Predefined reports

Overview

NexJ CRM provides a number of predefined reports to help you gather and view information about your entities, schedules, service requests, and tasks.

Some predefined reports allow you to extract, save, or print data for a single record, while others summarize information across a number of different data records.

You can generate the following types of predefined reports:

• Contact reports
  Contact reports present information for a single entity or for multiple entities from the Contacts workspace.
• Schedule reports
  Schedule reports present information regarding schedule items for a single entity or for multiple entities from the Schedule workspace.
• Task Reports
  Task reports present the information for your tasks from the Tasks workspace.

• Service Request Detail reports
  Service Request Detail reports present information for one or more service requests from the Service Requests workspace.

• SLM Touches Report
  The SLM Touches Report contains service level management information for contacts. For each touch type, it lists contacts for which the touch type applies. It displays communication and service model information for each contact, as well details of any recent and upcoming touches.

If you are an administrator, you can generate the following types of predefined reports:

• Opportunity Detail Reports
  Opportunity Detail reports display information from the Detail tab in the Opportunities workspace.
• Event Reports
  Event reports present information from the Event List tab in the Events workspace for a single event.

Depending on the report, the following export formats may be available:

• Excel
  Microsoft Excel spreadsheet.
• PDF
  Portable Document Format. Report opens in your own default PDF viewer, such as Adobe Reader. This is the best choice if you want to print or share the report as-is.
• RTF
  Rich Text Format. Suitable for editing later in a word processor. When you want the report to be compatible with other text applications, save it as an RTF file.

Contact reports

Contact reports collect and display data from the Contacts workspace. Depending on the report, the information might be for a single entity, or for a collection of entities from a set of search results or a saved list.

The following contact reports are available in NexJ CRM :

• Detail Report
  Detail Reports contain information that you provide in entity records, including addresses and communication methods, personal information, relationship information, and all custom fields and categories.
• Contact List Report
  Contact List Reports contain addressed and communication methods in a table form. The report generates only the information specified in the table heading.
• Phone Book
  Phone Book reports contain the default addresses and communication methods.
• Interaction Report
  Interaction Reports contain detailed information about a note for a selected entity.
• My Contacts' Recent Activities Report
  My Contacts' Recent Activities Reports contains information about activity records for entities that you have access to in NexJ CRM. Unlike the other reports in this list, which can be generated on the Contacts workspace, the My Contacts' Recent Activities Report can be generated on the Home workspace, in the My Contacts' Recent Activities tab.

After you generate a report, depending on your browser settings, you can either access it in your Downloads folder or in the dialog that opens specify whether you want to save the report locally or open it immediately.

Detail report

The Detail report contains the following information for one or more entities:

• First and last names for people or company names for companies.
• Information about the entity that is contained in the entity record. For example a Detail Report for a contact, includes the contact's company, position, status, age, birthday, and tier level.
• Addresses and communication methods.
• Custom fields and categories.

To generate the Detail report:

• On the Contacts workspace, ensure the entities you are interested in are displayed in the search results, or that you have loaded your saved list. Then click the Reports button

  

  in the data table toolbar and select Detail Report. If you intend to run the report for only a single contact, ensure that contact is selected before you click the button.

In the Specify Report Parameters dialog, specify the scope and format options for the report:

 You can also create a Detail Report for a single entity record from the More Actions menu

for the entity. If an email communication method is not specified for an entity, the Detail Report button displays in the record row when you hover over the entity record in the data table. Generating the report this way produces a PDF with no bio, notes, or interaction information.

Contact List report

The Contact List report collects the address and communication information for one or more entities into a single table. Depending on the information available for each entity, some fields may be blank when the report generates.

Contact Reports contain the following information for the selected entities:

• First and last names for people or company names for companies.
• The company of a contact.
• Status and tier. 
• The default address for each entity.
• Communication information, including business phone, home phone, fax, email address, and website.

To create a Contact List report:

On the Contacts workspace, ensure the entities you are interested in are displayed in the search results, or that you have loaded your saved list. Then click the Reports button

You can then specify the following parameters for the report:

If you switch to the French locale in the classic UI (available with 8.X releases), and run the Contact List Report, the header row formatting may not have an equal height across all columns in the generated report.

Phone Book report

The Phone Book report contains a subset of the information in the Contact report, focusing specifically on the default contact information for the selected entities. In contrast to the Contact List report, which presents the information in a table in all formats, the Phone Book report presents its information, as the name suggests, as a printable phone book that you can use as an off-line reference. Each page in the report contains two columns, and the contact data is listed alphabetically by last name. Guide names (the first and last name on each page) are also included in the upper right corner of each page. Depending on the information available for each entity, some fields may be blank when the report generates. 

Phone Book Reports contain the following information for the selected entities:

• First and last names for people or company names for companies.
• The default address for each entity.
• Communication information, including business phone, home phone, mobile phone, fax number, and email.

To create a Phone Book Report on the Contacts workspace, click the Reports button

In the Specify Report Parameters dialog, specify the report parameters in the following sections:

Interaction (Print Note) report

The interaction report allows you to print the content of any note that appears on an entity's summary information. The note contents are accompanied by a summary of the contact associated with that note. Specifically, the information includes:

• The first and last name for a person or the company name for a company.
• Information about the entity that is contained in the entity record. For example, the contact's company, position, status, age, birthday, and tier level.
• Addresses and communication methods.
• Detailed information about the note, including the note text, start date and time, and status.

To print this report, navigate to the Summary tab for a specific entity. On the Notes card, click the More Actions button for the note you want to report on, and select Print. This generates a PDF with the information, which you can then save or print.

My Contacts' Recent Activities report

The My Contacts' Recent Activities report creates a summary table of the records displayed in the My Contacts Recent Activities tab within the Home workspace. Specifically, for each record, it captures:

• The date and time the activity was last updated.
• The type of activity
• The entity the activity was created for.
• A description of the activity.
• The status of the activity.
• The start date and time for the activity
• Name of the user that last edited the activity record.
• Any notes included in the activity. These notes may also include additional information, depending on the activity type. For example, the notes for an email may include the subject and body of the email.

To create a My Contacts' Recent Activities report, navigate to the Home workspace. In the My Contacts' Recent Activities tab, filter the data table to display only those records you want to report on. Then click the Reports button

Schedule reports

Schedule reports display data collected from the Schedule workspace. Using schedule reports, you can generate reports for one or more users and their schedule items and events.

Four different Schedule reports are available:

Briefing Book
Captures the details of an item appearing in a user's schedule.

Schedule Day Report
Summarizes all schedule items in a user's day.

Schedule Week Report

Summarizes all schedule items in a users' week.

Schedule Month Report

Summarizes all schedule items in a user's month.

Briefing Book reports

The Briefing Book report generates the details of a schedule item in the Schedule workspace. The schedule item for the contact must be selected in the Schedule workspace to generate the report.

The Briefing Book report displays:

• The description of the schedule item.
• The location of the schedule item (as applicable).
• The date, start, and end time of the schedule item.
• The contacts assigned to scheduled item.
• The contact or contacts that the schedule item is for.
• Notes for the schedule item.
• Personal information of the contact or contacts in the For field of the schedule item from the Detail tab in the Contacts workspace.
• The interactions of the associated contact or contacts.

To run a Briefing Book Report:

1. Navigate to the Schedule workspace.
2. Select the schedule item you want a report for in the calendar.

3. In the schedule, click the Reports button , and select Briefing Book Report.

4. Specify what additional information you want to appear in the report:

   Dialog section	Report parameter	Description
   Meeting Display Options	Display full note	Include the full notes of the schedule item.
   Display Contact Info	Show Bio	Include the Bio information for the contacts associated with the schedule item.
   	Show Notes	Show notes of the contacts associated with this schedule item.
   	Show Interactions	Show the interactions of the contacts associated with the schedule item.
   	Show the full note for each interaction	Include the full note for each interaction.
   	Interaction filter options	When including interactions in the report, this allows you to filter the interactions that are included by date, status, and type.
   Report Format	PDF RTF	Specifies the file format for the report.

5. Click Run Report.

Day, Week, and Month reports

The Schedule Day, Schedule Week, and Schedule Month reports all provide reports of a user's schedule items, using various levels of granularity.

To generate any of these reports:

1. Open the schedule that you want to create the report for and navigate to the day, week, or month that you want to generate the report for.

   

   If you want to select a user and the user does not appear in the Schedules card, add them as described in Displaying schedules for other users on your team.

2. Click the Reports button

   

   and select the report to run.

If you have selected more than one user, then the report will generate for all of them, with each user's schedule information starting on a new page.

Schedule Day

The Schedule Day Report is a report of a user's schedule items for a selected day using half-hour increments.

The report includes:

• The status of each schedule item.
• The description of each schedule item.
• The location of each schedule item.
• The users assigned to each schedule item.
• The contacts associated with each schedule item.
• Notes of each schedule item.

When generating the Schedule Day report, you are able to specify the start and end of the workday, as well as the report format, either PDF, or RTF.

Schedule Week 

The Schedule Week Report is a report of a user's schedule items, summarized for each day, and starting a new page every week.

For the purposes of this report, weeks are defined as beginning on Sunday and ending on Saturday. Work weeks are defined as beginning on Monday and ending on Friday.

The report displays:

• The start and end time of each schedule item.
• The status of each schedule item.
• The description of each schedule item.
• The contacts assigned to each schedule item.
• The contacts assigned for each schedule item.
• The location of each schedule item.
• Notes of each schedule item.

When running the report, you are able to specify the following additional parameters:

Schedule Month

The Schedule Month Report is a report of a user's schedule items in a month, displayed in a calendar view.

The report displays:

• The month and year.
• The selected user.

• The start and end time of each scheduled item. Completed schedule items will show [Completed] instead of time information.

• The description of each schedule item.

When running the report, you are able to specify the following additional parameters:

Opportunity Detail report

The Opportunity Detail report collects information about one more opportunities. You can include both parent and product opportunities in the report.

The report displays:

• The name of the opportunity.
• The name of the product.
• The first and last name of the client.
• The probability of the opportunity.
• The priority of the opportunity.
• The current stage of the opportunity.
• The expected and actual close date of the opportunity.
• The expected, weighted, and actual amounts of the opportunity.
• The outcome of the opportunity.
• The lead source of the opportunity.
• The campaign which generated this opportunity.
• The team involved with the opportunity.
• The interactions related to the opportunity.

Access and run the report from the Detail tab in the Opportunities workspace. You can run a report for the selected opportunity or the current opportunity list. Click the Reports button

After you run a report, you can specify whether you want to save the report or open it immediately.

You can generate the Opportunity Detail report for a single selected opportunity or multiple selected opportunities.

From the Reports menu, select Opportunity Detail Report. In the Report for Opportunity section, select  When you are generating the report for a single opportunity, verify that Current Opportunity is selected in the Report for Opportunity section. If you are generating the report for multiple service requests, select Current Opportunity List in the Report for Opportunity section . Select the options that you want to apply to the report:

• Show Overview
  Includes the description about the opportunity.
• Page break after each opportunity
  This option applies only when you generate a report containing multiple sales opportunites. For reports on the complete opportunity list, inserts a page break after each opportunity.
• Show Interactions
  Includes the interactions associated with the opportunity and provides the following additional options:
• Show the full note for each interaction
  Includes the text entered in the Notes field of the Interaction Properties dialog.
• Interaction filter options
  Filters the interactions included in the report. You can filter by start and end date, status, and type.
  Report Format
  Specifies the file format of the report: PDF or RTF.

Task reports

Task reports allow you to export and print the query results from the tabs of the Tasks workspace.

There are two types of task reports, depending on the types of tasks you are querying:

User Task Report
If you are querying the tasks assigned to a specific user, you can generate a tabular report of those results.

My Delegated Task Reports
If you are querying the tasks that you created, but which are assigned to other users, you can generate a tabular report of those results, with some additional options.

Access and generate the task reports from the Tasks workspace by clicking the Reports button

User Task Reports

The User Task report collects the results of a query on tasks assigned to a specific user. These are commonly created in the Tasks tab of the Tasks workspace. The report lists the tasks in ascending order by date.

For each task, the report includes:

• The description of the task.
• The name and preferred communication of the entity that the task is for.
• The status, and priority level of the task.
• The start and due date of the task.

A header indicating the user whose tasks appear in the report is also included on each page.

When running the report, you are able to specify the following additional parameters:

Delegated Task Reports

The Delegated Task report collects the results of a query on tasks that you have created and then assigned to other users. These are commonly created in the My Delegted Tasks tab of the Tasks workspace.

The Delegated Task Report groups tasks by assignee, and includes:

• The description of the task.
• The name and preferred communication of the entity that the task is for.
• The status and priority level of the task.
• The start and due date of the task.

A header indicating the user that the tasks are assigned to appears above each task grouping.

When running the report, you are able to specify the following additional parameters:

Dialog section	Report Parameter	Description
For My Delegated Task Report	Include page break after each user's tasks	Inserts a page break between the task lists for each assignee. This only applies to PDF and RTF formats.
	Show users with no tasks	Only applicable to PDF and RTF report formats. Includes a section (or page) for each user that appears in the unfiltered delegated task list, but to whom none of the filter results are assigned. Setting this option when using the Excel report format results in one empty row for each such user, but without listing their names.
Report Format	PDF Excel RTF	Specifies the file format for the report.

Service request details report

The Service Request Detail Report provides a detailed description of one or more service requests.

For each service request, the report includes:

• The description of the service request.
• The user assigned to the service request.
• The contact the service request is for.
• The status, priority, and severity level of the service request.

• Service level agreement metrics for the service request.

  

  Info

  The service level agreement metrics displayed in the report vary based on the stage of a service request. For example, if the first response has not been sent for a service request, the report displays the date and time when the first response must be sent, and if the first response has been sent, it displays the date and time when it was sent.

• Notes included for the service request.

The information for each request is captured on its own page.

To generate the Service Request Detail report:

• On the Service Requests workspace, ensure the service requests that you are interested in are displayed in the search results, or that you have loaded your saved list. Then click the Reports button

  

  in the data table toolbar and select Service Request Detail Report. If you intend to run the report for only a single request, ensure that request is selected before you click the button.

In the Specify Report Parameters dialog, specify the scope and format options for the report:

SLM Touches Report

The SLM Touches Report contains service level management information for contacts. For each touch type, it lists contacts for which the touch type applies. It displays communication and service model information for each contact, as well details of any recent and upcoming touches.

The information comes from the Service Model card in the Summary tab on the Contacts workspace

For each contact, the report displays:

• First and last name.
• Tier and service level.
• Communication information such as business phone, home phone, and email address.
• Touch status and touch target date.
• Last touch details.

It can also optionally include details for any activties associated with this touch type for the contact.

Service model information for each contact is also included in the Detail Report. For more information, see Detail report.

Generating the SLM Touches Report

You can generate an SLM Touches Report for a single contact, multiple contacts, or all contacts who have touches of the specified touch type.

Generate the SLM Touches Report for one contact or multiple contacts from the Contacts workspace data table. Generate the report for all contacts who have touches of the specified touch type from the Service Level Management workspace. 

When running the report, you are able to specify the following additional parameters:

Dialog section	Report Parameter	Description
Report for Contact This section is only displayed when running the report from the Contacts workspace.	Current Contact	Run the report for the single specified entity.
	Current Contact List	Run the report for all entities specified by the filter results or saved list that was active when you chose to run the report.
Service Level Management Options	Touch Type	Type of touch included in the report. The options are Holiday Greeting, Proactive Touch, and Review.
	Period	The period of when the touch target date occurs, or when the touch was completed or scheduled. The options are This Period and Next Period. The period for each touch type is configured when the Service Level Management (SLM) settings are set up in NexJ Admin Console.
	Include overdue touches	Select to include touches where the target date has already passed.
	Touch Status	Status of the touches included in the report. The options are Unscheduled, Scheduled, Completed, and Deferred. If no value is selected, then all statuses are included.
	Sort by	Specify how you want the touches to be sorted in the report. The options are Contact Name, Tier, Touch Status, Touch Target, and Last Touch.
	Group by	Specify how you want the touches to be grouped in the report. The options are Tier, Touch Status, and Service Level. If no value is selected, then the touches are not grouped.
	Show Interactions	Select to show activties associted with touches for each contact.
	Show the full note for each interaction	Select to show full note for each activity.
Report Format	PDF Excel RTF	Specifies the file format for the report.