11.3.16. Reports

Reports have a similar interface to filters. Filters display information according to selected criteria, while reports allow field information groupings as well as numeric field summaries. Results can also be saved or printed and exported into many popular formats such as MS Word and Adobe PDF. Controls on the screen allow users to scroll forward and backward on the page through the report results, search for an item in the report, and zoom in and out on the report.

A variety of reports can be generated for the Contact Manager:

11.3.16.1. Category : Contacts

  • List of Contacts: It shows all the list of contacts.

  • List of Contacts and Children: It shows the list of contacts and children.

  • Track Time Reports: It shows the detailed information of the track time of Contacts.

11.3.16.2. Category: Organization

  • Employees: It shows the list of employees or users and their information.

  • Holidays: It shows the list of holidays.

11.3.16.3. Category: Project

  • Project Allocation: It shows the allocation of projects to the employees.

  • Project Rates: It shows rates per employee per customer.

11.3.16.4. Creating Reports

To create new reports:

Click CRM > Contacts>Reports > New Report.

  • In the Report General, fill up the report category, report type and description if any. Then click Next.

  • In Select Fields, the fields are columns in the report. This user interface allows selection of the fields you want to display in the reports.

[Warning] Warning

If the number of fields selected is more than the page size permits, the additional fields will run over to the next page.

  • In Configure Fields, the user can rename the fields in the Display Name column according to their requirements. Clickorbuttons to move the fields up or down the list, determining their order as you want it to display in the report.

  • In Select Groups, you can set up the groups for various columns in the report. For example, Project or Task Name, total number of hours, and count of the users are groups. Group totals can also be put at the bottom of the groups.

  • In Select Filters, you can create a customized search based on selected criteria that you define. After a filter is created, it is saved for future use. Filters allow you to save time by creating a category to sort through your contacts and the fields you want to filter.

To see the detailed description of how to create a filter click here.

  • In Filter Permissions, extranet users with access to shared reports can only select filters specified in the Filter Permission screen. This feature allows OfficeClip administrators to share reports, yet restrict data by limiting filters to a certain subset of data.

11.3.16.5. Viewing Reports

To view the Reports:

  • Click CRM > Contacts > Reports.

  • You can see the list of reports. Click on the report you want to view.

  • You can also Edit, Delete, Copy, Share, Schedule and Change Permissions of the reports with the icons from the Actions column.

  • All reports can be exported to various formats like Adobe PDF (.pdf), Microsoft Word (.doc) and Microsoft Excel (.xls). Click on a report and then select a format from the toolbar and click Export to preview the report.

  • To see the detailed description of how to edit, delete, change permissions, etc. click here.

11.3.16.6. Scheduled Reports

Reports can be scheduled so that they can be run at predetermined times and emailed to OfficeClip users. To view the Scheduled reports click on the Scheduled reports icon above the list of reports.

To schedule reports:

  1. Click on the Schedule icon in the Actions column.

  1. Enter how you want to schedule your report: daily, weekly or monthly.

  1. Enter the email address of the person to whom the report is to be sent and the report format.

  2. After finishing, click Save.

  3. To enter a New Schedule, click Clear Schedule to delete the old Report Schedule.

11.3.16.7. Shared Reports

These reports are shared with the extranet users. Such users can only view reports in a restricted fashion (based on the filters they have been permitted to use). Shared reports can be used to empower your customers, partners, and service providers to create reports for their specific use based on the data they are allowed to access. To view the Shared reports click on the Shared reports icon above the list of reports.

To share a report, click on the icon on the report row in the Actions column.

To see the detailed description of how to share reports, click here.