Difference between revisions of "Custom Reports"

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[[File:customreports_frommenu.jpg|200px|thumb|right|Where to find Custom Reports]]
 
 
Path: [[Website]] - [[Navigation Bar]] - [[Stats]] - [[Custom Reports]]
 
Path: [[Website]] - [[Navigation Bar]] - [[Stats]] - [[Custom Reports]]
  
  
−
Managers can create custom reports to view activities within CallProof. These can be mailed on a schedule to anyone.
+
= 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.
  
 +
[[File:AutoReportIndex.png|250px|thumb|right|Index of Custom Report in Callproof.]]
  
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== Custom Reports Index ==
 
−
[[File:customreports_index.jpg|200px|thumb|right|Index of Custom Reports]]
 
  
−
The Custom Reports screen shows an index of custom reports currently saved in the users CallProof account. 
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'''Navigation:''' '''Stats''' → '''Custom Reports'''
  
 +
{| class="wikitable"
 +
! 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.
 +
|}
  
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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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# Log in as a Manager.
 +
# Hover over '''Stats'''.
 +
# Click '''Custom Reports'''.
 +
# The '''Custom Reports''' page opens.
 +
# Review the list of existing reports.
 +
# Optionally enable '''Archived''' and click '''Search''' to display archived reports.
 +
<div style="clear:both;"></div>
  
 +
== Custom Reports List ==
 +
Give managers one screen to see every automated report the company uses — names, last delivery, and quick actions. Instead of exporting data by hand each week, you maintain report “recipes” here that run on their own and land in email (and Last Run links). This is the control center for recurring operational reporting.
  
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The Report Name column shows the name and can be clicked to edit the custom report.
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[[File:CustomReportList.png|300px|thumb|right|Custom Report Actions]]
  
 +
{| class="wikitable"
 +
! 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.
 +
|}
 +
<div style="clear:both;"></div>
  
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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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== Search Archived Reports ==
 +
Separate active reports from retired ones. Check Archived and Search when you need an old configuration for reference, to unarchive it, or to confirm something was turned off — without mixing inactive definitions into day-to-day work.
  
 +
[[File:CustomReportArchive.png|250px|thumb|right|Custom Report Archive]]
  
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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'''.
 +
# Click '''Search'''.
 +
# Archived reports appear in the list.
 +
<div style="clear:both;"></div>
  
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[[File:icon_report_edit.jpg|icon_report_edit.jpg]] Edit the custom report
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== Add Report ==
 +
Start a new automated report with a name only, then configure it on the Edit screen. Use this when you need a new recurring export (e.g. weekly activity by rep, monthly event form totals) that doesn’t exist yet.
  
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[[File:icon_report_run.jpg|icon_report_run.jpg]] Run the report now
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<div style="float:right; margin:0 0 1em 1em;">
  
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[[File:icon_report_duplicate.jpg]] Create a duplicate of existing report
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{| style="border:0;"
 +
| [[File:CustomAddReport.png|250px|thumb|Add Report Click (plus) icon]]
 +
| [[File:CustomAddReportView.png|250px|thumb|Add 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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</div>
  
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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'''.
 +
# Enter the '''Report Name'''.
 +
# Click '''Save'''.
 +
# The Edit Report page opens for additional configuration.
 +
<div style="clear:both;"></div>
  
 +
== Edit Report ==
 +
Label the report so recipients know what the email/CSV contains. Clear names matter when many reports run on different schedules (e.g. “Weekly North Region Calls” vs “Monthly Event Form – Demos”).
  
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== Add New Report ==
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<div style="float:right; margin:0 0 1em 1em;">
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[[File:customreports_add.jpg|200px|thumb|right|Add Report]]
 
  
 +
{| style="border:0;"
 +
| [[File:CustomReportEdit.png|250px|thumb|Edit Report Click (pencil) icon]]
 +
| [[File:CustomReportEditView.png|250px|thumb|Edit Report ]]
 +
|}
  
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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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</div>
 +
=== Main Report Settings ===
  
 +
{| class="wikitable"
 +
! Field
 +
! Description
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|-
 +
| Name
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| Report title.
 +
|-
 +
| Date Mode
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| Rolling or Static.
 +
|-
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| Static Type
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| Week End or Month End.
 +
|-
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| First Day of Week
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| Sunday or Monday.
 +
|-
 +
| Start Date Offset
 +
| Shift report start date.
 +
|-
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| Number of Days
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| Reporting window (maximum 120 days).
 +
|-
 +
| Send Schedule
 +
| Weekly or Monthly.
 +
|-
 +
| Previous Week
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| Send previous week's data.
 +
|-
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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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Name the report and click SAVE.
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# Update the required settings.
 +
# Click '''Update'''.
 +
<div style="clear:both;"></div>
  
 +
== Markets ==
  
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[[File:customreports_new.jpg|200px|thumb|right|Create New Report]]
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Break report output by market/territory instead of one company total. Regional managers get slices that match how accounts and reps are organized geographically or structurally.
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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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When grouping by market, choose which markets appear. Enabling group-by-market also affects rep selection (included sales reps are cleared in that flow) so the report stays market-scoped.
  
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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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# Select '''Group By Market'''.
 +
# Choose the markets to include.
 +
# Click '''Save'''.
  
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'''UPDATE REPORT'''
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== Sales Rep Assignments ==
  
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'''Name''': Name of the Report
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Add metrics on how many accounts are assigned to reps — workload, coverage gaps, and fairness reviews alongside activity counts.
 +
# Enable '''Include Account Assignment Counts'''.
 +
# Click '''Save'''.
  
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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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== Events ==
  
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'''Start Date Offset''': If using rolling, select how many days back to start reporting.
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When event counts are on, pick which event types count — so the report isn’t flooded with irrelevant event types (e.g. only “Visit” and “Presentation,” not every internal type).
  
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'''Number of Days''': If using rolling, select number of days to include in report.
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# Enable '''Event Counts'''.
 +
# Select the event types.
 +
# Click '''Save'''.
  
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'''Send Schedule''': Select to have report generated and sent weekly or monthly.
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== Recorded Calls ==
  
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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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Add inbound calls to the call section, not only outbound — full picture of phone engagement when both directions matter.
  
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'''Included Sales Reps''': Select the sales reps to appear on the report.
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Recorded calls — Group by call result
 +
Split call metrics by call result (connected, voicemail, no answer, etc.) instead of one lump sum — better for coaching and conversion analysis.
  
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'''Report Recipients''': Select reps and managers to receive the report.
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Recorded calls — Combine outgoing calls
 +
When grouping by result, optionally merge outgoing call types for simpler summaries (fewer rows, easier executive read).
  
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'''Additional Recipients''': Add any others emails that need a copy of the report.
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Recorded calls — Call results to include
 +
When grouping is on, select which results appear — exclude noise or focus on outcomes you care about for KPIs.
  
 +
* Recorded Call Counts
 +
* Include Incoming Calls
 +
* Group by Call Result
 +
* Combine Outgoing Calls
 +
* Call Results
  
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Click SAVE within the top section to save changes.
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# Configure the desired options.
 +
# Click '''Save'''.
  
 +
== Event Forms ==
 +
Event forms — Do not show
 +
Omit the broad event forms summary block from the CSV when you only want events, calls, markets, or specific custom fields — leaner report.
  
 +
Event forms — Show all event forms
 +
Include all event forms in a summary section without adding each form field one by one — quick way to see form submission activity across the company.* Do Not Show
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* Show All Event Forms
  
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'''Markets'''
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# Select the desired option.
 +
# Click '''Save'''.
  
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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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== Next Week's Tasks ==
 +
Include upcoming or past appointments and follow-up tasks.
 +
# Select the included Sales Representatives.
 +
# Enter the number of days.
 +
# Optionally enable '''Show Past Appointments'''.
 +
# Click '''Save'''.
  
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When checked, the user can select the Markets to include in the report.
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== Event Form Fields ==
 +
Include specific Event Form fields or summary information.
 +
* Count Entries
 +
* Add Field
 +
* Field Action
 +
* Group Results
 +
* Groupings
  
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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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# Select an Event Form.
 +
# Choose '''Count Entries''' or '''Add Field'''.
 +
# Select the required field.
 +
# Choose the desired field action.
 +
# Optionally configure grouping.
 +
# Click '''Add Field'''.
 +
# Repeat as required.
 +
# Drag fields to reorder them if needed.
  
 +
== Run Report ==
 +
Trigger an immediate generation and email without waiting for the next scheduled send — for testing a new config, ad-hoc leadership requests, or catching up after a holiday.
 +
[[File:CustomRunReport.png|250px|thumb|right|Run Report]]
  
 +
# Click the '''Run''' (CSV) icon.
 +
# Confirm the action.
 +
# Wait for processing to complete.
 +
# Open the '''Last Run''' link or download the emailed report.
  
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'''Sales Rep Assignments'''
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'''Notes'''
  
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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.
+
* 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.
 +
<div style="clear:both;"></div>
  
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If any changes are made here, click SAVE immediately underneath the checkbox.
+
== Duplicate Report ==
 +
Clone an existing setup as “{name} (copy)” with the same fields, schedule logic, and options — then tweak one thing (reps, markets, or schedule) for a variant report.
 +
[[File:CustomDuplicateReport.png|250px|thumb|right|Custom Duplicate Report]]
  
 +
# Click the '''Duplicate''' icon.
 +
# The copied report opens for editing.
 +
# Modify the settings as required.
 +
# Save the report.
 +
<div style="clear:both;"></div>
  
−
'''Events'''
 
  
−
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.
+
== Archive Report ==
 +
Stop treating a report as active and remove its recipients and extra emails so it won’t keep sending while you keep the definition for history. Safer than delete when you might reuse the config later.
 +
[[File:CustomArchiveReport.png|250px|thumb|right|Custom Archive Report]]
  
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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.
+
# Click the '''Archive''' icon.
 +
# Confirm the action.
 +
# The report moves to the archived list.
  
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Remember to click SAVE immediately below the Events list to save any changes.
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'''Notes'''
  
 +
* Archived reports no longer send scheduled emails.
 +
* Recipient lists are cleared automatically.
 +
<div style="clear:both;"></div>
  
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'''Recorded Calls'''
 
  
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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.
+
== Delete Report ==
 +
Permanently remove the report definition and its linked settings when it’s obsolete and you won’t need the configuration again.
 +
[[File:CustomReportDelete.png|250px|thumb|right|Custom Report Delete]]
  
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If any changes are made, remember to click SAVE immediately underneath it.
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# Click the '''Delete''' (red X) icon.
 +
# Confirm the deletion.
 +
# The report is permanently removed.
 +
<div style="clear:both;"></div>
  
 +
== Reorder Reports ==
 +
Set priority/display order on the main list when dozens of reports exist — often matches importance or review order in team meetings.
  
 +
[[File:CustomReportReorder.png|250px|thumb|right|Custom Report Re-Order]]
  
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'''Event Form Fields'''
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# Drag a report using the drag handle.
 +
# Drop it in the desired position.
 +
# The new order is saved automatically.
  
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This section allows reporting on [[Event Forms]] that are entered into CallProof.
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== Related Report Features ==
  
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Select the Event Form to report on.
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{| class="wikitable"
 +
! Feature
 +
! URL
 +
! Purpose
 +
|-
 +
| Manual Reports
 +
| <code>/reports/manual_report/</code>
 +
| Generate one-time reports for a selected date range.
 +
|-
 +
| Manager Report
 +
| <code>/mail/generate_report_now/</code>
 +
| Generate the built-in manager production report.
 +
|}
 +
<div style="clear:both;"></div>
  
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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. 
+
== Notes ==
  
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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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* Only Managers can create or manage Custom Reports.
−
 
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* Reports support automatic weekly and monthly scheduling.
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'''Field Action'''
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* Reports can cover rolling or fixed date ranges.
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* Reports can be emailed to CallProof users and external recipients.
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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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* Maximum automatic reporting window is '''120 days'''.
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* Reports can be grouped by markets, sales representatives, events, recorded calls, tasks, and event form data.
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If changes are made and a field is to be added, make sure to click ADD FIELD to save.
+
* Reports can be executed immediately using the '''Run''' action without affecting the existing schedule.
 +
* Archived reports are hidden from the default list until the '''Archived''' filter is enabled.

Latest revision as of 09:13, 16 July 2026

Path: Website - Navigation Bar - Stats - Custom Reports


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.

Index of Custom Report in Callproof.


Navigation: Stats → Custom Reports

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

Give managers one screen to see every automated report the company uses — names, last delivery, and quick actions. Instead of exporting data by hand each week, you maintain report “recipes” here that run on their own and land in email (and Last Run links). This is the control center for recurring operational reporting.

Custom Report Actions
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

Separate active reports from retired ones. Check Archived and Search when you need an old configuration for reference, to unarchive it, or to confirm something was turned off — without mixing inactive definitions into day-to-day work.

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

Add Report

Start a new automated report with a name only, then configure it on the Edit screen. Use this when you need a new recurring export (e.g. weekly activity by rep, monthly event form totals) that doesn’t exist yet.

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

Edit Report

Label the report so recipients know what the email/CSV contains. Clear names matter when many reports run on different schedules (e.g. “Weekly North Region Calls” vs “Monthly Event Form – Demos”).

Edit Report Click (pencil) icon
Edit Report

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

Markets

Break report output by market/territory instead of one company total. Regional managers get slices that match how accounts and reps are organized geographically or structurally. When grouping by market, choose which markets appear. Enabling group-by-market also affects rep selection (included sales reps are cleared in that flow) so the report stays market-scoped.

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

Sales Rep Assignments

Add metrics on how many accounts are assigned to reps — workload, coverage gaps, and fairness reviews alongside activity counts.

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

Events

When event counts are on, pick which event types count — so the report isn’t flooded with irrelevant event types (e.g. only “Visit” and “Presentation,” not every internal type).

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

Recorded Calls

Add inbound calls to the call section, not only outbound — full picture of phone engagement when both directions matter.

Recorded calls — Group by call result Split call metrics by call result (connected, voicemail, no answer, etc.) instead of one lump sum — better for coaching and conversion analysis.

Recorded calls — Combine outgoing calls When grouping by result, optionally merge outgoing call types for simpler summaries (fewer rows, easier executive read).

Recorded calls — Call results to include When grouping is on, select which results appear — exclude noise or focus on outcomes you care about for KPIs.

  • Recorded Call Counts
  • Include Incoming Calls
  • Group by Call Result
  • Combine Outgoing Calls
  • Call Results
  1. Configure the desired options.
  2. Click Save.

Event Forms

Event forms — Do not show Omit the broad event forms summary block from the CSV when you only want events, calls, markets, or specific custom fields — leaner report.

Event forms — Show all event forms Include all event forms in a summary section without adding each form field one by one — quick way to see form submission activity across the company.* Do Not Show

  • Show All Event Forms
  1. Select the desired option.
  2. Click Save.

Next Week's Tasks

Include upcoming or past appointments and follow-up tasks.

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

Event Form Fields

Include specific Event Form fields or summary information.

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

Trigger an immediate generation and email without waiting for the next scheduled send — for testing a new config, ad-hoc leadership requests, or catching up after a holiday.

Run Report
  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

Clone an existing setup as “{name} (copy)” with the same fields, schedule logic, and options — then tweak one thing (reps, markets, or schedule) for a variant report.

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


Archive Report

Stop treating a report as active and remove its recipients and extra emails so it won’t keep sending while you keep the definition for history. Safer than delete when you might reuse the config later.

Custom Archive Report
  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

Permanently remove the report definition and its linked settings when it’s obsolete and you won’t need the configuration again.

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

Reorder Reports

Set priority/display order on the main list when dozens of reports exist — often matches importance or review order in team meetings.

Custom Report Re-Order
  1. Drag a report using the drag handle.
  2. Drop it in the desired position.
  3. The new order is saved automatically.

Related Report Features

Feature URL Purpose
Manual Reports /reports/manual_report/ Generate one-time reports for a selected date range.
Manager Report /mail/generate_report_now/ Generate the built-in manager production report.

Notes

  • Only Managers can create or manage Custom Reports.
  • Reports support automatic weekly and monthly scheduling.
  • Reports can cover rolling or fixed date ranges.
  • Reports can be emailed to CallProof users and external recipients.
  • Maximum automatic reporting window is 120 days.
  • Reports can be grouped by markets, sales representatives, events, recorded calls, tasks, and event form data.
  • Reports can be executed immediately using the Run action without affecting the existing schedule.
  • Archived reports are hidden from the default list until the Archived filter is enabled.
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