Use Custom Reports

Create a Custom Report

To create a custom report:

1. Navigate to Reports and Segments > Manage Custom Reports in the main menu.

2. Click Create Report at the top right of the page.

3. On the Create Report page, define the report’s properties, as described in the sections below.

General

The following fields are mandatory, and must be defined for a report:

Field	Description
Name	A name that is used to refer to the report on the interface. It is recommended to create a name that indicates the information the report presents.
Entity	A target entity of the report. Its data will be used to generate the report. Select one of the entities from the list. (You can also start typing the entity name in the text field to narrow down your entity choices).
Report Type	Select Table from the list. The report will present the data in the form of a table. Currently, this is the only available type.
Owner	Select the user who can manage this report and be responsible for it.

The only optional system field is Description. It can be used to save additional information about the report.

Designer

In the Designer section, you can define the structure of your report.

Four main subsections help you build your report:

• Columns—Define which columns your report will contain.

• Grouping—Define how the information in your report will be aggregated.

• Grouping by Date—Enable period filters.

• Filters—Apply filters to your report’s data to select only the necessary information.

Columns

Add a Column

To add a column:

1. Specify the required data:

Field	Description
Column	Select the field that contains the required values. The column must be related to the information specified in the Entity field of the General section. You can see the available fields in the list, where fields are grouped by entities.
Label	If required, you can rename the label of the selected field. This custom name will be applicable only to the current report. By default, the field label is used.
Function	Select a function that you want to apply to the field values. The function processes a set of values and displays the requested information. For example, you want a report showing the number of opportunities with each status of Open, Closed Won, and Closed Lost. Then, you can create a report with the target entity Opportunity. Add Status and Id**for the opportunity’s columns. For the **Id field, specify the Count function. As a result, the system takes the first of the statuses and counts how many Ids are listed under it, and the same for other statuses. Some field-specific functions (e.g., Won Count that shows the number of won opportunities) for the opportunity’s Status field. The most common functions are the following: None—The data is not aggregated, you will see field values as they are. Count—The column displays the number of values in the set. Sum—The column displays the sum of all values in the set. Average—The column displays the arithmetical mean of the values in the set. Min—The column displays the smallest value in the set. Max—The column displays the largest value in the set. Note You can see only the functions available for the selected field. For example, Sum is applicable only to numeric fields. Important When you specify a function for any column, all other columns must be added to the Grouping section of your report.
Sorting	Select the sorting order for the field. None—The data in the field are not sorted. Asc—The data are sorted in the ascending order (e.g., from the smallest to the largest number, or from A to Z). Desc—The data are sorted in descending order (e.g., from the largest to the smallest number, or from Z to A). Important If sorting is defined for several columns, the report is sorted according to the order specified for the first column, and then, if multiple values of other columns correspond to any value of a first column, they will be sorted according to the order defined for the following columns. Let us display the following table. Unsorted: A 1 C 1 B 3 A 3 B 2 B 1 C 3 For example, the Asc sorting is defined for the first column and Desc—for the second: Sorted: A 3 A 1 B 3 B 2 B 1 C 3 C 1 After the report has been generated, it can be sorted by any of its columns.

2. Click Add.

The field you have defined will appear in the COLUMN table.

Edit a Column

To edit a column:

1. Click the Edit icon to the right of the corresponding row.

2. Perform the required changes as described in the Add a Column section description.

3. Click Save.

Delete a Column

To delete a column:

1. Click the Delete icon to the right of the corresponding row.

2. In the Delete Confirmation dialog box, click Yes, Delete.

Rearrange Report Columns

To move a column, click the Move icon to the right of the corresponding row, hold the mouse button, and drag the column up (to make it appear earlier in the report) or down (to make it appear later).

Grouping

When you specify a function for some of the fields, you must add all other fields (that do not have any function specified for them) to the Grouping section.

Add a Field to Grouping

To add a field to the Grouping section, select it from the Grouping Columns field, and click Add. For example, you can see a total, average, maximum, and minimum budget amount for each opportunity with the same status.

Warning

Do not add fields that are not present in the Columns section.

Remove a Field from Grouping

To remove a field from the Grouping section:

1. Click the Delete icon to the right of the corresponding row.

2. In the Delete Confirmation dialog box, click Yes, Delete.

Grouping by Date

In this section, you can define whether to show additional period filters for this report on the report view page.

With these filters, you can define the date range to filter the report data and group the data in this range by periods (days, months, quarters, years). You can also decide whether to show or not the periods that do not contain any data.

Field	Description
Enable Grouping by Date	Select this checkbox to enable additional date filters.
Date Field	Select the date field which will be used for grouping. Only the date fields related to the selected entity are available.
Allow to Skip Empty Time Periods	Select/deselect this checkbox to show/hide the periods that do not contain any data.

Filters

You can define the conditions used to select specific records. Only the data of the records that meet all the conditions defined in the Filters section will be used for the report.

For more details, see the Filters guide.

Chart Designer

Chart

OroCommerce supports line charts. To create a line chart for the report, define the following fields (all the fields are mandatory) in the Chart section.

Field	Description
Chart Type	Currently only the Line Chart option is available
Category (X Axis)	Select the fields with the values which will form the X Axis of the report chart.
Value (Y Axis)	Choose the fields with the values which will form the Y Axis of the report chart.

For more details, see the chart example.

View a Custom Report

From the Custom Reports List

In the main menu, navigate to Reports & Segments > Manage Reports, and in the custom reports list, click the required report.

Alternatively, hover over the More Options menu and click the View icon.

From the Custom Report View Page

In the main menu, navigate to Reports & Segments. Custom reports are gathered in sections by the name of the field they are related to. Select the required section, navigate to the desired report, and click it.

Export a Report

Note

Please be aware the Export Grid button may not be available for some reports if the grid you want to export contains grouping by a related entity.

1. Open the report that you want to export:

   • To export a custom report, navigate to Reports & Segments > Manage Reports in the main menu and click the required report.

   • To export a system report, navigate to Reports & Segments > Reports in the main menu and further to the required report (e.g. Reports & Segments > Reports > Accounts > Life Time).

2. On the report page, click the Export Grid button in the upper-left corner and then click CSV or XLSX to export the report to the file of the corresponding format.

   

Edit a Custom Report

From the Custom Reports Grid

1. In the main menu, navigate to Reports & Segments > Manage Reports.

2. On the All Reports page, hover over the More Options menu, and then click the Edit icon.

   

3. Update the report details as required. For the description of the fields, see Create a Custom Report.

4. Click Save.

From the Custom Report View Page

1. In the main menu, navigate to Reports & Segments > Manage Reports.

2. On the All Reports page, click the required report.

   Alternatively, hover over the More Options menu, and then click the View icon.

3. On the report page, click Edit in the upper-right corner.

4. Update the report details as required. For the description of the fields, see Create a Custom Report.

5. Click Save.

Delete a Custom Report

From the Custom Reports Grid

1. In the main menu, navigate to Reports & Segments > Manage Reports.

2. On the custom reports page, select the report to delete, hover over the More Options menu, and then click Delete.

3. In the Deletion Confirmation dialog box, click Yes, Delete.

From the Custom Report View Page

Alternatively, you can delete a custom report from the reports view page by clicking Delete in the upper-right corner.

Delete Multiple Custom Reports

You can delete multiple custom reports at a time.

1. In the main menu, navigate to Reports & Segments > Manage Reports.

2. Select multiple custom reports by clicking in the left corner of the list header.

3. Hover over the More Options menu at the end of the list header and click to delete multiple reports simultaneously.

   

4. In the Delete Confirmation dialog box, click Yes, Delete.

Related Topics

• Use System Reports

• Reports Examples