Creating Reports and Dashboards in Rethink

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This article will step you through how to create reports and dashboards so you can give your users the best insight into their data.

A report is a great tool for capturing targeted data. When used in conjunction with a dashboard, easily showcase metrics, production measurements and KPIs in a visual way to you and your team.

Customize your home page with dashboards and create a "mission control" so you and your users can see what is happening in real-time. Display snapshots of your most important data - for example, open deals by deal stage, leases up for expiration, or team quarterly goal progress. 

Dashboards are built on reports - so we must start by choosing a report with the data we want to visualize. 

Creating a New Report

Go to the Reports tab in your navigation bar, then click New Report

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Select a Report Type. The Report Type that you choose will serve as the data source and define which objects the report will be pulling data from.  Standard reports are limited to pulling data from a maximum of two different objects, so it is important to choose a report that is most applicable to the scenario.

In this example, we will run a report to show us which properties and spaces have been leased and which ones are vacant, so we will select Properties & Space/Units as the Report Type.  

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Customizing Your Report

Name the report by clicking the pencil icon (Screen_Shot_2019-09-25_at_12.49.05_PM.png) next to the default report title.

In the left pane under Add Columns, choose which fields you want included on the report. It is a best practice to only display what is most vital to your users and remove any unnecessary fields to avoid information overload.  In this example, we will add the following columns:

  • Tenant
  • # Space Size (RSF)
  • # Building Occupancy (%)
  • # Lease Terms (Months)
  • Lease Commencement Date
  • Lease Expiration Date
  • # Rent (Amount)
  • Rent (Unit of Measure)

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Add filters to your report to target the data you are interested.  To add a filter, click the Filters tab in the left pane and use Add Filter...

For optimal performance and faster dashboard refresh rate, avoid using filters like "contains", "does not equal to", or "starts with". These filters will make your report run slowly. Instead, use filters like "all" and exclude any unnecessary parameters.

 

Grouping Report Data

Group your data by any field you choose. Select the field you want to group your data by in the Add group search box to the left. This is sometimes helpful for viewing reports that contain many rows of the same value.

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Visualizing Data With Report Charts

Once you have built your report, click the Add Chart button.

Configure the chart by clicking the settings cogwheel (mceclip0.png). 

Change the chart type to see your data in a different way - such as in horizontal bar chart, vertical bar chart, line graph, and other formats.

Customize your chart by defining attributes and other options like including a double bar graph or line graphs on top of bar graphs.

Click Save & Run when ready.

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Click the drop-down menu and select Add to Dashboard. Choose whether to add to an existing dashboard or a new one. In this example, we will be adding it to an existing dashboard. Use the flexible grid to customize the size and position of any charts.

Click Save when done.

 

Sharing Settings for Reports

You have the ability to limit user access to certain reports based on user profile type and report folder sharing settings. In order to add a chart to a dashboard on your users' home pages, the source report must be accessible to those users. 

Use the report and report folder sharing settings to determine which users can access those reports, folders, and subfolders. Choose an access level suitable for your users:

  • View - read-only access
  • Edit - ability to view and edit
  • Manage - ability to view, edit, and share

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Creating a Dashboard

A dashboard is comprised of reports presented in a visual display to showcase key data points and trends. Dashboards are stored in folders that control who has access to them (if you have access to a folder, then you can view the dashboards within the folder). Users will also need access to the underlying reports - so system administrators may need to develop team and/or individual dashboards to ensure data is secure between teams and individuals. Dynamic dashboards allow each user to view the dashboard according to their own access level. If you are concerned about too much access to specific data, then dynamic dashboards might be the best choice. 

Go to the Dashboards tab and insert a new component to an existing dashboard by clicking + Component, or create a new dashboard by clicking New Dashboard.

Select the desired report* and chart type for your new component. After adding the component, resize it, remove it or update the data source, as desired.
* Note: you cannot choose joined reports or historical trend reports

In the example below, a secondary chart will be created in our existing dashboard to give users insight into average building occupancy using the "Property Rent Roll Report" in funnel graph format. Depending on the report, you may want to use another type of graph or illustration to convey this information.

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Once you've created your dashboard, learn how to add it to the home page in this article.

 

Please reach out to Product Support (rethinkcrm@buildout.com) if you have any questions about creating reports and dashboards.

 

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