Zoho CRM: reports enhancement

Zoho CRM: reports enhancement

We have some major and minor enhancements in this update:
  • Export limit increase
    • Export permission for users 
  • Email templates for scheduled reports
  • More options for grouping 
    • Month granularity
    • Day granularity
    • Column grouping supports 1x3 and 3x1 matrices
  • Text wrap support
  • Minor enhancements
    • Dynamic column width
    • Role support in criteria
    • Select all options in fields

Export limit increase

Previous limit: Previously, Zoho CRM allowed users to export detailed reports with up to 50,000 records, and only up to five times.

New limit: In response to user feedback and the growing demand for more flexibility in data management, Zoho CRM has introduced an enhanced export option that removes the previous restrictions. Now, users can export detailed reports with an organization-wide limit of 200 exports per day, enabling users to handle larger volumes of data.



Ultimate Edition exclusive: Ultimate Edition users enjoy an extended limit of 300 exports per day, while other editions benefit from 200 daily exports.

Export permission for users

We've added the "export" permission as a profile permission for the Reports module. This enhances data security and privacy controls by enabling administrators to regulate the export of sensitive information, thereby ensuring compliance and preventing unauthorized data access.


Email templates for reports

You can use this feature to send personalized reports by allowing users to tailor the content of the email to each recipient's specific needs.

For instance, a sales manager can create an email template for a weekly sales performance report. With this template, the manager schedules the report to be sent every Monday morning to the sales team. This automation ensures that all stakeholders receive timely updates on sales metrics. You can include placeholders for dynamic data such as recipient names, the report's name, the report's ID, account details, or sales figures. This customization adds a personal touch to the reports, making them more relevant to individual recipients.


Email templates for scheduled reports

You can also choose email templates for scheduled reports.


Enhancements to grouping options

Month granularity: Users can now group data by month to make it easier to analyze trends over time.
Previously, our data grouping feature allowed users to group data by the "calendar month" of a date or date/time field, which meant the month was grouped along with the year. For instance, all data from this month would be categorized under "March 2024". However, this method makes it challenging to isolate data for specific months.

Introducing a "month" grouping enables users to group all occurrences of a particular month together, regardless of the year. This enhancement offers greater flexibility in analyzing trends over time by allowing users to easily identify which month in the last five years generated the highest revenue. 

Use case
Let's say you're analyzing user engagement over the past year. With the new month granularity feature, you can now group the number of new clients added year over year by month or compare revenue year over year by month, making it easier to analyze trends over time. By understanding monthly usage patterns more clearly, you can refine your product offerings and optimize your marketing strategies to meet your users' needs more effectively. Below is an example of revenue generated for the past two years compared month-wise:



You can also create charts for this report to view the performance of both years clearly.



Day granularity: Enjoy the precision of grouping data by day to facilitate a more detailed daily analysis within your reports.
With the day granularity feature, you can now group your data by day, enabling detailed daily analysis within your reports and empowering you to identify peak usage times, detect usage anomalies, view the birthdays of all contacts in a single report, and so on.



You can view the same data in a bar chart to identify trends, patterns, and anomalies easily.



Column grouping
Previously, the Reports module in Zoho CRM only supported 2x2 grouping, where the first number denotes the row and the latter number denotes the column. With this enhancement, you can group columns based on 3x1 or 1x3 combinations.



Overall, grouping is simply a way to organize and visualize elements and to make it easier to understand their relationships and structure.

Wrap text

Previously, if the text in a description field was too long, it was displayed in a single line, whereas the full text was displayed upon hovering the cursor. After enabling text wrapping, description fields now display text within cells with wrapping functionality, ensuring that lengthy text is fully visible without the need for pop-overs or hover actions.


Minor enhancements

Dynamic column width

The system now automatically adjusts the sizes of columns in reports based on the content within them. Instead of having fixed-width columns, dynamic column widths allow columns to expand or contract as needed to accommodate the content they contain. This feature is particularly useful for optimizing the display of data, ensuring that all information is visible, and making efficient use of available screen space.
Export resized column widths with the same size in PDF and XLSX formats (not technically possible in CSV) only for formatted report exports.

Role support in criteria

Users can define criteria within reports based on the roles assigned to users. This feature ensures that report data is filtered or restricted based on the roles of the users viewing the report.
For example, a report may be configured to show only the leads or sales data that are relevant to the roles of the users accessing the report. Users with different roles may see different subsets of data, ensuring that they only have access to the information that's pertinent to their responsibilities.


Select all

The selection feature enables users to conveniently select all fields in a module or select multiple fields using the shift+click key combination.



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