Reporting Using SQL reporting Services Tutorial Objectives: Introduction to Gold-Vision Reporting Standard Reports Searching for a Report Running a Standard Report Viewing a Report Exporting Data Example Standard Reports User Defined Reports Creating and Filtering a List Configuring the Report Running a User Defined Report Editing a Report Editing Report Details Editing Report Fields Editing Report Filters Report Charts Viewing a Chart Editing a Chart Chart Types Viewing User Defined Reports and Charts Using a Report Record Standard Reports Glossary March 2011 page 1 of 19
Introduction to Gold-Vision Reporting There are three types of Gold-Vision Reporting options: Standard Reports predefined reports that can be run from the Gold-Vision Reporting console. These reports provide a starting point for reporting from Gold-Vision and are designed to allow quick access to key reports applicable across a range of businesses. These reports are defined in structure, but most do allow selection criteria to be specified. Item Reports: available via the individual records for Accounts, Contacts, Activities, Opportunities, Quotes, Projects, Campaigns and Events. Some allow criteria to be selected. User Defined Reports custom reports that can be created from any Gold-Vision list and viewed in Table or Chart format. These reports provide users with additional flexibility and increased power compared to Standard reports. You can further refine a user defined report to: add and amend fields included; group fields under sub-headings; amend report presentation including chart formats. All reports can be: - exported into different formats, including Excel, CSV and Adobe PDF - run and re-run to reflect up to date and real time data from your system - printed directly March 2011 page 2 of 19
Standard Gold-Vision Reporting Searching for a Standard Report Click on Tools Select Reporting Select the Standard Report tab This will show a list of the reports you have access to view Use the dropdown menus to Filter the fields For example Item Area defines the original Gold-Vision list the report was created from e.g. Accounts, Contacts, Projects etc Report titles will reflect any label changes made to your installation of Gold-Vision - so your Standard Reports are configured without additional work. A full list of Standard Reports are detailed in the Glossary at the end of this tutorial March 2011 page 3 of 19
Running a Report To Run a Report Click on the arrow in the left hand column against report you wish to run. For example: Select Account Last Updated A Gold-Vision Reporting screen will be opened: Depending on the Report you have selected, there may be selectable options: For example: - Account Manager: select from the dropdown menu - Older Than: select from the dropdown menu - Relationship: select from the dropdown menu Click View Report A report will then be created similar to the following: This report shows the last action recorded on your Gold-Vision system against all Accounts (or by selection) this could include: someone accessing the Account, updating a record against an Account, creating a new record such as a Contact, Activity or Opportunity, sending an email to that Account. March 2011 page 4 of 19
Viewing a Report From a Standard Report you can: 1. Click on + to maximise or minimise a list 2. Click on any item which is underlined to open up the associated Gold-Vision record, including Accounts, Quotes, Activities 3. The Selectable Options can be amended and the report updated by re-clicking View Report. For example click on the Account Relationship dropdown or change the Account Manager 4. Export Select a format see below for further information. 5. Refresh if changes to the selectable options have been made, click Refresh to update to information. 6. Print. Exporting Data Data can be exported in a variety of formats Click on Select a Format Select from: XML file used for Data Interchange CSV Comma separated format Tiff file Export the chart or report as an image Acrobat (PDF) File Export the data in a fixed layout Web Archive Excel data exported to Excel and can be edited as required March 2011 page 5 of 19
Excel example based on Potential Duplicate Accounts Report: From Select a format select Excel and Click Export An Excel Report will then be created: Clicking on any underlined items will take the user back to the relevant record in Gold-Vision. March 2011 page 6 of 19
Example Standard Reports: Sales by month selectable options include Users, Type of Sale. Sales Pipeline Report - selectable options include Users, Type of Sale March 2011 page 7 of 19
User Defined Reports Creating and Filtering a List User Defined Reports can be generated from any View List that can then be Filtered with the options that you would like to include in your Report. See the Core Functionality tutorial for more information on Lists and Filtering. Example User Defined Opportunities Report Click on the Opportunities Icon Using the Business Class column heading select Gold-Vision Creating a Report Click the Report icon above the List The following screen will open: Select either Run a one-time report without saving, click OK. Report will open on a new window OR Enter a name to Save a new report for editing, click OK. The following screen will open March 2011 page 8 of 19
Configuring a User Defined Report Click Edit to configure the report. Edit the Summary (name) of the report Edit the Type to deternine who can view the report. Primary Sort Secondart Sort Group March 2011 page 9 of 19
Example of a Grouped Report. The Opportunities are now grouped by Account. Click on the + to expand the list. Fields The fields selected in the origianl list will be visible in the report. To Add additional fields, click on the required field in the Hidden Fields list and cick the > icon to add. To Remove fields from the Visible Fields click on the field and click the < arrow. Moving Fields To alter the position of the field/column in the report click on the field and select Up or Down Date Fields When adding a date field (from the hidden fields list) you will be prompted to select how you wish to express the date. Chose from the dropdown list. Include Recent Notes Select the note history you wish to include from the dropdown list. March 2011 page 10 of 19
Example report with notes TUTORIAL: Reporting Gold-Vision 6 The same report without notes Filters Filters can be Added, Edited or Removed. To Add a Filter, click Add and select the Field from the dropdown. For example to Filter an Opportunity report to show only Opportunites with a probability of more than 50%: Select Probability from the Dropdown Enter >50 in the filter field. Click OK To Edit a Filter for example to change to greater than 80% probability, select the Filter, click Edit and amend the filter. Click OK March 2011 page 11 of 19
Running a User Defined Report Either: Click Report, Run Report OR Click Run Creating and Editing Charts Chart Type To change the Chart type, colour, display or size select from the dropdown Display Select either Standard or 3- Dimensional from the dropdown Either Standard or March 2011 page 12 of 19
Palette (Colour) TUTORIAL: Reporting Gold-Vision 6 Select from the dropdown to change the colour of the chart Chart Size Select from the dropdown to change the size and orientation of the chart Legend Select from the dropdown to change the position of the chart legend Editing the Data Axis From the Data Axis dropdown select Selected Fields (below) From the Data Axis Fields Available list select Sum of Value Click the > arrow to move Sum of Value to the Data Axis Selected Fields box. Click Save and Report, Run Chart. This will now produce the following chart showing the value of Opportunities by Account March 2011 page 13 of 19
Copying a Report This allows you tyo make simple changes to an existing report and save the report. Edit and save the report with a new name Viewing User Defined Reports Click on Tools Select Reporting Select the User Defined Reports tab on the top left of the screen This will show a list of the User Defined reports you have access to view Use the dropdown menus to Filter the fields For example if you are interested in the reports based on Opportunities, enter Opportunities under Item Area and press enter, this will show only the User Defined Reports where the original Gold- Vision list was the Accounts list. To select reports created by a specific user change the column heading to Created by and select the user names from the dropdown menu March 2011 page 14 of 19
My Reports You can create your own Reports list called - My Reports Tick the My Reports box on any report on the User Defined Reports or Standard Reports List You can also un-tick a Report to remove it from your My Reports list Select the My Reports tab to view your current list of reports Item Reports Item Reports can be run from within the individual item record by Account, Contact, Activity, Opportunity, Quote, Project, Campaign or Event. For example, for an Opportunity record: Click the Opportunity button Select Report The following screen is opened: Select the Item Report you would like to run, for example, the Opportunity Overview Report: Item Reports available as standard are: Account: Account Summary Activities Gantt Chart Contacts: Activities Gantt Chart Opportunities: Activity Gantt Chart Opportunity Overview Projects: Activities Gantt Chart Projects Overview Events: Events Overview Sessions Booking Planner March 2011 page 15 of 19
Custom Reports TUTORIAL: Reporting Gold-Vision 6 If you are running full SQL Server, there is a report designer available, allowing experienced users to create custom reports. There is a quick guide to assist with this Microsoft tool contact Gold-Vision support for this guide, but please note that we do not support your custom reports. These custom reports may be added to the Gold-Vision user interface via the Administration Console. March 2011 page 16 of 19
Report Name Report Output Selectable Options Accounts Last Note Accounts Last Updated Activity Dashboard Activities Gantt Chart Activities Notes Summary Campaigns Progress Duplicate Accounts Duplicate Contacts Opportunities Last Updated Shows the last note added to all Accounts, showing created by and date Shows the last action against all Accounts (or by selection) this could be someone accessing the Account, updating it, creating a new Contact or sending an email relating to that Account. Graphical and tabular output showing Activities created and Closed, recently created, recently closed, open Activities by User, Team and Type Graphical representation output showing Activities open with percentage of completion and activity name Full display of notes added to all Activities. Information includes Owner, Account, Summary, Created Date, Status and Activity Type. Graphical and tabular output showing the status of Campaign follow-up Activities based on the different Campaign Activity Stages. A list of possible duplicate Accounts in the system. Checks for Accounts that may be duplicates checking is carried out on Account names, Postcodes and main telephone numbers. A list of possible duplicate Contacts in the system. Duplicate checking is based on Name, Email address and Mobile phone number. Tabular output of Opportunities including Opportunity name, Account, Value, Probability, Stage and the last event that occurred against that Opportunity (for example accessing the Opportunity, adding a Note, creating an Activity against it). Based on the last event date the Opportunities are traffic lighted from green (recent activity) to red (no activity for a long time). Refine by Account Manager and Relationship Refine the report by Account Manager, Account Type 1 or view only Events older than 1, 3 or 6 months. Refine the report by Team, Activity Type and User. Refine the report by Start and Due Date, Team, Activity Type, Users. Refine the report by Owner, Created Date, Activity Type and Status. Selection of a specific campaign to report on (or all) and/or by a specific user. No selectable options. No selectable options. Refine the output by Opportunity Owner, Stage, Probability, Age and Status (if the Opportunity is Open or Closed). March 2011 page 17 of 19
Report Name Report Output Selectable Options Opportunities Next Activity Opportunities Recent Events Projects Last Updated Projects Next Activity Sales Month Sales Conversions Sales Pipeline Shows the next due Activity (ordered by Due Date) for Opportunities. Opportunity information including name, Account, Opportunity Type, Value, Probability, Stage and Estimated Close Date is also shown. Tabular output of Opportunities with Values, Account, Owner, Type, Stage, Probability and the last updated date. Each Opportunity line is expandable to show the most recent events against that item these include accesses and updates to the Opportunity, Activities created or updated and links or notes added. When there are Notes, these are displayed in full in the report. Tabular output of Projects with Account name, Owner, Stage and the details of the last event relating to that Project. Events included are Projects accessed or updated, Activities updated, created or accessed and Notes or links added. Shows the next due Activity (ordered by Due Date) for Projects. Project information including name, Account, Type, Value and Stage is also shown. Graphical output showing Sales by month for Last Year (x2), Last Year and This Year. Summary report of all Opportunities in the database. List and conversion percentage of all closed/won against all opportunities and the same for closed/lost opportunities, then broken down into opportunities progressing. Graphical output showing total open and closed Opportunity values for current month, next month and month after. Tabular output of Opportunities plus details on Owner, Stage, Estimated Close Date, Values and Margins split out by month of Estimated Close Date. No selectable options. Refine the list by Opportunity Owner, State (Open or Closed) and how recent the events are. Refine by Project Owner, Stage and Status (Open/Closed) plus select to show only events older than 1, 3 or 6 months as well as all data. No selectable options Refine by Team, Type, User and Source Select Date From and To, select Team, select user, select Type, select source True/False options for displaying Open, Closed Won and Closed Lost Opportunities and for showing This Month, Next Month and Month After. Account Manager can also be selected to show only Opportunities for Accounts managed by that user. March 2011 page 18 of 19
NB. Where Account Manager, Account Type 1 and Account Type 2 are referred to above, these are the default names for these fields. They may be different in your configured system. Item Reports Item Area Report Report Output Accounts Account Summary Shows Address info, Contacts,, Opportunities, Activities, Recent Events and Notes Accounts Activities Gantt Chart Opportunities Opportunity Overview Shows Opportunity details including Quotes, Contacts, Notes and Stage History Opportunities Activities Gantt Chart Projects Projects Overview Shows Project details including Activities, Contacts, Notes and Stage History Projects Activities Gantt Chart Events Events Overview Shows Events details, Bookings, Attendees and Stage History Events Sessions Booking Planner Shows full details of each Session and Attendees March 2011 page 19 of 19