Overview
CRM (fka Luxor / LuxorCRM) allows you to create custom reports for the different features of the CRM software:
- Activities
- Companies (aka Organizations), Contacts, Jobs
- Invoices, Payments
- Referrals
- Appointments
- Opportunities
Each custom report generator is laid out in a comparable manner, so this guide will generally apply to all.
Adding columns
To add columns to the report, simply click the piece of data you want in the report from the "Available Fields" list and move it to the "View Fields" list by clicking the right chevron/arrow symbol.
You can select multiple fields at a time by holding the CTRL key on your keyboard.
Filtering your report
Adding filters to your report helps narrow down the data that will be displayed on the generated report.
Filters are added under the "Field to search" section of the report builder.
NOTE: by default, if you do not add any filters to your Report, it will pull ALL items of that specific report type (i.e. invoices, contacts, jobs, companies, etc.)
Types of filters
There are multiple types of filters within the report builder. Keep in mind that you do not necessarily have to have a column that matches your field to search. However, you may want to allude to any filters in the title of your report so that you know what is included or excluded.
The types of filters available are outlined in detail below:
Yes / No filters - these filters include or exclude data from the report.
- For example: the image below shows a report that would filter by Companies that are active, therefore excluding any inactive Companies from the report results
Date filters - these filters give you the option to narrow your search results down to date ranges.
- With this filter type, you can choose from pre-generated date conditions, or you can choose "Between two dates" to filter for a custom time range. You can also exclude a custom time range by choosing "Not between two dates"
- For example: the image below shows a report that would filter by Companies (aka Organizations) created within a certain date range
Comparison filters - these filters are the most used and allow you to filter in several ways.
- The most used conditions from this list are the "=" and "NOT" conditions. These allow you to include or exclude data. For example, you may want to only see "Companies: Cities" that = New York City. Or you could use the "NOT" condition instead of "=" to show a report that includes all cities except for New York City.
- The comparison filters >, <, >=, <= are best used with a numerical field to search. For example: the image below would filter a report to only show Organizations with >= 15 days since an activity was last added.
- The IS NULL filter is useful when you want to include any results that may not have information added to that field. For example: you may want to see all of the Companies (aka Organizations) in your database that do not have a Route added. NOTE: if you are trying to audit your data for missing information, creating a custom Contacts, Companies, or Job View, OR using the audit tool may be a better alternative than a report.
- The IS NOT NULL filter can be used when you need to exclude any data that is not filled out.
Grouping your data
Grouping your data in a report is a powerful way to organize your data. You can group by any of the fields available in the report. You can create multiple groupings as well.
Building calculations
Simple calculations can be done by CRM (fka Luxor / LuxorCRM) when your report is generated.
There are four pre-set report calculations available: Average, Minimum, Maximum, Sum.
Questions? Contact Us
This article is meant to serve as a reference only and is not a substitute for training. If you are interested, feel free to check out our weekly Q&A sessions hosted by our CRM experts.