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TUTORIAL:
Reporting
Gold-Vision 6
Reporting – Using SQL reporting Services
Tutorial Objectives:
Introduction to Gold-Vision Reporting
Standard Reports
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Searching for a Report
Running a Standard Report
Viewing a Report
Exporting Data
Example Standard Reports
User Defined Reports
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March 2011
Creating and Filtering a List
Configuring the Report
Running a User Defined Report
Editing a Report
Editing Report Details
Editing Report Fields
Editing Report Filters
Report Charts
Viewing a Chart
Editing a Chart
Chart Types
Viewing User Defined Reports and Charts
Using a Report Record
Standard Reports Glossary
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TUTORIAL:
Reporting
Gold-Vision 6
Introduction to Gold-Vision Reporting
There are three types of Gold-Vision Reporting options:
Standard Reports – predefined reports that can be run from the Gold-Vision Reporting console.
These reports provide a starting point for reporting from Gold-Vision and are designed to allow quick
access to key reports applicable across a range of businesses. These reports are defined in structure,
but most do allow selection criteria to be specified.
Item Reports: available via the individual records for Accounts, Contacts, Activities, Opportunities,
Quotes, Projects, Campaigns and Events. Some allow criteria to be selected.
User Defined Reports – custom reports that can be created from any Gold-Vision list and viewed
in Table or Chart format. These reports provide users with additional flexibility and increased power
compared to Standard reports. You can further refine a user defined report to: add and amend fields
included; group fields under sub-headings; amend report presentation including chart formats.
All reports can be:
- exported into different formats, including Excel, CSV and Adobe PDF
- run and re-run to reflect up to date and real time data from your system
- printed directly
March 2011
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TUTORIAL:
Reporting
Gold-Vision 6
Standard Gold-Vision Reporting
 Searching for a Standard Report
Click on Tools
Select Reporting
Select the Standard Report tab
This will show a list of the reports you have access to view
Use the dropdown menus to Filter the fields
For example Item Area defines the original Gold-Vision list the report was created from e.g.
Accounts, Contacts, Projects etc
Report titles will reflect any label changes made to your installation of Gold-Vision - so your Standard
Reports are configured without additional work.
A full list of Standard Reports are detailed in the Glossary at the end of this tutorial
March 2011
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TUTORIAL:
Reporting
Gold-Vision 6
 Running a Report
To Run a Report
Click on the arrow
in the left hand column
against report you wish to run.
For example: Select Account Last Updated
A Gold-Vision Reporting screen will be opened:
Depending on the Report you have selected, there may be selectable options:
For example:
- Account Manager: select from the dropdown menu
- Older Than: select from the dropdown menu
- Relationship: select from the dropdown menu
Click View Report
A report will then be created similar to the following:
This report shows the last action recorded on your Gold-Vision system against all Accounts (or by
selection) – this could include: someone accessing the Account, updating a record against an
Account, creating a new record such as a Contact, Activity or Opportunity, sending an email to that
Account.
March 2011
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TUTORIAL:
Reporting
Gold-Vision 6
 Viewing a Report
From a Standard Report you can:
1. Click on + to maximise or minimise a list
2. Click on any item which is underlined to open up the associated Gold-Vision record, including
Accounts, Quotes, Activities
3. The Selectable Options can be amended and the report updated by re-clicking View Report. For
example click on the Account Relationship dropdown or change the Account Manager
4. Export – Select a format – see below for further information.
5. Refresh – if changes to the selectable options have been made, click Refresh to update to
information.
6. Print.
 Exporting Data
Data can be exported in a variety of formats
Click on Select a Format
Select from:
XML file – used for Data Interchange
CSV – Comma separated format
Tiff file – Export the chart or report as an image
Acrobat (PDF) File – Export the data in a fixed layout
Web Archive
Excel – data exported to Excel and can be edited as
required
March 2011
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TUTORIAL:
Reporting
Gold-Vision 6
Excel example based on Potential Duplicate Accounts Report:
From Select a format – select Excel and
Click Export
An Excel Report will then be created:
Clicking on any underlined items will take the user back to the relevant record in Gold-Vision.
March 2011
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TUTORIAL:
Reporting
Gold-Vision 6
 Example Standard Reports:
Sales by month – selectable options include Users, Type of Sale.
Sales Pipeline Report - selectable options include Users, Type of Sale
March 2011
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TUTORIAL:
Reporting
Gold-Vision 6
User Defined Reports
 Creating and Filtering a List
User Defined Reports can be generated from any View List that can then be Filtered with the options
that you would like to include in your Report. See the Core Functionality tutorial for more information on
Lists and Filtering.
Example User Defined Opportunities Report
Click on the Opportunities Icon
Using the ‘Business Class’ column heading select Gold-Vision
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Creating a Report
Click the Report
icon above the List
The following screen will open:
Select either
Run a one-time report without
saving, click OK.
Report will open on a new window
OR
Enter a name to Save a new
report for editing, click OK. The
following screen will open
March 2011
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TUTORIAL:
Reporting
Gold-Vision 6
 Configuring a User Defined Report
Click Edit to configure the
report.
Edit the Summary (name) of
the report
Edit the Type to deternine who
can view the report.
Primary Sort
Secondart Sort
Group
March 2011
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TUTORIAL:
Reporting
Gold-Vision 6
Example of a Grouped Report.
The Opportunities are now grouped by Account. Click on the + to expand the list.
Fields
The fields selected in the origianl list
will be visible in the report.
To Add additional fields, click on the
required field in the Hidden Fields list
and cick the > icon to add.
To Remove fields from the Visible
Fields click on the field and click the <
arrow.
Moving Fields
To alter the position of the field/column
in the report – click on the field and
select Up or Down
Date Fields
When adding a date field (from the
hidden fields list) you will be prompted
to select how you wish to express the
date. Chose from the dropdown list.
Include Recent Notes
Select the note history you wish to
include from the dropdown list.
March 2011
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TUTORIAL:
Reporting
Gold-Vision 6
Example report with notes
The same report without notes
Filters
Filters can be Added, Edited or
Removed.
To Add a Filter, click Add and select
the Field from the dropdown.
For example to Filter an Opportunity
report to show only Opportunites with a
probability of more than 50%: Select
Probability from the Dropdown
Enter >50 in the filter field. Click OK
To Edit a Filter for example to change
to greater than 80% probability, select
the Filter, click Edit and amend the
filter.
Click OK
March 2011
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TUTORIAL:
Reporting
Gold-Vision 6
 Running a User Defined Report
Either:
Click Report, Run Report
OR
Click Run
 Creating and Editing Charts
Chart Type
To change the Chart type,
colour, display or size select
from the dropdown
Display
Select either Standard or 3Dimensional from the
dropdown
Either Standard or
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TUTORIAL:
Reporting
Gold-Vision 6
Palette (Colour)
Select from the dropdown to
change the colour of the chart
Chart Size
Select from the dropdown to
change the size and
orientation of the chart
Legend
Select from the dropdown to
change the position of the
chart legend
Editing the Data Axis
From the Data Axis dropdown
select
Selected Fields (below)
From the Data Axis Fields
Available list select Sum of
Value
Click the > arrow to move Sum
of Value to the Data Axis
Selected Fields box.
Click Save and Report, Run
Chart. This will now produce
the following chart showing the
value of Opportunities by
Account
March 2011
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TUTORIAL:
Reporting
Gold-Vision 6
 Copying a Report
This allows you tyo make
simple changes to an existing
report and save the report.
Edit and save the report with a
new name
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Viewing User Defined Reports
Click on Tools
Select Reporting
Select the User Defined Reports tab on the top left of the screen
This will show a list of the User Defined reports you have access to view
Use the dropdown menus to Filter the fields
For example if you are interested in the reports based on Opportunities, enter Opportunities under
Item Area and press enter, this will show only the User Defined Reports where the original GoldVision list was the Accounts list.
To select reports created by a specific user change the column heading to ‘Created by’ and select
the user names from the dropdown menu
March 2011
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TUTORIAL:
Reporting
Gold-Vision 6
My Reports
You can create your own Reports list called - My Reports
Tick the My Reports box on any report on the User Defined Reports or Standard Reports List
You can also un-tick a Report to remove it from your My Reports list
Select the My Reports tab to view your current list of reports
 Item Reports
Item Reports can be run from within the individual item record by Account, Contact, Activity,
Opportunity, Quote, Project, Campaign or Event.
For example, for an Opportunity record:
Click the Opportunity button
Select Report
The following screen is opened:
Select the Item Report you would like to run,
for example, the Opportunity Overview
Report:
Item Reports available
as standard are:
Account:
Account Summary
Activities Gantt Chart
Contacts:
Activities Gantt Chart
Opportunities:
Activity Gantt Chart
Opportunity Overview
Projects:
Activities Gantt Chart
Projects Overview
Events:
Events Overview
Sessions Booking
Planner
March 2011
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TUTORIAL:
Reporting
Gold-Vision 6
 Custom Reports
If you are running full SQL Server, there is a report designer available, allowing experienced users to
create custom reports. There is a quick guide to assist with this Microsoft tool – contact Gold-Vision
support for this guide, but please note that we do not support your custom reports. These custom
reports may be added to the Gold-Vision user interface via the Administration Console.
March 2011
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TUTORIAL:
Reporting
Gold-Vision 6
Report Name
Report Output
Accounts Last Note
Shows the last note added to all Accounts, showing created by Refine by Account Manager and
and date
Relationship
Accounts Last Updated
Shows the last action against all Accounts (or by selection) – this Refine the report by Account Manager,
could be someone accessing the Account, updating it, creating a Account Type 1 or view only Events older
new Contact or sending an email relating to that Account.
than 1, 3 or 6 months.
Activity Dashboard
Graphical and tabular output showing Activities created and Refine the report by Team, Activity Type and
Closed, recently created, recently closed, open Activities by User, User.
Team and Type
Activities Gantt Chart
Graphical representation output showing Activities open with Refine the report by Start and Due Date,
percentage of completion and activity name
Team, Activity Type, Users.
Activities Notes Summary
Full display of notes added to all Activities. Information includes Refine the report by Owner, Created Date,
Owner, Account, Summary, Created Date, Status and Activity Activity Type and Status.
Type.
Campaigns Progress
Graphical and tabular output showing the status of Campaign Selection of a specific campaign to report on
follow-up Activities based on the different Campaign Activity (or all) and/or by a specific user.
Stages.
Duplicate Accounts
A list of possible duplicate Accounts in the system. Checks for No selectable options.
Accounts that may be duplicates – checking is carried out on
Account names, Postcodes and main telephone numbers.
Duplicate Contacts
A list of possible duplicate Contacts in the system. Duplicate No selectable options.
checking is based on Name, Email address and Mobile phone
number.
Opportunities Last Updated
Tabular output of Opportunities including Opportunity name, Refine the output by Opportunity Owner,
Account, Value, Probability, Stage and the last event that Stage, Probability, Age and Status (if the
occurred against that Opportunity (for example accessing the Opportunity is Open or Closed).
Opportunity, adding a Note, creating an Activity against it). Based
on the last event date the Opportunities are traffic lighted from
green (recent activity) to red (no activity for a long time).
March 2011
Selectable Options
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TUTORIAL:
Reporting
Gold-Vision 6
Report Name
Report Output
Opportunities Next Activity
Shows the next due Activity (ordered by Due Date) for No selectable options.
Opportunities. Opportunity information including name, Account,
Opportunity Type, Value, Probability, Stage and Estimated Close
Date is also shown.
Opportunities Recent Events
Tabular output of Opportunities with Values, Account, Owner, Refine the list by Opportunity Owner, State
Type, Stage, Probability and the last updated date. Each (Open or Closed) and how recent the events
Opportunity line is expandable to show the most recent events are.
against that item – these include accesses and updates to the
Opportunity, Activities created or updated and links or notes
added. When there are Notes, these are displayed in full in the
report.
Projects Last Updated
Tabular output of Projects with Account name, Owner, Stage and
the details of the last event relating to that Project. Events
included are Projects accessed or updated, Activities updated,
created or accessed and Notes or links added.
Projects Next Activity
Shows the next due Activity (ordered by Due Date) for Projects. No selectable options
Project information including name, Account, Type, Value and
Stage is also shown.
Sales Month
Graphical output showing Sales by month for Last Year (x2), Last Refine by Team, Type, User and Source
Year and This Year.
Sales Conversions
Summary report of all Opportunities in the database. List and Select Date From and To, select Team,
conversion percentage of all closed/won against all opportunities select user, select Type, select source
and the same for closed/lost opportunities, then broken down into
opportunities progressing.
Sales Pipeline
Graphical output showing total open and closed Opportunity
values for current month, next month and month after. Tabular
output of Opportunities plus details on Owner, Stage, Estimated
Close Date, Values and Margins split out by month of Estimated
Close Date.
March 2011
Selectable Options
Refine by Project Owner, Stage and Status
(Open/Closed) plus select to show only
events older than 1, 3 or 6 months as well
as all data.
True/False options for displaying Open,
Closed Won and Closed Lost Opportunities
and for showing This Month, Next Month
and Month After. Account Manager can also
be selected to show only Opportunities for
Accounts managed by that user.
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TUTORIAL:
Reporting
Gold-Vision 6
NB. Where ’Account Manager’, ‘Account Type 1’ and ‘Account Type 2’ are referred to above, these are the default names for these fields. They may be different in your
configured system.
Item Reports
Item Area
Report
Report Output
Accounts
Account Summary
Shows Address info, Contacts,, Opportunities, Activities, Recent Events
and Notes
Accounts
Activities Gantt Chart
Opportunities
Opportunity Overview
Opportunities
Activities Gantt Chart
Projects
Projects Overview
Projects
Activities Gantt Chart
Events
Events Overview
Shows Events details, Bookings, Attendees and Stage History
Events
Sessions Booking Planner
Shows full details of each Session and Attendees
March 2011
Shows Opportunity details including Quotes, Contacts, Notes and
Stage History
Shows Project details including Activities, Contacts, Notes and Stage
History
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