- Welcome to the Knowledge Base
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- Introduction to Reporting
- Displaying Reports
- Creating Reports
- Reporting Explained
- Emailing Scheduled Reports
- Sharing Reports
- Using Formulae
- Displaying reports within Record Views
- Audit Reporting
- Compliance Record
- Data Enrichment
- Introduction to Transaction Documents
- Credit Notes
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- Contract Management
- Adobe Sign Integration
- Introduction to Zapier
- Available Triggers and Actions
- Linking your Workbooks Account to Zapier
Setting up Zaps
- Posted Invoices to Xero Invoices
- Xero payments to Workbooks Tasks
- New Case to Google Drive folder
- New Case to Basecamp Project
- Jira Issue to new Case
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- Introduction to System Administration
Users & Security
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- Email & Integration
- Creating & Modifying Picklists
- Creating Custom Fields
- Report-based Custom Fields
- Record Templates
- Form Layouts
- Customising relationships between parties
- Opportunity Stages
- PDF Configuration
- Releases & Roadmap
- Workbooks Glossary
- Contact Support
Creating a Blank Report
After selecting to create A new blank report, you will see the full list of 'object types' (ie, types of record) for which you can create a report. It is important to consider what type of report you want to run before starting, then click on the appropriate object type.
Below is an example of creating an Opportunity Report showing the total value of all open Opportunities on your database, summarised by the stage the Opportunity has reached. Click Start > New > Report > A new blank report.
Click on Refresh preview each time you add a column, criteria or summarise your data.
This enables you to check your report is building correctly and 'sense-check' that it's displaying the results in the way you require.
In this example, click on Opportunities but for other Reports, choose the appropriate object type for which you want to create a Report. Start by giving your Report a name and description. On the right are three tabs:
- Columns - where you choose which fields appear as columns on your Report.
- Criteria - where you can specify parameters to limit the Report to particular segments of data.
- Summarise by - where you can summarise (or group together) data.
In the Columns tab click Add column from Opportunities. Click on the down arrow next to Column to display a list of all the fields you can choose to add to your Report.
From the list choose Opportunity name > Save & Close. To add new columns, click on Add column from Opportunities again and use the down arrow next to Column to choose the field(s) you want to display. You can also type ahead to search for a column, this does a 'contains' search, so if you are looking for 'start date' you could just type 'date' and it would show you any columns with 'date' in it. Repeat this process until you have all the columns you require.
For this example, add columns for Amount and Opportunity stage. If you want to see what data your Report will show as you build the Report, click on Refresh preview in the lower half of the record after you add each column.
NOTE: Some of the column options have a small black arrow next to them
These are known as 'breadcrumbs' and enable you to 'drill through' to another object (record) types and use the fields from different record types within your report.
You now have a Report of all Opportunities on your database. You can sort, reorder and filter this information as you would with any other grid in Workbooks. To refine the results to show only those that are open, click on the Criteria tab > Add criteria from Opportunities. From the picklist, choose Opportunity stage. This will activate the Operator field. Click on the dropdown to see the operators you can apply. To select only open Opportunities select does not contain. In the next box that appears, specify the parameters, you want to apply. In this case, type in Closed (to remove all those Opportunities that are either Closed Won or Closed Lost). Click Refresh preview to update the results displayed. Click Save & Close.
NOTE: You can apply an 'or' operator to criteria by using a comma. For example, if you want to find Opportunities that are either at Stage 1 or at Stage 2, you would enter in the Text box: Stage 1, Stage 2.
You now have a Report that lists all the open Opportunities on your database, showing the amount attributed to each Opportunity as well as the Opportunity stage name for each one. To summarise the Report by what stage the Opportunity has reached, click on the Summarise by tab > Add summary column. From the dropdown picklist choose Opportunity stage, then click Save & Close.
NOTE: Although this has summarised the Report by Opportunity stage, it hasn't totalled all the Opportunity values. To do this, re-open the Columns tab and click on Amount in the report builder window, which will open a window where you can edit this column. Click in the box next to Summarise the values and from the dropdown picklist next to Calculate, choose the total of the values. Click Save & Close.
Click Refresh preview. Now the Report shows the total value of Opportunities on your database summarised by Opportunity stage.
NOTE: Now that the Report has been summarised, there's no need to display the Opportunity name column. You can remove it from the Report by clicking on the delete symbol next to Opportunity name in the Report builder window.
When your Report is complete click Save & Close. To open it again, click Start > Reporting > My Reports. Click on the hyperlink to open it. If you want to modify the Report further you can click on Edit this Report and make any changes you require.
Running Processes from Reports
It's possible to perform a Bulk Action on a Report by running a Script against the records identified in the Report. For information on how to set this up, click here.