Reports combine live record summaries with explanatory text on a configurable canvas. Start with the question you want to answer, then choose a source, record scope, and visualization for each block. A report is not a source of new records or a replacement for checking the underlying data.
Create and arrange a report#
- Open Reports and choose New report. Enter a Name and an optional Description, then choose Save. A name can be up to 120 characters and a description up to 400.
- Open the report and add a block from Blocks: Number, Chart, Funnel, Text, or Divider.
- Select the block to configure it; a new block opens its settings straight away. Use meaningful titles, text, and dividers to explain the question and separate sections. Choose the back arrow (Back to Blocks) at the top of the builder to return to the list.
- On a wide canvas, arrange and resize the blocks so related measures are easy to compare. On a phone, the canvas stacks instead.
On a wide canvas, a selected block shows a grip for moving it and edges for resizing it; the grip and edges also respond to arrow keys. On a phone, blocks stack in reading order with Numbers side by side in pairs, without grip or resize handles; the stack does not save. Its actions menu still offers Duplicate and Delete. Deleting an empty block, or a divider, is immediate; a Text block with words or a block pointed at records asks you to confirm with Delete block. Blocks keep a minimum size and grow to fit their content.
In a Text block, select text to format it with headings, lists, and links, or type @ to mention a member, contact, or deal; mentioning a member in a report doesn’t notify them. A Number block can also take a Background color.
Changes save automatically. The top of the report shows Saving…, All changes saved, or Not saved. If a Number or Funnel block can’t load its totals, it says Unable to load report totals. (or These totals could not be refreshed. when older totals are still shown) with Retry. When a change fails, Not saved shows with the reason underneath. If the report was deleted in another tab or by another member, the page says This report is gone and offers Back to Reports; if the report can’t load, Could not load report offers Try again. Edit the report’s name and description directly above the canvas. Collapse the builder panel to give the canvas the full width; it stays hidden on this device, across every report, until you open it again or select or add a block. On a phone, the collapsed builder is a bar at the bottom of the report.
Find and manage reports#
Search the Reports list by name or description, sort by Newest first, Oldest first, or Name A–Z, and switch between grid and list layouts. If the list can’t load, it says Could not load reports with a retry; if creating, renaming, duplicating, or deleting fails, a Could not save the change notice shows the reason. A report’s actions menu offers Edit for its name and description, Duplicate to make a copy named with “(copy)”, and Delete, which asks Delete this report? and needs Delete report to confirm.
Every member of the workspace can open, edit, duplicate, and delete any report. Deleting removes the report for everyone and cannot be undone.
Choose the right records#
Data blocks use Contacts or Deals, chosen under Data source, not tasks, fulfillment, course activity, or sequence sends. Then choose All Records or Specific Records under Records; the latter uses conditions to select matching records rather than a hand-picked list.
Changing a data source resets that block’s Records choice, filters, and source-dependent field choices. Recheck the configuration afterward. Each block has its own scope, so two numbers beside each other need not describe the same group.
Reports have no date-range picker. To look at a period, choose Specific Records and add a date condition, such as is within this calendar month; relative dates are worked out when the report loads, so the block moves with the calendar. The conditions work as in Filters and views. When someone renames an option of a select field, such as Status, Tag, or a custom select field, report conditions that use it follow the new name, and so do a Status or Tag funnel’s Included stages.
Specific Records needs at least one condition, and every condition complete. Until then, a Chart or Funnel block shows a message instead of a result, and a Number block shows a dash (—); hover over it to see why.
Use numbers and charts#
Number offers Record count or a Field summary of a currency or number field (Sum, Average, Median, Min, or Max). Empty field values are excluded from the summary. Chart offers Bar and Pie: choose a category field and either record counts or a field summary. With Record count, Aggregate offers Count (count matching records in each category; the default) or Distinct (count each record once per category). Numeric fields support Sum, Average, Median, Min, and Max; Distinct counts unique non-empty values. Attachment, button, and Lookup fields cannot be charted.
A Bar chart can sort by X-axis value or Y-axis value; both chart types can use the Default, Ascending, or Descending order. A chart shows up to 25 categories at a time: use Previous and Next to page through more. A Pie chart groups the categories on other pages into one “other categories” slice, and cannot show negative values.
Check the Include empty records switch when comparing totals. When it is on, records without a category value appear under Empty. Missing category values and empty summary values can change what a chart includes; a chart’s visible total is not automatically the entire workspace. When nothing matches, the chart says No data to display. Try changing the filters or including empty values.
Choose a funnel calculation#
A funnel uses Stage, Status, or a custom single-select field, with record counts or a numeric sum. A sum funnel can’t use negative values: if the summed field has a negative value in the filtered records, the funnel shows a message instead of stages; choose a different metric. Choose Current stage or Historical progression under Calculation, the field under Field, and Count Records or Sum of … under Metric. If no single-select field exists, the builder says to add one in Settings → Objects. Choose Funnel, Funnel Metric, or Funnel Steps as its visualization.
Under Included stages, select at least one stage. Changing the funnel’s Field clears the included stages, so select them again. A stage deleted later shows as Unavailable stage, and the funnel asks you to update the included stages. Stages follow the field’s order in Settings (see Deals for Stage and Custom fields for other select fields). The All records switch there adds a total for the whole filtered group; turning it off hides that total but does not remove records from the calculation. Hover over or click a stage to see its numbers.
- Current stage counts each record only where it is now. Percentages are shares of the whole filtered group, including records in empty or excluded stages.
- Historical progression counts records that reached or passed selected stages. Skipped stages count, and moving backward does not erase progress. Each stage’s percentage is conversion from the previous displayed stage, and the difference is shown as drop-off. End at one outcome, such as Won, rather than treating Won and Lost as consecutive steps.
Historical progression cannot recover changes made before recorded history existed. Sums use current values, not historical deal amounts. Name the calculation in your report so readers do not mistake today’s distribution for conversion over time.