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Reports

Reports feature is available in Advanced Pack.

There are two types of reports: List and Grid.

List Reports

List report results the list of records that meet the specified criteria.

To create new list report click on Reports tab and then click Create Report button. Choose needed Entity Type then click Create button at List Report section.

At Columns field pick fields you would like to be displayed. Below you can specify display parameters for every column e.g. width and align.

Choose needed sorting at List Order field.

At Filters section you can specify criteria that determines what records will be listed in your report. You can use logical operators 'OR' and 'AND' here.

Runtime Filters allow you to specify different filters before you run the report.

You can export list report results to excel and csv formats.

List report exampl, showing leads that doesn't have any Call related to them:

List report example

Additional features where list reports can be utilized:

  • Scheduled workflows – to do some scheduled actions over records that met criteria specified in list report.
  • Scheduled BPM processes – to start BPM processes for records that met some criteria.
  • Sync with target lists – automatic or manuall.
  • List view filters – more info below.
  • Panels on detail view – displaying related records that met some criteria.
  • Applying assignment rule – by workflow or BPM.

Grid Reports

Grid reports result summarized values, can be grouped by one or two fields. and displayed as a chart.

To create new grid report click on Reports tab and then click Create Report button. Choose needed Entity Type then click Create button at Grid Report section.

Grid report example, showing revenue grouped by User:

Grid report example

Group By

At Group By field pick one or two fields you want your report data be grouped by. It's possible to apply grouping by year, month, week, day for date fields. If you group by two fields your report will be considered as three-dimensional.

You can leave Group By field empty.

There is the ability to specify a custom complex expression (with functions) for grouping. More info about complex expressions is available here.

Columns

At Columns field select one or more aggregate functions applied to a specific field.

Functions:

  • COUNT – number of records;
  • SUM – summation, applied to Currency, Int and Float fields;
  • MIN – mimimal value;
  • MAX – maximal value;
  • AVG – average value.

If the report is grouped by a link field then it's possible to add fields from the linked record w/o aggregate functions. Example: The report for Opportunities, grouped by Campaign, with Campaign.Budget column.

Order by

Order by field defines how report data will be sorted.

Filters

At Filters section you can specify criteria that determines what records will be used in your report. You can use logical operators 'OR' and 'AND' here. More info is below.

Runtime Filters

Runtime Filters allows you to specify different filters before you run the report.

Charts

Grid report allows displaying results in a chart form.

There are following chart types available:

  • Bar (Horizontal)
  • Bar (Vertical)
  • Bar Grouped (Horizontal) (only for report with grouping by 2 columns)
  • Bar Grouped (Vertical) (only for report with grouping by 2 columns)
  • Pie (only for report with grouping by 1 column)
  • Line

Bar:

Bar

Bar Grouped:

Bar grouped

Line:

Line

Pie:

Pie

Export

It's possible to export grid report results to Excel and CSV formats. Charts are exported to Excel.

Joint Grid reports

Available since Advanced Pack 2.2.0.

Joint Grid reports combine multiple Grid reports of different entity types. Sub-reports must by grouped by 1 or 0 fields.

Some usage examples:

  • Lead count / Contact count;
  • Revenue by month / Campaign Budget by month;
  • Revenu by user / Lead count by User.

You can create a new Joint Grid report from the dropdown menu in the top-right corner on the Reports list view.

Filters

Field filter

Simple to use type of filters. You can also pick fields of target entity as well as related entities.

Field filter

OR group

OR means that at least one condition under the group must be met.

OR group

AND group

AND means that all conditions under the group must be met.

NOT IN group

Provides an ability to filter records that don't meet specified criteria. E.g. listing accounts that don't have any opportunity with Closed Won or Closed Lost status.

Note: It's recommended to avoid using NOT IN group when possible, by using filters 'Not Equals', 'None of', etc. instead. NOT IN group uses a sub-query that can negatively effect on a report performance in some cases.

NOT IN group

IN group

Note: Available in since EspoCRM 5.6.0 and Advanced Pack 2.1.0.

Simlitar to AND group but utilizes a sub-query.

Example of usage: Filtering accounts that have opportunities of both 'Closed Won' and 'Negotiation' stages.

IN group

Complex Expression

For more advanced use. You can apply function for certain database column and compare it with the result of formula expression.

Note: If you need to compare just with a simple string value you should put it into single quotes 'some string'.

Note: Functions intended to interact with entity record will not work here because the formula is not applied to specific record.

Complex Expression filter

You have the ability to use custom complex expressions. More info about complex expressions is available here.

Having group

Having group provides an ability to filter with using aggregate functions COUNT, SUM, MAX, MIN, AVG.

Some use cases:

  • List accounts having more than one opportunities. COUNT / opportunities.id / Greater Than / 1.
  • Grid report showing accounts grouped by industry where revenue is more than 1,000. SUM / opportunities.amount / Greater Than / 1000.

Note: Compatible with EspoCRM versions 5.1.0 and greater.

Displaying on the dashboard

You can display any report on dashboard. For this you need add Report dashlet and then pick needed report at dashlet options.

Grid reports can be displayed as a chart, chart with totals or only totals.

List reports can be displayed as a list or a total number of records.

Email sending

It's possible to make system to send report results to certain users on regular basis according specified time. This must be configured for certain reports individually.

Max number of records that can be send in email by default is 3000. You can increase it by adding a parameter to data/config.php: 'reportSendingListMaxCount' => 5000.

Syncing with Target Lists

It's possible to have target lists synced with list report results. It's convenient for mass email when you would like to send emails only to contacts that meet some criteria at the moment of sending. This feature is available on detail view of any target list at 'Sync with Reports' panel.

Report Filters (list view filters based on reports)

Compatible with EspoCRM 5.1.0 and greater.

Administrator can create custom list view filters based on specific reports. Available at: Administration > Report Filters. It's possible to specify teams that will have an access to the filter.

Note: The layout, that is specified in the report, is not applied to the list view when the filter is selected.

Report Panels (detail view panels showing report results)

Compatible with EspoCRM 5.1.0 and greater.

Administrator can create custom side and bottom panels for the detail view of the specific entity type. It's possible to specify teams that will have an access to the panel.

Both Grid and List reports can be used.

It's possible to display only a total amount on the report panel.

Order of side panels can be customized at Layout Manager > Side Panels (Detail).

Order of bottom panels is specified in the Report Panel record. It's possible to place the panel before Stream panel, before relationship panels or at the very bottom.

The report panel shows results related to the record is viewed. The first found relationship is used. If the report has an appropriate runtime filter then it will be used to restrict results. The runtime filter must be a field of link, link-multiple or link-parent type.

See also