Creating and Viewing Standard Reports

I. Creating Standard Reports

1.1 Selecting from Predefined Templates

• Template Description: All reports are based on a business subject area. For example, “Account Analysis” focuses on analyzing accounts, including statistics on new accounts by personnel, account source statistics, and statistics on accounts of different levels.
• Using Report Templates: When you click to create a new report, the system will redirect you to the predefined report templates. You need to select the subject area and report template according to your business scenario to create a report.
• Creating All Reports: This means creating a report for each of the latest system report templates. If the report category already exists, the creation will fail. When you add the ShareCRM application, the system will automatically create all reports for the enterprise based on the system’s preset templates. This is what you see the first time you enter the “Reports” menu, so you don’t need to click this operation again.

1.2 Creating from a Blank Template

• After selecting the required objects, click “Confirm” to enter the report design page. You can then drag fields, set data ranges, and design the report as needed.

II. Editing Standard Reports

2.1 Report Design

• Designer Layout:
  • Left Side: Available fields area, which varies depending on the selected template and can be dragged to the right side.
  • Top Right: Data range setting area for setting report filter conditions.
  • Middle Right:
    • Scenario: Filter scenarios (consistent with the preset scenarios of the corresponding CRM objects), allowing you to specify the default scenario for the report.
    • Calculated Columns: Perform calculations on numeric fields in the report.
  • Bottom Right: Report sample area, displaying a sample with a few data entries (click the preview button to view all data).
    • Click the table header to modify field names, grouping, statistics, and sorting settings.
• Supplementing Fields in Reports:
  • Available fields in reports include preset fields and custom fields on various business objects.
  • Currently supported synchronized field types: custom fields (character, date, numeric, component), flexible types (calculated fields, statistical fields, reference fields), system preset fields (life status, main Attribute, creator, etc.), special scenarios (multi-association, self-association, tree hierarchy, etc.). Image fields in BI will be converted to the number of Images for statistics; attachment fields are not yet supported for display but will be supported later, also converted to the number of attachments.
  • BI does not support displaying field types such as signature types in reports.
  • Custom fields can be synchronized in real-time.

2.2 Field Selection

• Field Source: When creating a new report, the system will require you to select a subject area, each of which has preset and custom report available fields.
• Sorting: All available fields in the field list are sorted alphabetically from A-Z.
• Adding Fields to the Report: Drag and drop to add, and new fields will be added to the right of the cursor’s current column.

• Deleting Fields from the Report:
  • One way is to select the dropdown under the table header and delete the column.
  • Another way is to drag the field to the field list area, where a secondary confirmation popup will appear. Click confirm to delete.

• Adjusting the Order of Fields in the Report: Drag and drop to adjust, and the field will move to the right of the cursor’s current column.
• Searching for Required Fields: In the selectable fields area on the left, you can categorize by field type or directly enter keywords for fuzzy search.

2.3 Field Settings

• Grouping: Set in the dropdown under the table header, and after grouping, it will be displayed in a merged manner.
  • When there are multiple groups, the one set later will be the next level group by default, and you can drag the column header to adjust.
  • Note: A maximum of five levels of grouping is supported.

• Merging: When a report analyzes both one-to-many objects, multiple entries for the many-side data can cause duplicate displays of the one-side data. In such cases, edit the report, select merge under the main Attribute dropdown of the one-side, and the same data can be merged for display, making the table clearer and easier to understand (similar to merging cells in Excel).

• Example: When analyzing Accounts and Orders together, if an Account has multiple Orders, the same Account is displayed repeatedly. Similarly, if an Order has multiple Order Products, the same Order is displayed repeatedly. When configuring the report, you can select the merge operation under the Account Name dropdown, and the field data for the same Account will be displayed as a single merged cell. Similarly, select merge under the Order Number dropdown, and the same Order will be displayed as a single merged entry.

• Grouping and Merging are two similar field processing methods, with the following differences and connections:

• Statistics: Set in the dropdown under the table header, and it will summarize statistics layer by layer according to the grouping.

• Different statistical methods can be set according to different field types.

• Sorting:
  • Use the dropdown under the table header to set ascending, descending, or cancel sorting.
  • Directly click the table header to quickly switch between ascending/descending.
  • Note: Grouping fields do not support canceling sorting and default to ascending.

• Modify Table Header Display Name:
  • Modify the table header field name.
  • Display object name.

• Add Calculated Columns:
  • After adding a calculated column, it is displayed at the front of the detail columns by default. You can drag it between detail columns but not into grouped columns.
  • Each calculated column can add up to 5 numeric fields from report objects.
  • When adding a calculated column, you can customize the calculation method for totals/subtotals, including using a calculation formula or summing details.
  • Added calculated columns can be further summed.

  • Adding calculated columns supports mixed operations such as +, -, *, /, (),

    , etc.

  • Note: Calculated columns support the difference calculation of date/datetime type fields of the same type.

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• Set Numeric Formatting:
  • Detail Field Numeric Formatting: When the selected field is numeric, drag it into the report editing area to set numeric formatting, including default (showing thousands separator), numeric, percentage (%), and duration. It also supports customizing the style of the indicator hover box, including detail values and formatted values.
  • Statistical Field Numeric Formatting: When setting a statistical method for detail fields in the report, you can configure the numeric format of the field while defining the statistical method. This mainly includes the numeric format of text, numeric, and date detail fields corresponding to statistical values, including default (showing thousands separator), numeric, percentage (%), and duration. It also supports customizing the style of the indicator hover box, including detail values and formatted values.

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2.4 Filter Scenarios

• BI pre-configures filter scenarios for each chart, allowing you to specify which scenario label to use as the default value when viewing reports.

2.5 Data Range

• The data range editing area is used to specify the report’s filter conditions.
  • Condition fields can be dragged from the selectable fields area on the left or from the report table header.
  • The comparison operator of the condition varies depending on the field type used.
  • Locked conditions cannot be modified when viewing the report.
  • Added conditions can be set to be exposed or not.

2.6 Appearance Layout

• Show Subtotal Text: By default, subtotal text is not displayed. When checked, it will display subtotal text for reports with statistics.

• Horizontal Total: Checked and displayed at the bottom by default, it can be switched to display at the top or unchecked.

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• Horizontal Subtotal: Checked and displayed at the bottom by default, it can be switched to display at the top or unchecked (same effect as “Horizontal Total”).
  • When not checked to display subtotals, the “Show Subtotal Text” configuration cannot be set.
• Column Width: By default, it adapts to fill the page. It can be adjusted to not fill the page, and custom column width input is supported.

• Row Height: Default is comfortable, can be adjusted to compact.

• Table Header Display: Settings for the table header, default, can be switched to Wrap text, or auto-truncate.

• Default: Displays according to the existing report display logic, showing the entire table width, with content exceeding the table width displayed as “…”

• Wrap text: Displays according to the entire table width, with content exceeding the table width displayed in a wrapped manner.

• Auto-truncate: Displays according to the entire table width, with content exceeding the table width automatically truncated without displaying the remaining content.

• Table Body Display: Same as the table header configuration, see [Table Header Display].

• Table Theme: Settings for the overall display style of the table, allowing users to configure whether to display dividers, Alternate Row Colors, and vertical dividers. By default, dividers and Alternate Row Colors are displayed, and vertical dividers are also checked.
  • Dividers and Alternate Row Colors: Both dividers and Alternate Row Colors are displayed.
  • Dividers: Only dividers are displayed.
  • Alternate Row Colors: Only Alternate Row Colors are displayed.
  • Vertical Dividers: When dividers are displayed, you can further set whether to display vertical dividers. When configuring Alternate Row Colors, vertical dividers are not displayed.

• Font Size: Default is 12, can be switched to display as 13, 14, 15, or 16.

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• SN: Supports setting SN based on grouping, merging, and detail fields.

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2.7 Time Zone Filtering

• If the enterprise has enabled the multi-time zone feature, time zone filtering is supported when editing reports. After filtering the time zone, the report displays and calculates data according to the selected time zone. If the user selects [Business Occurrence Time Zone], the data will be displayed according to the time zone where the business actually occurred.

2.8 Modify Object Relationships

• Reports support modifying object relationships in edit mode, allowing users to replace objects that need to be changed.
  • Applicable Roles: Report Administrator, CRM Administrator

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III. Viewing Standard Reports

• Report Viewing Page Layout:
  • Filter Scenario Tags: Used to switch between different scenarios.
  • Table Header Area: Allows sorting and data filtering for each column.
  • Data Range: Allows modification of preset filter conditions and adjustment of exposure.
  • Data Display Area:
    • Grouping Area: Displays each level of grouping in a merged manner.
    • Detail Area: Displays detailed data within the group in rows.
    • Subtotal Area: Performs data statistics layer by layer for each level of grouping.
    • Total Area: Performs overall statistics for all data.

3.1 Filter Scenarios

• Switching scenario tags allows you to quickly view data under different scenarios.
  • Web display effect:

• Mobile display effect:

3.2 Data Range

• When viewing a report, you can modify the unlocked condition values in the data range pop-up layer and set whether to expose them.
  • Web display effect:

• Mobile display effect:

3.3 Viewing Details

• When viewing a report, if the chart itself has a statistical method set, you can check whether to display details.
  • Web display effect:

• Mobile display effect:

3.4 Table Header Data Filtering

• When viewing a report, you can quickly filter data directly based on the table header.
  • The set conditions will be displayed above the table header. Click edit or the X to delete.
  • Different input methods are provided based on the data type of the current column.
  • Web display effect:

• Mobile display effect: (Lists all table header fields for filtering)

3.5 Adjusting Column Width in View Mode

• When the mouse hovers between two columns, you can adjust the column width by dragging the mouse, which only takes effect for this view mode.
  • Web display effect:

3.6 Sorting Group Fields

• Use the dropdown under the table header to set ascending, descending, or cancel sorting.
• Directly click the table header to quickly switch between ascending/descending.
• Note: Grouping fields do not support canceling sorting and default to ascending.
  • Web display effect:

• Mobile display effect:
  • Full display/restore default: Equivalent to adjusting column width on the web, cannot be customized.
  • Freeze to this column: Freeze to the currently selected column.
  • Ascending/descending: Toggle sorting.

3.7 Sorting Statistical Columns

• Supports sorting “statistical columns”.
  • Example: In a report, the first group is the main Dept., the second group is the order status, and the statistical column is the Sales Order amount - sum. At this time, sort the Sales Order amount - sum.
  • Web display effect:

• Mobile display effect:
  • Compared with grouping fields, there is no “freeze to this column” configuration.

• Sorting Rules Explanation:
  • First, sort the subtotal of each Dept. in the first group (data in the red box in the image above).
  • Then, within each Dept., sort the subtotal of the delivery status (data in the green box in the image above).
  • Finally, within each status, sort each detailed order amount (data in the blue box in the image above).
  • Statistical column sorting cannot be performed simultaneously with group sorting.
• When a statistical column has multiple statistical methods, you need to select one statistical method for sorting, meaning only one statistical method can be sorted at a time.

3.8 Column Freezing

• Use the dropdown under the table header - freeze to this column, to freeze this column and all columns to its left. The remaining columns on the right can be viewed by scrolling horizontally.
• Note: All grouping columns are frozen by default.

3.9 Linking to CRM Detail Page

• Clicking on the main Attribute of each business object in the report can link to the corresponding detail page of that object. For example, “Account Name” under “Account” and “Sales Order Number” under “Sales Order”.
  • Web display effect:

• Mobile display effect:

3.10 Dept. Type Field Drill Down

• When using employee Dept. (main Dept., affiliated Dept.) fields as grouping fields, you can display them in a Tile or hierarchical summary:
  • Tile: All levels of Depts. are displayed at once.
  • Hierarchical Summary: Displays the highest level of Depts. within the viewer’s permissions. When there are sub-Depts. at the current level, they are displayed in blue text, and clicking allows drilling down to the next level. The table header displays the drill-down path.
• When creating a new report, dragging the Dept. (main Dept., affiliated Dept.) field to the table header, if not used as a grouping field, displays the employee’s main Dept. or affiliated Dept. If used as a grouping field and summarized hierarchically:
  • The main Dept. is displayed as the entire company. In the preview and detail pages, you can click to drill down to the next level, and clicking sequentially allows viewing details according to the Org Structure. Drilling down to individuals will stop, and clicking the drill-down path at the top of the report allows returning to any level displayed in the drill-down path.
  • The affiliated Dept. displays the highest level of the current employee’s Dept.
• When using Depts. (main Dept., affiliated Dept.) to filter Depts. in the data range, you can choose the entire company or specific Depts. For example, if the data range is set to the main Dept. of the person in charge as the business Dept. and marketing Dept., the report will directly display these two Depts. under the main Dept. of the person in charge, and the preview page drill-down will also start from the Dept.
  • Note: Custom Dept. fields currently only support Tile display, with the same display effect as the main Dept. and affiliated Dept. Tile display.

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3.11 Switching Time Zones

• Enterprises with the multi-time zone feature enabled can switch time zones when viewing reports. After switching time zones, the report displays and calculates data according to the latest time zone.

3.12 Viewing Object Relationships

• Reports support viewing object relationships in view mode and preview mode. When the mouse hovers over “Object Relationships,” you can view the objects and object relationships used in the current chart.

3.13 Others

• Forwarding: When forwarding a report to other users, they see data within their permission range.
• Post: Posting a report shares it as an Excel sheet, and users within the visible range see the same report.
• Export: When exporting from the report viewing page, it includes the filter scenarios, data range, and data filter conditions set on the current page, ensuring the exported data matches what is currently seen.
  • When exporting from the report list’s action column, the default filter scenario and data range are used.
• Subscription: Each user receives a subscription report with data within their permission range. Subscription reports do not expand their visible data range.
  • Note: The filter scenarios, data range, and data filter conditions set when viewing reports are one-time and will not be saved. To save, please enter the report designer to modify.