Building a New Report as a Duplicate
When trying to answer a new question via reporting, it’s always a great idea to see if you have any reports that can get you close as a starting point.
As an example, if you want to report on all new Intake Opps created this month and you already have a similar report for “this week,” this is a great opportunity to clone the existing report and update the filters.
To do this:
Open up your “base” or starting report
Click on the “Duplicate” button at the top of your report
Rename your report - To use the above example, you might rename the screenshot version to “Intake Opportunities by Lead Source by Stage - This Month.”
Update your filters and save your report
Note: You cannot have two reports with the same name
Building a New Report from Scratch
Starting your New Report
Open the “Reports” Module from the Left Menu
Click + Add Report in the top right of your CRM
This will open up a new page for you to begin building your report
Report Details Page
The first page you’ll begin on once starting your new report is the “Report Details” page. In this section we will break down each field and what it means.
For this simple example report, we will be walking through how to build a report on New Intake Opps created This Week segmented by agent.
Below this screenshot you’ll find the break down of each field:
Report Name: This is the name of your report for searching functionality + how it will be labelled if you choose to pin the new report to an existing Dashboard. Note that two reports may not have the same name so it’s good to be specific around what you’re reporting on. Rather than just calling this report “New Intake Opps”, we’re representing the planned filters in the name by including the date range and how it’ll be grouped.
Report Folder: This is for organizational purposes and will not impact any details of the report. When adding to a folder, this will allow you to find similar reports at a later time by navigating directly to that folder vs searching through All reports.
Primary Module: This is one of the most important things to take note of on this page. The primary module will determine what rows of data show on your report and what fields of data you can apply filters on. In this case we’ve selected Intake Opportunities because we only want to show intake opportunity data. If I tried to filter on the next stage of this report by a Lead field for example, that wouldn’t be possible because our primary module is the Intake Opp, not the Lead.
Related Modules: This is probably the second most important thing on this page. The fantastic thing about reports is the ability to reference secondary data from a related module. Note that not all Modules are related to each other. In this case, we don’t need a related module. You may find a scenario though where you want to report on Intake Opportunities (primary module) and Comments (related module) or Intake Opportunities (primary module) and Outbound Referrals (secondary module).
Description: This is optional but helpful so that your peers can open a report and understand at a glance what they should be interpreting from that report and how it’s filtered.
Share Report: This is optional as well and works as a restriction. If you add users here, they will be the only individuals able to access that report
Schedule Report: When checked, this expands the page and will give you access to the following numbers 8-12. This will automate the running + delivery of the report to designated recipients via email. We suggest limiting scheduled reports to <5/week as to not overwhelm the team or create noise and instead consider adding them to your dashboards for frequent review.
Run Report: This will define the frequency with which the report is delivered to your inboxes
At Time: This will define the time of day that the report is run based on the frequency selected in box 8
Select Recipients: This will allow you to select Dazos users to deliver the report to on your defined frequency and time
Send to specific email: Should you need to send the report to an email alias or individual who is not in Dazos, this allows you to deliver the report to a specific email address
File Format: This allows you to send the report as a PDF or CSV based on personal preference
Once you’ve gone through boxes 1-4 at minimum, you may click Next to move to the next section.
Filters Page
The Filters Section will be the most complex to learn, but once you get the hang of it can be quite simple to put in place.
For our example, we’re only applying one filter- Created time is Current Week. We used a dynamic field so the current week will update each time we enter a new calendar week automatically.
Once you’ve applied your filters, you can click Next and move on. For a deep dive on Filters and how to apply them effectively, review this article.
Select Columns Page
From the columns page, you get to determine what information you see in your report. On the first “Report Detail” page, we defined the rows of data (in this case it’s Intake Opportunities because that was our primary module).
Columns: Columns will determine what columns we see for each row. You can select any column on your primary or related modules by typing the name of the field into the columns box. They can be deleted by clicking the x or relocated by dragging them into the desired section.
Group By: You can have up to three groupings per report and the easiest way to visualize this is like a bracket. With no groupings, you’ll have one large report. If you group by Assigned To in this case, rather than seeing 100 new intake opps we’d see 50 assigned to Agent 1 and 50 assigned to Agent 2. If you were to add a second grouping for Sales Stage, you’d see:
100 new intake opps > 50 Assigned to Agent 1 > 25 admitted ; 25 Pending
50 Assigned to Agent 2 > 25 admitted ; 25 pending
Grouping is extremely valuable for making information more easy to interpret.
Calculations: In this scenario we’ve selected none, but these can be used against any number field types in Dazos to run math calculations. Most commonly we see Average used as a calculation against fields like Length of Stay.
Order By: This field will determine the ordering of the data on the report. Ensure that the field you choose to order by is also a field listed as a column in your report
Once you’ve completed these steps, click the Next button to move on
Select Chart Page
From the Select Chart Page, you’re able to make changes to the widget or visualization of the data you’ve filtered down with your hard work thus far.
Chart Types Explained using our Existing Practice Report
Pie Chart: Each pie slice would be an agent the intake opp is assigned to and the greater the count of intake opps, the greater the slice of pie would be
Bar Charts: Horizontal vs Vertical is very much a personal preference. Each bar in this case would be the agent the record is assigned to and the count or size of the bar would be based on the count of intake opps assigned to that person
Line Chart: In order to use a line chart, you’ll need to be using a “Calculation” from the previous page such as “average length of stay”. When doing so, one line would be the count of intake opps and one would be plotting the average length of stay
Summary Chart: This would look at each grouping and attach a number to it. So rather than Agent 1’s 9 intake opps representing a slice of pie, it would simply say “Agent 1 - 9”
Stacked Charts: A favorite of our team, stacked charts are similar to bar charts but allow you to add a second grouping of data. In this example rather than just seeing Intake Opps grouped by agent, we could add slices to each agent’s bar by Sales Stage to see where each of their intake opportunities is currently at.
Row Data Table: This will essentially replicate the view of the report itself when you add this chart type to a dashboard.
Summarized Grouped Table: When utilizing multiple Groupings in your report, this is a great way to quickly interpret more specific data that doesn’t align well with a single or even double grouped chart
Once you’re done, click Save & Generate Report
Adding your New Report to your Dashboard
When viewing any report in Dazos, click on the
pin icon and then select the dashboard that you’d like to pin your new report to