Creating and Viewing Standard Reports

1. Creating Standard Reports

1.1 Choose from Prebuilt Templates

To quickly create a report, ShareCRM provides eight business themes and 51 prebuilt templates organized by business category. Hovering over a template shows the objects included: solid indicates the Primary Object, hollow indicates related objects. You can pick fields for your report from the objects shown in the template.

• Template explanation: Each report is based on a business theme domain. For example, “Account Analysis” focuses on Accounts and includes reports such as new Accounts by salesperson, Account source distribution, Accounts by tier, and other Account-centric statistics.
• Using report templates: When you click New Report, the system opens the prebuilt template list. Choose a theme domain and a template that match your business scenario to create the report.
• Create all reports at once: This option creates reports from all latest system templates. If a report category already exists, creation will fail for that category. When you add the ShareCRM app, the system can create all reports for your organization using the default templates, so the first time you open Reports you’ll already see the report categories and reports without further action.

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1.2 Create from Blank Template

Choose the Blank Template to define a custom-object analysis. First select the Primary Object; related objects are auto-populated and you can customize which related objects to include.

• After selecting objects, click Confirm to open the report designer. Then drag fields and set data scope and other design options.

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2. Editing Standard Reports

2.1 Report Design

• Designer layout:
  • Left: Available fields area. Fields vary by chosen template and can be dragged to the right.
  • Top-right: Data scope settings for defining report filters.
  • Center-right:
    • Scene: Filter scenes (aligned with CRM object scenes) — you can set the report default scene.
    • Calculated columns: Perform arithmetic on numeric fields in the report.
  • Bottom-right: Sample table preview area showing a small subset of data (click Preview to view all data).
    • Click a column header to rename the field, group, aggregate, or sort.
• Field types and availability:
  • Report available fields include system preset fields and custom fields on each business object.
  • Supported synchronized field types: custom fields (text, date, numeric, component), flexible types (formula fields, roll-up/aggregate fields, reference fields), system fields (life cycle status, Primary Attribute, Created By, etc.), and special scenarios (multi-relationship, self-relationship, hierarchical/tree). Image fields are converted to image counts for BI statistics; attachment fields are not yet supported for display but will be converted to attachment counts in a future release.
  • BI does not support signature field display.
  • Custom fields sync in real time.

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2.2 Field Selection

You must choose report columns when defining a report.

• Field source: When creating a report, you pick a theme domain; each domain has preset and custom available report fields.
• Sorting: The available fields list is sorted alphabetically A–Z.
• Add fields to the report: Drag to add; the new field inserts to the right of the target column.

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• Remove fields from the report:
  • Option 1: Column header menu → Delete column.
  • Option 2: Drag the field back to the field list; a confirmation dialog appears — click Confirm to delete.

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• Reorder fields in the report: Drag to move; the field moves to the right of the target column.
• Search fields: In the left field palette you can filter by field type or use free-text fuzzy search.

2.3 Field Settings

• Grouping: Use the column header menu. Grouped values display in merged groups.
  • With multiple group levels, later groups become lower-level groups; you can drag headers to reorder.
  • Note: Up to five group levels are supported.

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• Merge: When a report analyzes one-side and many-side objects together, the one-side records may repeat because of multiple many-side records. In the report editor, use the Primary Attribute menu on the one-side object and enable Merge to display the same one-side record as a single merged row (similar to merging cells in Excel).

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• Example: When analyzing Accounts with Sales Orders, a single Account with multiple Orders will repeat the Account row. If you enable Merge on Account Name, the Account fields display as one merged row. Similarly, enabling Merge on Sales Order Number consolidates multiple Sales Order Product lines under the same Sales Order into one row.

• Group vs. Merge — differences and relation:

• Aggregation: Use the column header menu to add aggregation; the report will compute subtotals per group level.

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• Available aggregation functions vary by field type.

• Sorting:
  • Use the column header menu to set ascending, descending, or clear sort.
  • Click the header for quick ascending/descending toggle.
  • Note: Grouped fields cannot clear sorting — they default to ascending.

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• Rename column header display name:
  • Change the column display name.
  • Show the object name.

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• Add calculated columns:
  • A new calculated column appears at the front of detail columns by default. You can reorder it among detail columns but not into group columns.
  • Each calculated column can include up to five numeric fields from report objects.
  • When adding a calculated column you can define how totals/subtotals compute — either by the formula or by summing details.
  • Calculated columns can themselves be aggregated.

  • Supports mixed arithmetic operations: + - * / ()

    etc.

  • Note: Calculated columns support difference calculations between same-type date or datetime fields.

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• Numeric formatting
  • Detail field numeric formatting:
    • When a field is numeric and dragged into the report, you can set numeric formatting: Default (thousands separators), Number, Percentage (%), or Duration. You can also customize the hover tooltip style to show raw detail values and formatted values.
  • Aggregation field numeric formatting:
    • When you set aggregation for a detail field, you can simultaneously configure the numeric format for the aggregated value (Default, Number, Percentage, Duration). Tooltip display style is also customizable.

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2.4 Filter Scenes

BI configures filter scenes for each chart in advance. You can set which scene label the report uses by default when viewing.

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2.5 Data Scope

The Data Scope editor defines the report filters.

• Condition fields can come from the left field palette or by dragging from the report header.
• Comparison operators vary by field type.
• Locked conditions cannot be changed when viewing the report.
• You can set whether added conditions are exposed (visible) to viewers.

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2.6 Appearance & Layout

• Show subtotal label: Off by default. Check to display subtotal labels for reports with aggregations.

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• Horizontal totals: Checked and shown at the bottom by default. You can move them to the top or disable.

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• Horizontal subtotals: Checked and shown at the bottom by default. You can move them to the top or disable (behavior same as Horizontal totals).
  • If horizontal subtotals are disabled, Show subtotal label cannot be configured.
• Column width: Default is auto-fit to full width. You can choose not to fill the page and enter custom column widths.

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• Row height: Default is Comfortable; you can change to Compact.

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• Header display: Default. You can switch to Wrap text or Auto-truncate.

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• Default: Shows like existing reports; if content exceeds column width, show an ellipsis (…).

• Wrap text: Wraps content to new lines when exceeding column width.

• Auto-truncate: Truncates extra content beyond column width.

• Body display follows header display settings.

• Table theme: Configure overall table style — choose whether to show borders, Alternate Row Colors, and vertical borders. Default: show borders and Alternate Row Colors, with vertical borders checked.
  • Borders and Alternate Row Colors: both shown.
  • Borders: only borders shown.
  • Alternate Row Colors: only alternate row shading shown.
  • Vertical borders: available when borders are shown; if Alternate Row Colors is enabled, vertical borders are not shown.

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• Font size: Default 12; options: 13, 14, 15, 16.

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• SN (sequence number): Supports SN based on groups, merged rows, or detail rows.

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Caption: Add SN by detail

Caption: Add SN by group

2.7 Time Zone Filtering

If your organization has Multi-Time Zone enabled, the report editor supports time zone filtering. Select a time zone and the report will render and aggregate data according to that zone. If you choose “Business Occurrence Time Zone”, the data will reflect the actual time zone where the business event occurred.

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2.8 Modify Object Relationships

Reports support changing object relationships while in edit mode. Users can replace objects that need to be changed.

• Applicable roles: Report Administrator, CRM Administrator

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3. Viewing Standard Reports

• Report view layout:
  • Filter scene tabs: switch between different scenes.
  • Header area: sort and filter per column.
  • Data scope: modify unlocked filter conditions and adjust visibility.
  • Data display area:
    • Group area: displays grouped levels in merged form.
    • Detail area: shows row-level details within groups.
    • Subtotal area: shows aggregated values per group level.
    • Total area: shows overall aggregates.

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3.1 Filter Scenes

Switching scene tabs quickly shows data under different scenes.

web view:

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mobile view:

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3.2 Data Scope

While viewing a report you can modify values for conditions that are not locked in the Data Scope modal and set whether they are exposed.

web view:

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mobile view:

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3.3 View Details

If a chart has aggregation defined, you can toggle showing details.

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3.4 Header-Based Filtering

You can quickly filter data directly from the column header while viewing a report. - Conditions appear above the header; click Edit or the X to remove. - Input options vary by column data type.

web view:

mobile view: (lists all header fields for filtering)

3.5 Adjust Column Width in View Mode

Hover between columns and drag to resize column width. This adjustment applies only for the current viewing session.

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3.6 Group Field Sorting

• Use the header menu to set ascending, descending, or clear sort.
• Click the header to toggle ascending/descending.
• Note: Group fields cannot clear sort — default is ascending.

web view:

mobile view: - Full view / Restore default: similar to web’s column width adjustment; not customizable. - Freeze to this column: freeze up to the selected column. - Ascend/Descend: toggle sort.

3.7 Sorting Aggregated Columns

• You can sort by aggregated (statistic) columns.
  • Example: Group1 = Primary Dept., Group2 = Order Status, Aggregated column = Sales Order Amount - Sum. Sorting the aggregated Sales Order Amount - Sum will reorder groups/details accordingly.

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mobile view: - Compared to group fields, aggregated columns do not have a “Freeze to this column” option.

• Sorting rules:
  • First sort subtotals of the first group (e.g., department subtotals).
  • Then within each department, sort subtotals of the second group (e.g., shipment status).
  • Finally, within each status, sort the detail order amounts.
  • Aggregated column sorting cannot run concurrently with group sorting.
  • If an aggregated column has multiple aggregation types, choose one aggregation before sorting — you can only sort by one aggregation at a time.

3.8 Column Freezing

• Use the header menu → Freeze to this column to freeze that column and all columns to its left; the right-side columns remain horizontally scrollable.
• Note: All group columns are frozen by default.

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3.9 Link to CRM Record Detail

Clicking a business object’s Primary Attribute in the report navigates to that object’s detail page (for example, Account Name on Accounts, Sales Order Number on Sales Orders).

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3.10 Dept. Type Drill-down

When using employee department fields (Primary Dept., Departments) as group fields, you can display departments flattened (Tile) or aggregated by hierarchy:

• Tile: All department levels display together.

• Hierarchical aggregation: Show only the highest-level departments in the viewer’s permission scope. If a department has child departments, its name appears in blue; click to drill down to the next level. The header shows the drilldown path.

• If you drag Dept. (Primary Dept., Departments) into the header but not as a group, it shows the employee’s Primary Dept. or Departments. When used as a group with hierarchical aggregation:
  • Primary Dept. displays as “Entire Company” at top; in preview and detail you can drill down from Company to subsequent levels, down to individual — clicking the drill path at the top returns you to any earlier level.
  • Departments shows the highest level department that contains the current user.
• When filtering by department in Data Scope (Primary Dept., Departments), you can choose Entire Company or specific departments. For example, set owner Primary Dept. to Operations and Marketing in Data Scope; the report’s owner Primary Dept. group will only show those two departments and the preview drilldown starts from them.
• Note: Custom department fields currently only support Tile display and will behave like Primary Dept. / Departments in Tile mode.

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3.11 Switch Time Zone

If Multi-Time Zone is enabled for your org, viewers can switch the time zone while viewing a report, and the report will refresh statistics based on the selected time zone.

3.12 View Object Relationships

In view and preview modes, hover over “Object Relationships” to see the objects used by the chart and their relationships.

3.13 Miscellaneous

• Forward: When you forward a report to another user, they see data that falls within their own permission scope.
• Post (Share): Sharing a report exports it as an Excel file. All users with visibility will see the same exported report.
• Export: Exporting from the report view includes the currently set filter scene, Data Scope, and header filters so the exported data matches the viewed data.
  • Exporting from the report list uses the default filter scene and Data Scope.
• Subscription: Each user who receives a subscribed report receives data limited to their own permission scope; subscription does not expand visible data.

Note: Filter scene, Data Scope, and header filters set while viewing are temporary and are not saved. To persist changes, edit and save the report in the report designer.