The Report Builder, standard reports and e-mail subscriptions
Building reports from the Reports tab, grouping and metrics, standard report templates, dashboards and scheduled e-mail delivery.
The Reports tab#
The Reports tab is a full list screen showing two kinds of report together: your saved reports and the platform's standard ones. The columns are Report Name, Object, Scope, Grouping, Chart, Filters, Owner and Updated, and you can filter by object, kind and chart type. The scope badge takes three values: Standard, Shared (everyone in the org sees it) and Personal (only you and administrators). Clicking a row opens the report in the Report Builder; double-clicking the name renames it from the list. Standard reports cannot be deleted or edited: open one and save it under a different name to get your own copy.
The Report Builder, step by step#
New opens an empty builder at #/rptbuilder. The left panel walks through five steps:
- Pick an object. The list holds the active app's objects, the ones shared across every app (Accounts, Contacts, Tasks, Events and Files) and your custom objects. The record count appears beside the step.
- Tick the columns. Selected columns appear as chips; the arrow buttons reorder them.
- Filter. Field, operator, value. Text fields offer contains / equals / not equal, picklists equals / not equal, numbers greater or equal, less or equal and equals, dates after and before. Picklist filter values come from your existing records.
- Group and measure. Grouping takes any non-numeric field. The metric is one of three: Record Count, or the Total or Average of a number field. Grouping by a date field lets you pick the calendar unit: Calendar Month, Day, Week, Quarter or Year. Sorting works on the value or on the group label.
- Chart type. Bar, Donut or Table. A chart requires a grouping.
Changing the object resets columns, filters and grouping to that object's fields.
Saving and sharing#
Name the report in the top bar, decide whether to tick Shared, and press Save. After saving, the address becomes #/rptbuilder/<id>, so the report has a permanent link. Duplicate creates a new report with the same settings, which is the fastest way to adapt a standard template to your needs. A saved report can only be edited or deleted by its owner or an administrator.
A sample of the standard reports#
| Report | Object | Metric |
|---|---|---|
| Accounts by Industry | Accounts | Record count |
| Account Revenue by Owner | Accounts | Sum of annual revenue |
| Pipeline by Stage | Opportunities | Sum of amount |
| Opportunity Amount by Owner | Opportunities | Sum of amount |
| Leads by Source | Leads | Record count |
| Leads by Status | Leads | Record count |
| Cases by Status | Cases | Record count |
| Cases by Priority | Cases | Record count |
| Tasks by Type | Tasks | Record count |
| Campaign Budget by Type | Campaigns | Sum of budget |
| Order Amount by Status | Orders | Sum of amount |
| Invoice Amount by Status | Invoices | Sum of amount |
| Views by Category | Knowledge Articles | Sum of views |
| Employees by Department | Employees | Record count |
| Expenses by Category | Expenses | Sum of amount |
Industry objects report too#
The reporting engine covers the industry editions as well: Patients and Appointments (Clinic360), Guests, Reservations and Rooms (Booking360), Listings (Estate360), Matters (Legal360), Collaborations (Influencer360), Products and Orders (Commerce360). They come with standard reports of their own, such as Patients by Department, Appointment Fees by Doctor, Reservation Revenue by Channel, Listing Value by Status and Matter Value by Status. Only the objects of your enabled apps appear in the list. Custom fields you add to a standard object in Object Manager join the report field list automatically.
Dashboards#
Open a new board from the Dashboards tab: a name, a description and a selection from your saved reports. The chosen reports appear as tiles, and the up and down arrows in the selection list decide the tile order. Mark the board Shared or Personal. A report must be saved in the Report Builder before it can go on a board.
E-mail subscriptions#
The envelope button next to saved reports and dashboards opens scheduled e-mail delivery. There are four frequencies: Daily, Weekdays, Weekly (you pick the day) and Monthly (you pick the day of the month). Add an hour and the mail goes out at quarter past it. A subscription is personal: it reaches your inbox only and does not change anyone else's setting on the same report. The summary on the button shows your current subscription, and Remove subscription turns it off.
For the fundamentals of reports and dashboard examples, see Reports and dashboards.