Reporting Archives

Visually track, analyse and display key performance indicators (KPI) and metrics for you, your teams and your business at a glance.

Dashboards are configured to your organisation’s requirements. Typically, they chart performance metrics, i.e. activity rates, coverage, frequency, future booked events, etc, but can be expanded to include sales data and other items as required.

Dashboards may launch automatically as soon as you login to actisCRM

Click Analysis on the main menu and select Dashboards from the list.

The dashboard is a series of charts and gauges which may display on one screen or have been divided into sections, perhaps by product or by sales team.

Navigate between the dashboard sections using the links on the left. The open dashboard is shown in red

Change the data displayed on the selected chart(s) using the Edit links

Change the view of the selected chart(s) using the Display links

The dashboards have been designed to have a consistent look and feel, and items are represented in the same colour throughout, e.g. average lines might be represented in blue, and that will be the case on every chart and every gauge.

To zoom in or zoom out of the chart, click on a blank area of the graph and scroll the mouse wheel.
To move around the zoomed in chart, click and drag on a blank area of the graph.
Hover over each data element to see the actual value

Each dashboard display can be changed in the same way using the icons above the chart:

Information – indicates what the chart represents and indicates the chart’s criteria
Expand chart – enlarge the chart to fill the screen which offers further display options
Select chart – tick the checkbox to apply criteria to the chart. Untick the checkbox to exclude the chart from criteria settings
Chart display options:

Reset KPI – return chart to default settings
Reset Zoom – return chart to default view
Toggle Legend – displays an explanation of what the parts of the chart represent. Click on the legend to add or remove items from the chart, e.g. in a call rate chart you may wish to view a total for just calls, just meetings or both.
Toggle x-axis – the variable labels that denotes each column (dates, names, products, etc)
Export chart – download as a png file to use in other documents
Edit criteria – select different criteria for the chart, i.e. change the date range, team, geography area, product, sales value/volume, etc. The criteria options change depending on what the chart represents

The expanded chart allows more functionality

Reset KPI – return chart to default settings
Reset Zoom – return chart to default view
Previous Period – moves the display back one period i.e. if the chart is configured to display data for a 3-month KPI period, then moving back one period will change the data to the previous three months
Next Period – moved the display forward one period, i.e. if the chart is configured to display data for a 3-month KPI period, then moving forward one period will change the data to the next three months
Toggle Legend – displays an explanation of what the parts of the chart represent. Click on the legend to add or remove items from the chart, e.g. in a call rate chart you may wish to view a total for just calls, just meetings or both.
Toggle x-axis – the variable labels that denotes each column (dates, names, products, etc)
Show Data – view chart as data, and export to Excel
100% Stacked – change display to show data as 100%
Export chart – download as a png file to use in other documents
Edit criteria – select different criteria for the chart, i.e. change the date range, team, geography area, product, sales value/volume, etc. The criteria options change depending on what the chart represents
Collapse – return to the main dashboard screen

Coverage and frequency reports calculate how many active customers have been contacted or locations have been visited and how frequently over the report period.

Coverage and frequency reports count contacts with active customers or locations only. They do not count any contacts made with customers or locations marked as inactive on the day the report is run. Contact counts may, therefore, vary from those shown on the Activity and Rates report or the Contacts by … reports.

Important: Customer coverage and frequency reports count contacts at their primary location only which may not be the same as the location where the contact occurred (off-territory).

Customers (Territory) and Customers (Territory/Employee) reports show the number of customers seen during contacts (calls and meetings) made over a specified period in an area, how often the customers have been seen during that period and the number of customers not seen. The difference between the two reports is that the latter contains an additional column to show the employee name.

Location (Territory) and Location (Territory/Employee) reports show the number of locations visited (calls and meetings) over a specified period in an area, how often the locations have been visited during that period and the number of locations not visited. The difference between the two reports is that the latter contains an additional column to show the employee name.

Column	Header Row	Cell contents
A	Header	Team, region, territory, brick, etc – depending on report criteria
B	Name	Employee name
C	Customers OR Locations	Total number of customers/locations defined by header
D	Contacts	Total number of customer OR location contacts. Usually face-to-face calls and meetings, but could include other contact types depending on system set-up
E	Calls	Number of customer OR location contacts defined as a call made during report period (usually face-to-face, but could include other contact types)
F	%Calls	Percentage of contacts which were calls
G	Meetings	Number of customers that attended meetings OR number of locations where meetings were held during the report period
H	%Meetings	Percentage of contacts which were meetings
I	Not Seen	Customers not seen OR locations not visited during report period
J	Coverage	Percentage of customers that have been seen OR locations visited
K	Frequency	Average contact rate per seen customer OR visited location Number of contacts divided by number of customers seen OR locations visited during calls and meetings
L	x01	Customers seen OR locations visited once
M	x02	Customers seen OR locations visited twice
> N	x03, x04, etc	Customers seen OR locations visited multiple times

A suite of reports that summarise employee activity within actisCRM

Login Analysis

Shows actisCRM usage analysis by employee or team

Column	Header Row	Cell contents
A	Employee Name	Employee Name
B	Login Time	CRM session start time
C	Logout Time	CRM session finish time
D	Session Timeout	CRM automatic logout time after period of inactivity
E	Duration	How long the session was active

Open Meetings

Shows the number of open meetings over a specified period

Column	Header Row	Cell contents
A	Header	Team, region, territory, brick, etc – depending on report criteria
B	Employee Name	Employee Name
C	Total	Total number of open meetings
D	Date (Week)	Number of open meetings in that week

Open Weeks

Shows the number of open weeks over a specified period

Column	Header Row	Cell contents
A	Header	Team, region, territory, brick, etc – depending on report criteria
B	Employee Name	Employee Name
C	Total	Total number of open weeks
D	Date (Week)	Number of unclosed weeks

Working Days Analysis

Analysis of working days by employee based on close week criteria

Column	Header Row	Cell contents
A	Header	Team, region, territory, brick, etc – depending on report criteria
B	Employee Name	Employee Name
C	Total Days	Total number of days available during the report period
D	Non Working Days	Number of days not worked
E	Days Worked	Number of working days accounted for by close week drop-down options

The Contact by … reports are an easy way to display the number of contacts against specific criteria:

Products Detailed
Customer Types
Customer Specialties*
Customer Responsibilities*
Customer Targets
Location Targets
Customer Info
Location Info

* The Contacts by Customer Speciality report and the Contacts by Customer Responsibility report criteria contain a checkbox which allows you to limit the reports to the primary speciality or primary responsibility only. This avoids contacts being double-counted as customers can have multiple specialities and responsibilities.

The Contact by … reports can produce results in one of two ways, either as a time series or by data types:

Time series – this shows the data by month, e.g. contacts against customer types, would result in a list of customer types with a count of contacts for each month of the time period you specified for the report.
Data types – this shows the data by type, e.g. contacts by customer types would result in a list of customer types with a single total count of contacts for the time period you specified for the report.

All these reports work in the same way and the report name indicates what is being counted (shown in the table below as [Report Name]).

Column	Header Row	Cell contents
A	Heading	Team, region, territory, brick, etc – depending on report criteria
B	Employee Name	Employee name if selected in Report By options
EITHER
C	[Report Name]	[Report Name] item if Time Series is selected as column display
D	Date (month)	Total number of contacts that correspond to [Report Name] during the month
> E	Date (month)	Same as column D for the next month during the report period
OR
C	Date Range	Date range if Data Types is selected as column display
D	[Report Name]	Total number of contacts that correspond to [Report Name] during the date range
> E	Next [Report Name]	Same as column D for the next [Report Name] during the report period

The meetings reports summarise how many meetings have been held and how many meeting attendees were seen over the report period.

Meeting Counts report

Calculates the number of meeting types held over a data range, or the number of meetings held per month by meeting type.

Column	Header Row	Cell contents
A	Heading	Team, region, territory, brick, etc – depending on report criteria
B	Employee Name	Employee name if selected in Report By options
EITHER
C	Meeting Type	Meeting Type if Time Series is selected as column display
D	Date (month)	Total number of meetings that correspond to the meeting type during the month
> E	Date (month)	Same as column D for the next month during the report period
OR
C	Date Range	Date range if Data Types is selected as column display
D	Meeting Type	Total number of meetings that correspond to the meeting type during the date range
> E	Next Meeting Type	Same as column D for the next meeting type during the report period

Meeting Attendee Counts

Calculates the number of attendees seen at meeting types over a date range, or the number of attendees seen per month by meeting type.

Column	Header Row	Cell contents
A	Heading	Team, region, territory, brick, etc – depending on report criteria
B	Employee Name	Employee name if selected in Report By options
EITHER
C	Meeting Type	Meeting Type if Time Series is selected as column display
D	Date (month)	Total number of attendees at the meeting type during the month
> E	Date (month)	Same as column D for the next month during the report period
OR
C	Date Range	Date range if Data Types is selected as column display
D	Meeting Type	Total number of attendees at meetings that correspond to the meeting type during the date range
> E	Next Meeting Type	Same as column D for the next meeting type during the report period

The Activity and Rates (Employee) report calculates a call rate for a specified period based on number of days worked and number of calls made by each employee. The explanation of what each column represents is for the default configuration where all the report criteria are set to ALL.

You may have a report configured to your company’s needs so it may show different columns to those shown below.

Column	Header Row	Cell contents
A	Heading	Team or team member name
B	Working Days	Total number of working days available during the report period
C	Days Worked	Total number of days spent working during the report period (taken from close week data)
D	Non-working Days	Total number of days spent not working during the report period (taken from close week data)
E	Customer Days	Total number of customer facing working days spent during the report period (taken from close week data)
F	Customer Contacts	Total number of customer contacts. Usually face-to-face calls and meetings, but could include other contact types depending on system set-up
G	Customer Contact Rate	Customer contacts divided by the days worked
H	Customer Calls	Total number of customer contacts defined as a call (usually face-to-face, but could include other contact types)
I	Customer Call Rate	Customer calls divided by the customer days worked
J	Customer Meetings	Total number of customers who attended a meeting
K	Customer Meeting Rate	Customer meetings divided by the customer days worked
L	Unnamed Contacts	Total number of unnamed customer contacts. Usually face-to-face calls and meetings, but could include other contact types depending on system set-up
M	Unnamed Contact Rate	Unnamed customer contacts divided by the days worked
N	Unnamed Calls	Total number of unnamed contacts defined as a call (usually face-to-face, but could include other contact types)
O	Unnamed Call Rate	Unnamed calls divided by the customer days worked
P	Unnamed Meeting Contacts	Total number of unnamed customers who attended a meeting
Q	Unnamed Meeting Contact Rate	Total number of unnamed customers who attended a meeting divided by the days worked
R	Overall Calls	Total of customer calls and unnamed contacts defined as a call (usually face-to-face, but could include other contact types)
S	Overall Calls Rate	Total of Customer calls and Unnamed calls divided by the customer days worked
T	Overall Meetings	Total number of customer and unnamed attendees at meetings
U	Overall Meetings Rate	Total number of customer and unnamed attendees at meetings divided by customer days worked
V	Overall Contacts	Total of overall calls and overall meetings
W	Overall Contact Rate	Overall calls and overall meetings divided by customer days worked

Report results will appear as a bar chart on the Graph tab and further actions become available.

The report results will be displayed as a graph to best fit the screen which may mean that only a proportion of the graph is displayed initially.

The legend is displayed to the right of the display. Each item is a clickable link which will add or remove the item from the graph.

Hover over the bar to view the label and value represented.

Select Columns for Graphs: Choose which columns to display on the graph.

In the Select Columns for Graph box, tick the checkboxes to confirm which data is to be displayed on the graph. For some graphs a maximum of 12 columns are permitted and the number selected will be displayed at the top of the window, e.g. 7/12

Zoom In: Focus on a smaller area of the chart OR click on a blank area of the graph and zoom in with the mouse wheel.

Zoom Out: Focus on a larger area of the chart OR click on a blank area of the graph and zoom out with the mouse wheel.

Important: To scroll, click and drag on a blank area of the graph.

Export Graph as Image: Export the image as a png file.

Export Graph as PDF: Export the graph as a pdf for printing.

Report results will appear as a data table on the report Data tab.

Click in the Search field to search for a name/text within the report.
Click on a column header to sort the results based on the column.
Double-click on a line to drill-down further into the results until you are at the lowest level.

Additional items are available on the Actions tab.

Export to Spreadsheet: Export the data to a csv file which will open in Excel

Export to PDF: Export the data to a pdf file ready for sharing or printing

Drill Down: View a breakdown of the results for a selected data line

Drill Down on Cell: View a breakdown of a specific result in a given cell. Click on the cell and the Actions tab link will change to confirm the selected cell, e.g. Cell Drill Down on Customers, calls, meetings, frequency, etc

Important: Drill Down on Cell is available on coverage and frequency reports only where the cell headers are marked.

Important: Reports do not produce lists – for that you need Data Explorer

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 default setting for the report criteria is ALL which means that no filters will be applied to the data.

Employee/Territory: Defaults to the user name or user territory. 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 is for the report to analyse all 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.

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 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 territory aggregation for the report rows.

Important: Active level selection buttons will depend on the datasets available to the user.

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 on the Actions tab. The report will compile and will switch to the Data tab to display the results.

Click Run Graph on the Actions tab. The report will compile and will switch to the Graph tab to display the results.

Important: Switch between the data and graph tabs to view the results in both formats.

Reports analyse and present the information contained within the database in either data or graph format

All systems include the following reports:

Activity
Coverage and Frequency
Employee Administration

Reports is accessed from either the large button on the home page
OR
from Analysis on the menu bar

The reports can usually be run by anyone but will be limited to the dataset available to the user. A representative, for example, will only be able to run reports relevant to his or her territory whereas a head office user will be able to run reports on national data.

The Reports List is divided into different sections. Depending on the system set-up some or all the reports may be available.

Each report is a link. Click on the Report button next to the text, or click on the report name itself to open the report.
Each report works on a specific data set and data can be analysed in different ways to best meet your needs.

category: Reporting

Dashboards

Dashboards

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Coverage and frequency reports

Coverage and frequency reports

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