Standard Reports

In this article:

Report Selection

Specifying Report Criteria

Viewing a Report

Produce CSV

Export to Telesales

Export to Email Marketing

Favourite Reports and Automatic Emailing Reports

Security and Optimisation

Report Selection

To select a a standard report, click the  Reports option in the CommTrak Main Menu, and select the required report from the list of presented reports:

Each report has a set of criteria filters; for example, the Customers Report has more than twenty criteria that can be used for filtering the report, as shown in the following image:

Specifying Report Criteria

To filter a report using one or more of the available criteria, click the required criterion heading (e.g. Contract expires between); the selected criterion section will expand to show the available options.

The following image shows an example of specifying the data range for Lead date creation in the Leads Report. In this example, the user can either select Date Range, and use the date-selection icons to specify a date-range, or one of the predefined ranges can be selected (e.g. Week to date, Last month, etc.):

Criterion Options

Depending upon the selected criterion, the options presented will be one of:

• Date
• Yes / No
• Drop-down list (single-item selection)
• List-box (multiple-item selection)

The following image shows an example of selected Customers Report criteria:

With the criteria selected in the above example image, the report results will include all customers where:

• The contract expired between 23/02/24 and 29/02/24, and...
• A CallBack is overdue, and...
• The contract name is of 'Maintenance'

Selecting Multiple Items in a Report Criterion

Some report criterion present a list-box from which multiple items may be selected, in which case, there are two possibilities for selection:

Consecutive item selection

To select consecutive items in the list, use the mouse to click the top-most required item, hold the Shift key on the keyboard, and click the bottom-most required item. All items, from the top-most selected item, to the bottom-most selected item will be highlighted, and thus included in the report criteria.

Non-consecutive item selection

To select non-consecutive items in the list, use the mouse to click an item, then, hold the Ctrl / Cmd key on the keyboard, and click any other required items. All items selected, whilst the Ctrl / Cmd key is held down, will be highlighted, and thus included in the report criteria.

In the above example image, the two contract names have been selected using this method.

Selecting a Date

Date criterion offer a range of options including:

• Date range - select a start and end date using the date-selection icons
• Period - select a specific number of days before or after the current date.
• Week to date
• Last week
• Month to date
• Last month
• Year to date
• Last year

Include additional fields

Some reports (e.g.  Customer Report, Leads Report) have an Include additional fields criterion. This is a special criterion which does not filter the report, but includes the selected fields in the report results.

For example, the  Customers Report does not, by default, display the Email and ABN fields from the company record. To include such fields, select them in the Include additional fields criterion section, prior to producing the report, as shown in the above image.

Custom Field Reporting

All reports for modules where custom fields can be created, allow for searching up to twenty custom field values:

Expanding the Custom fields criterion (shown in the previous image) displays a line for each custom field.

The Custom fields criterion will recognise the type of custom field (e.g. date, dropdown, etc.) and will display selection options as appropriate. For example, the following image shows a custom field, called WDate1, which is a date field:

Collapsed Criterion

Expanding the criterion selection again, will re-enable the criterion when the report is run.

Viewing a Report

When the required criteria for the report have been selected, click the Produce Report button to view the results of the report on-screen; the report is displayed in a new browser tab:

Certain fields in a report result may be clickable; as shown in the previous example image, the Company Name can be clicked, which results in the customer's record being displayed in a new browser tab. The resulting browser tab can be closed if no-longer required.

The links that are available in an on-screen report depend on the type of report being displayed. For example, a Quotes report contains links to the related quote/lead, and the Tickets report contains links to the relevant ticket.

Produce CSV

Most reports provide an option to export the results to a comma-separated value (CSV) file. CSV files can be imported into other applications such as Microsoft's Excel or Power BI for detailed analysis.

Click the Produce CSV button to generate and download the CSV file to your device, using your browser's standard download features.

Export to Telesales

The following Reports can export results to the Telesales module, by clicking the Export to Telesales button:

• Customers Report
• Leads Report
• Telesales Report

Comprehensive training is available for the Telesales module; please contact CommTrak Support Team to obtain further information, and to discuss your training requirements.

Export to Email Marketing

The following Reports can export results to the Email Marketing module, by clicking the Export to Email Marketing button :

• Customers Report
• Leads Report
• Point of Sale Report

Favourite Reports and Automatic Emailing Reports

Frequently-used reports can be saved as Favourites; this feature is useful when multiple reporting-criteria are frequently used in a specific report.

The previous image shows a favourite report being selected on the Customers Report screen.

Creating a Favourite Report

Select the required report (e.g. Customers Report), and specify the report criteria. Click the Create Favourite button, located at the bottom-right of the report criteria screen. Enter a name for the report in the New Favourite Name field, and press the Add button.

Clicking the Cancel button cancels the process of saving the favourite report.

Viewing, Updating or Deleting a Favourite Report

To view a previously-saved favourite report, select the required report from the  Favourite drop-down list. The screen will automatically refresh with the previously-saved criteria.

The action buttons that are available when a favourite report is loaded are:

• Reload the report (useful when the criteria have been changed, and you wish to reset to the originally-saved report.
• Save changes to the currently-displayed criteria; useful when modifying an existing favourite report.
• Delete the report from the favourites list.
• Create Favourite report, based on the current criteria; useful when modifying an existing favourite report, and saving the result as an additional favourite report.

Automatic Emailing Reports

When a Favourite Report is created or selected, an additional field,  Email, is presented (default Never). If this option is changed to Every, additional fields will be displayed; please see the Support Centre article, Automatic Emailing Reports for information relating to the use of this feature.

Optimisation

Generating reports has the potential to allow large data transfers from your CommTrak server. For this reason, the default CommTrak settings restrict the number of results in any report, to 100 items.

To increase or decrease the number of items available in reports (up to 1000 items), please see  Settings > General Settings > Miscellaneous > How many results maximum should any report produce.

To produce reports containing greater numbers of records, Custom Reports must be utilised.