users can create reports based over these data tables.

To know more, refer to Sharing and Collaboration help page.

Note: If you add a user as a Database Owner, then the user will be able access all the data & reports, and create new reports in the reporting database. A Database Owner can to add, delete, and modify reports, table rows and tables. A Database Owner can share the database tables/reports with other users. A Database Owner cannot delete or rename a database.

Refer Managing Users in Zoho Reports section, to know how to add Database Owners

4. What are the user roles available in Zoho Reports?

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

1. Administrator (Master Admin): The Zoho Projects Portal Owner or Administrator who had setup the add-on will 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, and 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, and 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. Only when the users being shared is set as a database owners, they 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 the Sharing 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 Export this View > As PDF from the toolbar.
  3. The Export As PDF screen will open. Set the export setting as needed.
  4. Click Export.
  5. Open the exported PDF 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 an 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
    • Excel (XLS/XLSX)
    • PDF
    • HTML
    • Image (PNG/JPEG)
  • Pivot/Summary/Tabular views
    • CSV
    • Excel (XLS/XLSX)
    • 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 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:

  1. Select the report or dashboard that you would like to embed into your Website or Blog
  2. Select the Publish -> Embed in Website/Blog. option
  3. By default, when you embed the report into your website, web application or blog, it would prompt users to log in with their Zoho credentials to access 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.
  4. If you would like the embedded view to be accessible by anyone without login, and then click on the link To access this view/table without login, Click here... (Note: This option is available only if your account is in any of the Paid plans of Zoho Reports)
  5. 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 create Projects Revenue reports over my Zoho Projects data?

Yes, you can do this in Zoho Reorts when you can specify your revenue data into Zoho Reports. Zoho Reports provides a default template to enter your revenue data. You could also import your data into the Zoho Projects database and create reports over them. Refer to the steps described in the embedded slide show below to create project revenue reports using the template.

2. Can I calculate effective ROI per project?

Yes, you can do this based on the revenue data you have. Refer to the steps described in the embedded slide show below to create effective ROI report reports using the template.



3. Can I calculate the Projected Revenue for my upcoming Projects?

Yes, you can do this based on the revenue data you have. Refer to the steps described in the embedded slide show below to create projected revenue reports using the template.

4. Can I create Burndown reports over my projects data?

Yes, you can. Refer to the steps described in the embedded slide show below to create burndown reports using the template.

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 for me?

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


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