Each report produces an output that meets the criteria selected, e.g. you might want to limit your report to target customers or a certain customer type or product. The criteria are, therefore, filters that allow you to analyse the data contained within Actis.
The criteria filters can be found on the first tab of the report
Employee/Territory: Defaults to the user name or user territory. This will indicate whether the report results will be user based or territory based. Select an alternative from the drop-down available.
Date Options: Select a start and end date for the reporting period OR choose from one of the predefined reporting periods which may include some or all of the following:
- YTD: Year to date
- Current Qtr to Date
- MAT: Moving Annual Total
- Q1, Q2, Q3, Q4: Quarter 1 (Jan-Mar), Quarter 2 (Apr-Jun), Quarter 3 (July-Sep) Quarter 4 (Oct-Dec) – depending on the set-up these can be defined for your business financial years
- Current Month
- Previous Month
- Manual: Select from and to dates in fields above
Thereafter use the drop-down lists in the reporting criteria fields to limit the data to be analysed.
The default setting for the report criteria is ALL which means that no filters will be applied to the data.
The following additional criteria can be found in many of the reports available in the analysis suite which are generic reports based on one particular data type.
Roll Up Data: This will aggregate the rows or columns of the data series into a single line. This can be especially useful in a time series report. For example, the Contacts by Contact Type report as a time series would list would give a row for each contact type and a column for each month. Ticking the Roll Up Data checkbox would produce a report with one row for ALL contact types (the columns would remain the same).
Column Display: Use the radio buttons to select whether you want to display the data as a monthly time series or broken down by the data type of the report. This selection also defines the x-axis of the graph.
Report By: Use the radio buttons to select how the results should be listed.
- Territory: Rows shows activity data for a territory based on the geography of the territory. This option doesn’t distinguish which employee made the activity.
- Territory / Employee: Rows show activity data for a territory based on the geography of the territory and the employee who undertook the activity. This report will show activity across team and territory boundaries so multiple lines may appear for each employee.
- Employee Only: The rows show all the activity data for the given employee. Employees are linked to their territories in the rows, and so will only appear against their own territory even if they have worked across other territories. In this mode it’s typical that only representatives/KAMs etc. have data to show as managers may not enter activity data.
- Employee & Subordinates: The rows show all the activity data for the given employee and all their subordinates. It’s very similar to the employee only option but includes the representatives’ data with their manager’s so the user can see totals for a whole region/team etc.
Level Selection: Use the radio buttons to select an appropriate aggregation for the report rows. Depending on your employee level in the system hierarchy, some or all of the reporting level radio buttons may be active. You will only be able to report at your own and lower levels, i.e. a regional manager can report at regional and territory levels and below, but not at national level.
Under the Actions tab:
- Tick the Display Total Line checkbox on the Actions tab to display an addition row or column with totals for the report.
- Click Run Report. The report will compile and will switch to the Data tab to display the results.
- Click Run Graph. The report will compile and will switch to the Graph tab to display the results.
Important: Once you have run either the report or graph, you can switch between the tabs to view results in either format.