By default, a Report will return all the records that it finds for that View. You can limit this by using the Criteria Fields.
You can choose up to 3 criteria fields, or if you are using Advanced Reporting on the Enterprise plan, you can choose up to 10 criteria fields.
The criteria fields are combined to determine which records are shown. If two criteria are used, both need to be ‘true’ for a record to be included in the report.
For each report criteria, there are up to 4 option fields: the Field Name, the Run-time option, the Operator and the Value. For example, to return a report on All Accounts where the Sector is Finance set the Field Name as ‘Account.Sector’, the Operator to be “=”, and the Value ‘Finance’.
Field Names
Depending upon which Field Option you have chosen, you’ll get an appropriate list of Field Names to choose from for each Criteria Field. Set the Field Name to blank to remove that criteria.
Reports Preview
At the bottom of the report creator, you will see a Report Preview. This preview updates as you create your report so you are able to see a snapshot what your completed report will look like.
Output Settings
The Reports feature also gives you the option to edit your Output Settings. These settings allow you to customise how your report is displayed.
By switching the options between Yes and No you can choose to display your report in Landscape or Portrait, remove or show data headings, or choose to remove or show table names. All output setting changes can be viewed in the Report Preview.
Run-time
Checking the Run-time box will make the filter option available on the saved report. This allows you to quickly change your criteria values, saving you from editing the report or creating a new one.
When you run your report, you will be presented with a filter options menu where you can change your default Criteria Fields. You can also remove a Criteria Field from your run by checking “Skip”.
Click “Run Report” and your report will output with your quick changes.
Operators
You can use the following Operators for each criteria:
| Term | Comment | Example |
| Equal to | Account.Sector Equal to Finance | |
| Not Equal to | Account.Sector Not equal to Finance | |
| Greater than | Opportunity.Probability Greater than 50 | |
| Greater than or Equal to | Opportunity.Probability Greater than or equal to 50 | |
| Less than | Opportunity.Probability Less than 50 | |
| Less than or Equal to | Opportunity.Probability Less than or equal to 50 | |
| Contains | Field includes these characters in it | Account.Name contains bank |
| Does not contain | Field doesn’t include these characters in it | Account.Name does not contain bank |
| Is one of | Field can be one of mutiple values. Separate values with a semi-colon | Account.Sector is one of Finance;Legal;Insurance |
| Is not one of | Field must not be one of mutilple values. Separate values with a semi-colon | Account.Sector is not one of Finance;Legal;Insurance |
N.B. All selection criteria on text fields are not case sensitive, so Account.Name contains Bank will be the same as Account.Name contains bank.
Checkbox Formats
Use the dropdown list to select the operators.
To report on data from Checkboxes, the ticked box evaluates to “true”, “yes” or “1”, e.g. Hold = true, and an unticked box evaluates to “false”, “no” or “2”. So to only select Contacts that are not on Hold (an unsubscribed Contact), use Contact.Hold=false.
Date Formats
Use the date picker to select the date(s) for your report.
For Dates, use the standard input format of 12-Jan-2017 (Jan-12-2017 in the US). Internally, all dates are stored with times against them as well, but the report writer ignores the times unless you specify one. So Activity.CreatedDate=12-Jan-2017 will mean any Activity created on that date. Whereas Activity.CreatedDate>12-Jan-2017 10:00 will mean any Activity created after that specific time.
Special Date Values
So that you can define reports based on dates, save them and run them again without changing the logic, there are a number of date values that you can use, for example, to define a report that shows All Last Week’s Activities.
The Values are:
- today
- this month
- next month
- last month
- this quarter
- last quarter
- next quarter
- this week
- next week
- last week
You can also use modifiers on them, such as:
- today+1
- next week + 3 days
- this quarter minus 2 days
- next week+1
- next week + 3 days
- this quarter minus 2 days
- this month plus 1 week
For the purpose of these criteria, weeks start on a Monday.
You can also use the “Is One Of” and “Is Not One Of” Operators on months in dates, e.g. Account.CreatedDate Is One Of March;June;September;December.
So to define a report that shows all yesterday’s Activities, use Activity.Date=today-1.To show last week’s Activities, use Activity.Date=last week. To show Activities for the week before that, use Activity.Date=last week -1.