How to schedule a Group Listing Report?

Updated on March 22, 2022 11:48PM by Admin

The Opportunities app of Apptivo allows you to schedule the group listing reports. By using this feature you can send the group listing reports to your employees, teams, or contacts as per your business requirements. Let’s see the steps to add a group listing report in schedule reports.

Steps to schedule a group listing report:

  • Log in and access the Opportunities app from the universal navigation menu bar.
  • Click on More(...) icon and select Settings.
Opp - Settings
  • On the settings page, go to Reports → Group Listing Report and click on the Create button.
Opp - GLR Create
  • On the create Group Listing Report page, Add the required information for the report.
  • Name: You can add a name for the report.
  • Description: Add the description of the report for future reference.
  • Associated Object: Associated Object refers to the Application with which the data is to be linked. You can create a report of Opportunities App with details from Customers App, Contacts App, Employees App, Items App, and Properties App.

Note: It is applicable only when the report has to have data from the Opportunities App and any one of the mentioned apps.

  • The Criteria field decides when a record can be included in the report. You can select an attribute and add a condition for it.
  • You can also add multiple criteria for a single report. Here, the Opportunities sales stage is selected. So, the opportunities are in the Prospecting stage will be added to the report.
Opp - GLR Name
  • Enable the Group By toggle to create sub-groups within a report. If a particular attribute is chosen, then the records will be segregated accordingly. You can enable it or disable it at any time.
  • Enable Group By feature and click Add to add the attribute.
  • Here, the Group By is chosen for Customers.
Opp - GLR Group by
  • In the Column section, you can add the attributes which are to be mentioned in the report.
  • In the Filter Attributes, you can select a particular attribute as a filter. If the condition mentioned in the Criteria section comes under the Filter data. Then, you can generate a report for it.
  • Here, the opportunities Type and Assigned To are selected as the filters.
  • In the Search Result Column Attributes, you can select the attributes which are needed for the report. You can move all the attributes or select a particular attribute and move it.
Search Column Attributes
  • Associated Object Filter Attributes: You can select a particular attribute as a filter to filter the data from the Customers App. If the condition mentioned in the Criteria section comes under the Filter data. Then, you can generate a report for it.
Opp - GLR AOC
  • In the Summary section, you can customize the views with the additional field to get clear views about the data present.
  • Click on the Create button to create.
Opp - GLR SB Create
  • In the Create Summarization Popup, you can add additional filters for the custom view.
  • In the Aggregation Type, select the type whether it is in Sum, Count, or Average.
  • Depending on the Aggregation Type, you can select the Attribute from the dropdown.
  • In the Additional Filter add the attribute filter condition. Then click on the Create button.
  • In the Preview Button, you can preview the box and you can customize the box with the Box Properties. For example, you can change the Label name, Background color, Text, and Icon in the Box.
  • On clicking the Create button, you can view the Created Summary Boxes on the List.
  • Similarly, you can create a maximum of 6 summary boxes.
Opp - GLR SB Created
  • Once the process is completed, click on the Create button.
Opp - GLR Created
  • Then, go to Reports → Group Listing Reports → Opportunities Sales Stage Review in the Opportunities App and Click on the View Report button.
  • The Reports are generated as shown below.
Opp - GLR Gen Reports
  • Now go to Scheduled Reports and click on the Create button.
Opp - SR Create
  • Provide the Name and Description of the schedule report.
  • In the Saved Search section,
    • Search Type - Selecting this option from the drop-down will display the views created using “Advanced Search” or “Views” on the Homepage of the Contacts app.
    • View - This option will display the customized views created.
    • Group Listing Reports - This option will display all the Group Listing reports in the opportunities app.
  • For instance, let’s consider Group Listing Reports, on the Group Listing Report, select the report that you want to schedule.
Opp - SR Saved Search
  • Set the Delivery schedule, enter the Audience Details, and click on the Create button.
Opp - SR Created
  • Now the Group Listing Report is Scheduled and will be sent to the employee as shown below.
Opp - SR Mail