Using the CRM Pivot Tables

Transcription

1 Using the CRM Pivot Tables Pivot tables have now been added to your CRM system: we hope that these will provide you with an easy way to produce charts and graphs straight from your CRM, using the most up-to-date information you have. A Pivot Table gathers all the data in your CRM and presents a summary of this data in a table, chart or graph. This table allows you to see, at a glance, information such as: The number of items of each type; The sum of a data column, broken down into data types; The average of a data column, broken down into data types. You will be able to produce several different forms of charts, including: A bar graph:

2 A heatmap table: An area chart:

3 How to Access and Create a Pivot Table 1. Log into your CRM 2. Click Reports in the top menu 3. Click on Activity Report

4 What are all the different parts of the table for?

5 What each part of the table is: The pivot table screen you land on consists of six areas, as marked in red on the previous page: 1. A drop-down list to select the appearance of the pivot table (what type of graph/chart you would prefer). 2. The full list of fields available to choose from: the downwards arrow on the right of the fields allows you to filter the results in each field. 3. A drop-down list of different values you can have the table show, such as average or count. 4. The fields used as columns for the report. 5. The fields used as rows for the report. 6. The results of your choices. Drop-down options explained: Appearance of the pivot table: Table Table Barchart - As a table but with visual bars within the table cells. The larger the bar, the higher the result within the cell. Heatmap - A table as before but where cells are coloured depending on their values. The deeper the red, the higher the value in the cell. Row Heatmap - A table as before but comparing the values on the same row, not the entire table. Col Heatmap - A table as before but comparing the values on the same column, not the entire table. Line Chart - A type of chart which displays information as a series of data points connected by straight line.

6 Bar Chart - A bar chart is a chart that uses either horizontal or vertical bars to show comparisons among categories. Stacked Bar Chart - Each bar represents a whole, and the different colours in the bar represent different categories of that whole. Area Chart - An area chart is a line chart with the areas below the lines filled with colours. Scatter Chart - This shows how much the data on the horizontal axis affects the data on the vertical axis (sometimes called an xy chart). TSV Export - Copy and paste the output in the results area to a spreadsheet.

7 Area 3: Choose the information you want to analyse Count - Counts the number of items that fit the fields used as rows and columns for the graph. Count Unique Values - Counts the number of unique items from a particular field (e.g. Activity ID) that fit the criteria used as rows (e.g. Activity Start Date Months) and columns (e.g. Activity Type) for the graph - by choosing this option you ll be able to select your own field to use for unique values: List Unique Values - Lists all the unique values from the field selected in the drop-down choice (e.g. all unique Activity IDs) that fit the criteria used as rows (e.g. Activity Start Date Months) and columns (e.g. Activity Type) for the graph. Sum - Adds individual items (you will be able to select a second field under the drop-down) of a range of records that fit the criteria used as rows and columns for the graph. The result is shown with two decimals. Integer Sum - The same as the Sum but to a whole number.

8 Average - Gives you the average of your fields. Similar to Sum, it uses three arguments and returns the average of the values from the field selected in the drop-down list. It only takes into consideration records that fit the criteria used as rows and columns for the report. Minimum - returns the minimum value from a field (selected under the data operator field) of records that fit the criteria used as rows and columns for the report. Maximum - returns the maximum value from a field (selected under the data operator field) of records that fit the criteria used as rows and columns for the report. Sum over Sum - returns the sum of a field (selected under data operator field) divided by the sum of another field (selected under data operator field) from records that fit the criteria used as rows and columns for the report. Sum as Fraction of Total - can be used to show sum of values from a specific field (selected under the data operator field) as percentage of total sum of values from the specific field from records that fit the criteria used as rows and columns for the report. E.g. if Activity Start Date Months is selected as columns, Activity Type is selected as rows and duration as field to sum, the function will show the percentage of duration per specific activity type per month out of total duration of all activities. Sum as Fraction of Rows - can be used to show sum of values from a specific field (selected under the data operator field) as percentage of total sum of values from the specific field from records that fit the criteria used as rows for the report. Sum as Fraction of Columns - can be used to show sum of values from a specific field (selected under the data operator field) as percentage of total sum of values from the specific field from records that fit the criteria used as rows for the report. Count as Fraction of Total - can be used to show the percentage of total records that fit the criteria used as rows and columns for the report. Count as Fraction of Rows - can be used to show the percentage of total records that fit the criteria used as rows for the report. E.g.: if Activity Type is used for the rows and Activity Start Date Months is used as columns, the function will show what is the percentage of activities of a specific type started each month. Count as Fraction of Columns - can be used to show the percentage of total records that fit the criteria used as columns for the report. E.g.: if Activity Type is used for the rows and Activity Start Date Months is used as columns, the function will show what is the percentage of activities of each specific activity type started during a specific month.

9 How to Create Your Pivot Table 1. Drag fields from area 2 to areas 4 or 5 to set them as the columns or rows for the pivot table. 2. Set the format for your pivot table using the drop-down in area Set the values for your pivot table using the drop-down in area 3 - some of the options will cause a second field to appear for you to choose from. Filtering Your Results To filter your results, click on the downwards arrow on the right-hand side of any field. Use the checkboxes from the pop-up window to select the options you want to use in your table. You can filter fields that you re using in both the columns and the rows. When a field is being used as a filter, the text for the field is emphasised in italics. Resetting filters There is no global reset for the filters - you ll need to go into the filter options and use the Select All button to deactivate each filter.