Overview

Analytics are available in most CRM.COM modules and make information easier to visualize and process.  Dashboards, reports, and printouts can help identify business trends, capture business cycles and assist in management and marketing planning. 

A dashboard is a modular data visualization tool consisting of one or more graphical components.  Dashboards make information regarding key performance indicators available from a single integrated screen and provide a consolidated way to view data stored in the system.

A report is a document that presents system data in a structured format for analysis.  Reports assist in strategic marketing planning, in business decisions and in the preparation of financial reviews.

A printout is a personalized report available through the Data Entry page of each module.  It displays information on records, which can be directly sent to the customer upon request.

Major features

• Dashboards are modular and can include multiple movable components, selected from a predefined list.

• Dashboard components include pie, bar, stacked bar, and summary charts (displaying info from the Summary page).
• Dashboard components can contain links to summary pages.  The results are filtered based on chart data.  Screen filters can be used to customize the displayed data. 

• Release or custom reports are grouped by module into sections  and can target diverse business areas, such as marketing, finance, and sales.

• Reports let the user filter data based on current business needs.  They can be used to extract information such as seasonal business revenue data, best selling products, new customers and to evaluate the success of marketing campaigns.  

• Reports can be scheduled and emailed to users automatically and on a recurring basis, subject to criteria.  

• Printouts are available from the Data Entry pages of the module for which information is extracted.
• Printouts can be emailed to the customer.

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Dashboards

Setting up dashboards

The page is used to create new dashboards and define the components included in each dashboard.

Set up Dashboards fields

The table describes the sections of Dashboards Data Entry page and explains how the fields in the page are used.

 Mandatory   Configurable

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Using dashboards

Viewing a dashboard

Dashboards that have been configured and are 'Active' are available for selection through the View Dashboards page.  Use the 'Switch to Dashboard' drop-down list to display another dashboard.  

Changing the position of a component 

The initial position of a component is defined during dashboard setup (using the Order field).  Subsequently, components can be dragged and dropped into a new position while viewing the dashboard.

1. Click and drag the component. A red dotted line will display possible drop positions.
2. The component can be released in the selected section, rearranging the other components.

Updating the data displayed in a component

A Settings icon () on the top right corner of a component indicates that it can be modified.

To modify the data displayed in a component:

1. Click on the  icon.
2. Click on ADD. Using the modal, search for preferences to add, or select an option from the drop-down list. 
   
   1. Enable wanted preferences and click on SELECT
3. Click on SAVE to update the chart.
   

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Filtering displayed results

On a number of components, it is possible to filter the displayed data by selecting an item on the dashboard. To do so:

1. Click on the drop-down list or any other available filtering element and select an item.

2. Click 'Refresh' to display the filtered data.
   

Reports

A report is a document that presents information saved in CRM.COM in a structured format. The information is selected and grouped based on user-defined criteria. 

The Run Reports page is used to extract reports and to schedule reports and send them by email.

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Extracting report information

Navigate to Run Reports and explore available reports grouped by module.  Click on the report you are interested in to go to the Data Entry page.

1. Use Criteria to define the filtering of extracted data.

   Variable date criteria such as 'today', 'this month' or 'next year' (dynamic dates instead of specific dates) can be selected. Dynamic dates can also be used for scheduling reports (e.g., to schedule a daily report displaying service requests registered 'today').

2. Double-click on Fields Displayed to add or remove fields from the report.
3. Double-click on Group by Fields to define data grouping.
4. Use Report Options to select the format (HTML, PDF, CSV, Excel) of the report. 
5. Click on VIEW SCHEDULED from the menu bar to view existing, or SCHEDULE to create a new schedule.

Scheduling reports

Scheduling report definitions are used to automatically generate and email reports to their intended recipients as attachments.  A definition can be submitted and executed once or on a recurring basis.  Reports are sent when the definitions are executed.

Scheduled definitions can be tested before they are submitted.  A test email is sent to the logged in user verifying the extracted report and email information.

Recipients or email information in a definition can be modified.  A scheduled definition can be canceled (set as 'Not Effective'), while previously canceled definitions can be set to 'Effective' again.  

Scheduling report definition fields

 Mandatory   Configurable

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Setting up the schedule definition

To access the scheduling report definition and schedule the sending of a report: 

1. Navigate to the report.
2. Define the criteria and fields to be included.

3. Click on SCHEDULE to create a new schedule.

4. Provide the required information as defined in the schedule report definition table.
5. Click on SAVE.
   
   

Testing a report schedule

The scheduled definition can be tested by sending a test email to the logged-in user.

1. Navigate to the report page and click VIEW SCHEDULED from the Actions menu. 
2. Click on the name of the scheduled definition.
3. Click Test Report from the Actions menu.

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Submitting a report schedule

Definitions can be created without being scheduled for execution. 

Once a definition is executed, email recipients from successfully executed definitions are included in the 'Run Successful' records of the process run, while email recipients from unsuccessfully executed definitions are included in the 'Run Error' records.

1. Navigate to the report page and click VIEW SCHEDULED  from the Actions menu.
2. Click on the name of the scheduled definition.
3. Click Submit from the Actions menu.

Modifying a report schedule

To modify the recipients, email information or scheduling of a report, EDIT the schedule by following the steps below. Criteria cannot be modified through this process. To change criteria cancel the scheduled definition and create a new schedule.

1. Navigate to the report page and click VIEW SCHEDULED  from the Actions menu.
2. Click on the name of the scheduled definition.
3. Click on EDIT from the Action menu.
4. Once the definition is modified, click on SAVE.

Cancelling a report schedule

Schedules can be canceled as long as there are no scheduled or executed runs.

1. Navigate to the report page and click VIEW SCHEDULED  from the Actions menu.
2. Click on the name of the scheduled definition.
3. Click Cancel Report from the Actions menu.

Setting the life cycle state to 'Effective' 

When a schedule with no executed or scheduled runs is canceled, its life cycle state is set to 'Not Effective' (it is disabled).

To set the state back to 'Effective':

1. Navigate to the report page and click VIEW SCHEDULED from the Actions menu.
2. Click on the name of the scheduled definition.
3. Click Set as Effective from the Actions menu.

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Printouts

Whereas reports and dashboards are available from a single page, printouts can be obtained from the Data Entry page of a number of system modules.

Printouts provide specific information on entities, such as a customer payment, a product warranty, or the balance of an accounts receivable. Printouts can be extracted in various formats (HTML, XLS, CSV, RTF, or PDF) and saved or printed immediately, or sent to the customer by email.

Extracting a printout from a data entry page

1. Navigate to the module's Data Entry page and click on PRINTOUTS from the Actions menu. 

2. Select the format in which the printout should be extracted (indicated by an asterisk):

   1. PDF
   2. HTML
   3. XLS
   4. CSV
   5. RTF 
3. Click on PRINTOUTS again and on the selected printout.
   The printout is extracted and downloaded.