Difference between revisions of "Custom Reports"

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Managers can create custom reports to view activities within CallProof.  These can be mailed on a schedule to anyone.
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= Custom Reports =
  
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'''Navigation:''' '''Stats''' → '''Custom Reports'''
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Custom Reports allow managers to create reusable, scheduled CSV reports that automatically collect CallProof activity data and email it to selected recipients.
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Reports can include event forms, event counts, recorded calls, account assignments, markets, and upcoming tasks. Reports can run automatically on a weekly or monthly schedule or be executed manually at any time.
  
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== Custom Reports Index ==
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{| class="wikitable"
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[[File:customreports_index.jpg|200px|thumb|right|Index of Custom Reports]]
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! User
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! Access
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|-
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| Manager
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| Full access to create, edit, run, duplicate, archive, reorder, and delete reports.
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|-
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| Non-Manager
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| Cannot access Custom Reports.
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|-
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| Disabled Company
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| Reports cannot be run manually.
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|}
  
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The Custom Reports screen shows an index of custom reports currently saved in the users CallProof account.
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# Log in as a Manager.
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# Hover over '''Stats'''.
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# Click '''Custom Reports'''.
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# The '''Custom Reports''' page opens.
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# Review the list of existing reports.
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# Optionally enable '''Archived''' and click '''Search''' to display archived reports.
  
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== Custom Reports List ==
  
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The Position Arrows are used to organize this screen and the order in which reports are listed.
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The report list displays all available report definitions.
  
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{| class="wikitable"
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! Column / Action
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! Description
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|-
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| Drag Handle
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| Reorder reports.
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|-
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| Name
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| Opens the Edit Report page.
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|-
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| Last Run
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| Opens the most recently generated report.
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|-
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| Edit
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| Modify the report configuration.
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|-
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| Run
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| Execute the report immediately.
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|-
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| Duplicate
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| Create a copy of the report.
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|-
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| Archive / Unarchive
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| Hide or restore a report.
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|-
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| Delete
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| Permanently remove the report.
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|}
  
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The Report Name column shows the name and can be clicked to edit the custom report.
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== Search Archived Reports ==
  
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=== Purpose ===
  
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The Last Run column holds the last generated copy of that report.  Click on this will allow users to view the report, as well as save a local copy to their system.
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Display archived report definitions.
  
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=== Steps ===
  
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The next set of icons let users edit, run, duplicate, archive, or delete a report.
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# Check '''Archived'''.
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# Click '''Search'''.
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# Archived reports appear in the list.
  
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[[File:icon_report_edit.jpg|icon_report_edit.jpg]] Edit the custom report
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== Add Report ==
  
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[[File:icon_report_run.jpg|icon_report_run.jpg]] Run the report now
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=== Purpose ===
  
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[[File:icon_report_duplicate.jpg]] Create a duplicate of existing report
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Create a new Custom Report.
  
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[[File:icon_report_archive.jpg]] Archive report.  Will not be seen here, but will still be saved in CallProof
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=== Steps ===
  
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[[File:icon_report_delete.jpg]] Delete report. This cannot be undone and users will have to verify when deleting.
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# Click '''Add Report'''.
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# Enter the '''Report Name'''.
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# Click '''Save'''.
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# The Edit Report page opens for additional configuration.
  
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== Edit Report ==
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The Edit page contains several configuration sections.
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=== Main Report Settings ===
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{| class="wikitable"
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! Field
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! Description
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|-
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| Name
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| Report title.
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|-
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| Date Mode
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| Rolling or Static.
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|-
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| Static Type
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| Week End or Month End.
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|-
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| First Day of Week
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| Sunday or Monday.
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|-
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| Start Date Offset
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| Shift report start date.
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|-
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| Number of Days
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| Reporting window (maximum 120 days).
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|-
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| Send Schedule
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| Weekly or Monthly.
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|-
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| Previous Week
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| Send previous week's data.
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|-
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| Previous Month
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| Send previous month's data.
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|-
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| Week Days
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| Weekly delivery days.
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|-
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| Month Days
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| Monthly delivery dates.
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|-
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| Included Sales Reps
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| Sales representatives included in the report.
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|-
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| Report Recipients
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| CallProof users who receive the report.
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|-
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| Additional Recipients
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| Up to three external email addresses.
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|}
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=== Update Report ===
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# Update the required settings.
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# Click '''Update'''.
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== Markets ==
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=== Purpose ===
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Group report results by market.
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=== Steps ===
  
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== Add New Report ==
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# Select '''Group By Market'''.
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[[File:customreports_add.jpg|200px|thumb|right|Add Report]]
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# Choose the markets to include.
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# Click '''Save'''.
  
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== Sales Rep Assignments ==
  
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To create a new report, click on the ADD REPORT near top right of the report index page.
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=== Purpose ===
  
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Include account assignment totals for sales representatives.
  
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Name the report and click SAVE.
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=== Steps ===
  
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# Enable '''Include Account Assignment Counts'''.
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# Click '''Save'''.
  
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[[File:customreports_new.jpg|200px|thumb|right|Create New Report]]
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== Events ==
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Next, create the actual report.  Select what needs to be reported, who receives it, and when.  This can be edited at any time from the Custom Reports index screen.
 
  
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Each section of the form is independent.  If a change is made within a section of this page, click SAVE to update the report.  Each section is contained within a border.  If a change is made, click save within that section or changes will be lost.
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=== Purpose ===
  
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'''UPDATE REPORT'''
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Include CRM event counts.
  
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'''Name''': Name of the Report
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=== Steps ===
  
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'''Date Mode''': Rolling is last X days. Static is for a set period time like the past month.
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# Enable '''Event Counts'''.
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# Select the event types.
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# Click '''Save'''.
  
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'''Start Date Offset''': If using rolling, select how many days back to start reporting.
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== Recorded Calls ==
  
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'''Number of Days''': If using rolling, select number of days to include in report.
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=== Purpose ===
  
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'''Send Schedule''': Select to have report generated and sent weekly or monthly.
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Include recorded call statistics.
  
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'''Week Days''':  Select days to include in report.  If closed on weekend, Saturday and Sunday would not need to be selected.
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=== Available Options ===
  
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'''Included Sales Reps''': Select the sales reps to appear on the report.
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* Recorded Call Counts
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* Include Incoming Calls
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* Group by Call Result
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* Combine Outgoing Calls
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* Call Results
  
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'''Report Recipients''': Select reps and managers to receive the report.
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=== Steps ===
  
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'''Additional Recipients''': Add any others emails that need a copy of the report.
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# Configure the desired options.
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# Click '''Save'''.
  
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== Event Forms ==
  
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Click SAVE within the top section to save changes.
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=== Purpose ===
  
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Include Event Form information in the report.
  
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=== Options ===
  
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'''Markets'''
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* Do Not Show
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* Show All Event Forms
  
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This section allows reports to group reps by employees if Markets are being used.  By default, Markets are not used within CallProof by many clients. 
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=== Steps ===
  
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When checked, the user can select the Markets to include in the report.
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# Select the desired option.
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# Click '''Save'''.
  
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If using Markets and report is to group results by Market, select this checkbox and click SAVE.
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== Next Week's Tasks ==
  
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=== Purpose ===
  
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Include upcoming or past appointments and follow-up tasks.
  
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'''Sales Rep Assignments'''
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=== Steps ===
  
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Checking this box will add a column to the custom reports showing how many new contacts were assigned to a rep during the reporting period. This can be useful to see how many new prospects or leads were generated during the reporting period. This might also be used to see how many unassigned contacts a rep is contacting and taking ownership.
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# Select the included Sales Representatives.
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# Enter the number of days.
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# Optionally enable '''Show Past Appointments'''.
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# Click '''Save'''.
  
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If any changes are made here, click SAVE immediately underneath the checkbox.
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== Event Form Fields ==
  
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=== Purpose ===
  
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'''Events'''
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Include specific Event Form fields or summary information.
  
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Checking the Events Counts checkbox will show a list of events that occur within CallProof.  These includes events such as making outbound calls, appointments, followups scheduled, clock ins, etc.
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=== Available Options ===
  
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After checking the Events Counts checkbox, select the activities to be included in the report.  The final report will show a sum total of how many times each activity occurred within the report time period.
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* Count Entries
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* Add Field
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* Field Action
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* Group Results
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* Groupings
  
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Remember to click SAVE immediately below the Events list to save any changes.
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=== Steps ===
  
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# Select an Event Form.
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# Choose '''Count Entries''' or '''Add Field'''.
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# Select the required field.
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# Choose the desired field action.
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# Optionally configure grouping.
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# Click '''Add Field'''.
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# Repeat as required.
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# Drag fields to reorder them if needed.
  
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'''Recorded Calls'''
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== Run Report ==
  
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Clients of CallProof that utilize VOIP service to make and receive calls with CallProof can select this checkbox.  When checked, a new column will appear on the custom report showing a sum total of recorded calls made by the sales rep.
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=== Purpose ===
  
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If any changes are made, remember to click SAVE immediately underneath it.
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Generate the report immediately without waiting for the scheduled delivery.
  
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=== Steps ===
  
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# Click the '''Run''' (CSV) icon.
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# Confirm the action.
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# Wait for processing to complete.
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# Open the '''Last Run''' link or download the emailed report.
  
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'''Event Form Fields'''
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'''Notes'''
  
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This section allows reporting on [[Event Forms]] that are entered into CallProof.
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* Only one run request can be active at a time.
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* Disabled companies cannot run reports.
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* If a report is already queued, a notification is displayed.
  
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Select the Event Form to report on. 
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== Duplicate Report ==
  
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Select '''Count Entries''' to add a column with total number of times the specified Event Form was entered during the reporting period. 
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=== Purpose ===
  
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Select the Event Form field to work with under '''Add Field'''.  Options to count, sum the values, or average the values will be given just below.  Example: If an Event Form was entered every time a product was sold, selecting the Total Invoice field here and a Field Action of sum would total up all the invoices and present a grand total on the report.
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Create a copy of an existing report.
  
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'''Field Action'''
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=== Steps ===
  
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If a field is selected from an Event Form, select how to report on this field.  '''Count''' will present the number of times the field was filled out. '''Sum''' will add all the entries in this field and present the sum total. '''Average''' will present the average of all entries in the selected field.
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# Click the '''Duplicate''' icon.
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# The copied report opens for editing.
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# Modify the settings as required.
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# Save the report.
  
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If changes are made and a field is to be added, make sure to click ADD FIELD to save.
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== Archive Report ==
  
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=== Purpose ===
  
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== Edit Report ==
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Hide a report from the active list without deleting it.
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=== Steps ===
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# Click the '''Archive''' icon.
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# Confirm the action.
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# The report moves to the archived list.
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'''Notes'''
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* Archived reports no longer send scheduled emails.
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* Recipient lists are cleared automatically.
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== Delete Report ==
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=== Purpose ===
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Permanently remove a report definition.
  
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To edit a report, select the report name or click the edit icon on the Reports index page.
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=== Steps ===
  
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The full report creation screen will be presented.  Make changes as needed.
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# Click the '''Delete''' (red X) icon.
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# Confirm the deletion.
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# The report is permanently removed.
  
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If changes are made in any section, make sure to click SAVE within that section.
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== Reorder Reports ==

Revision as of 08:41, 16 July 2026

Where to find Custom Reports

Path: Website - Navigation Bar - Stats - Custom Reports


Custom Reports

Navigation: Stats → Custom Reports Custom Reports allow managers to create reusable, scheduled CSV reports that automatically collect CallProof activity data and email it to selected recipients. Reports can include event forms, event counts, recorded calls, account assignments, markets, and upcoming tasks. Reports can run automatically on a weekly or monthly schedule or be executed manually at any time.

User Access
Manager Full access to create, edit, run, duplicate, archive, reorder, and delete reports.
Non-Manager Cannot access Custom Reports.
Disabled Company Reports cannot be run manually.
  1. Log in as a Manager.
  2. Hover over Stats.
  3. Click Custom Reports.
  4. The Custom Reports page opens.
  5. Review the list of existing reports.
  6. Optionally enable Archived and click Search to display archived reports.

Custom Reports List

The report list displays all available report definitions.

Column / Action Description
Drag Handle Reorder reports.
Name Opens the Edit Report page.
Last Run Opens the most recently generated report.
Edit Modify the report configuration.
Run Execute the report immediately.
Duplicate Create a copy of the report.
Archive / Unarchive Hide or restore a report.
Delete Permanently remove the report.

Search Archived Reports

Purpose

Display archived report definitions.

Steps

  1. Check Archived.
  2. Click Search.
  3. Archived reports appear in the list.

Add Report

Purpose

Create a new Custom Report.

Steps

  1. Click Add Report.
  2. Enter the Report Name.
  3. Click Save.
  4. The Edit Report page opens for additional configuration.

Edit Report

The Edit page contains several configuration sections.

Main Report Settings

Field Description
Name Report title.
Date Mode Rolling or Static.
Static Type Week End or Month End.
First Day of Week Sunday or Monday.
Start Date Offset Shift report start date.
Number of Days Reporting window (maximum 120 days).
Send Schedule Weekly or Monthly.
Previous Week Send previous week's data.
Previous Month Send previous month's data.
Week Days Weekly delivery days.
Month Days Monthly delivery dates.
Included Sales Reps Sales representatives included in the report.
Report Recipients CallProof users who receive the report.
Additional Recipients Up to three external email addresses.

Update Report

  1. Update the required settings.
  2. Click Update.

Markets

Purpose

Group report results by market.

Steps

  1. Select Group By Market.
  2. Choose the markets to include.
  3. Click Save.

Sales Rep Assignments

Purpose

Include account assignment totals for sales representatives.

Steps

  1. Enable Include Account Assignment Counts.
  2. Click Save.

Events

Purpose

Include CRM event counts.

Steps

  1. Enable Event Counts.
  2. Select the event types.
  3. Click Save.

Recorded Calls

Purpose

Include recorded call statistics.

Available Options

  • Recorded Call Counts
  • Include Incoming Calls
  • Group by Call Result
  • Combine Outgoing Calls
  • Call Results

Steps

  1. Configure the desired options.
  2. Click Save.

Event Forms

Purpose

Include Event Form information in the report.

Options

  • Do Not Show
  • Show All Event Forms

Steps

  1. Select the desired option.
  2. Click Save.

Next Week's Tasks

Purpose

Include upcoming or past appointments and follow-up tasks.

Steps

  1. Select the included Sales Representatives.
  2. Enter the number of days.
  3. Optionally enable Show Past Appointments.
  4. Click Save.

Event Form Fields

Purpose

Include specific Event Form fields or summary information.

Available Options

  • Count Entries
  • Add Field
  • Field Action
  • Group Results
  • Groupings

Steps

  1. Select an Event Form.
  2. Choose Count Entries or Add Field.
  3. Select the required field.
  4. Choose the desired field action.
  5. Optionally configure grouping.
  6. Click Add Field.
  7. Repeat as required.
  8. Drag fields to reorder them if needed.

Run Report

Purpose

Generate the report immediately without waiting for the scheduled delivery.

Steps

  1. Click the Run (CSV) icon.
  2. Confirm the action.
  3. Wait for processing to complete.
  4. Open the Last Run link or download the emailed report.

Notes

  • Only one run request can be active at a time.
  • Disabled companies cannot run reports.
  • If a report is already queued, a notification is displayed.

Duplicate Report

Purpose

Create a copy of an existing report.

Steps

  1. Click the Duplicate icon.
  2. The copied report opens for editing.
  3. Modify the settings as required.
  4. Save the report.

Archive Report

Purpose

Hide a report from the active list without deleting it.

Steps

  1. Click the Archive icon.
  2. Confirm the action.
  3. The report moves to the archived list.

Notes

  • Archived reports no longer send scheduled emails.
  • Recipient lists are cleared automatically.

Delete Report

Purpose

Permanently remove a report definition.

Steps

  1. Click the Delete (red X) icon.
  2. Confirm the deletion.
  3. The report is permanently removed.

Reorder Reports

Retrieved from "http://docs.callproof.com/index.php?title=Custom_Reports&oldid=1827"