13 Reports and charts

13 Reports and charts
Through Reports and Charts, you can examine the data in vtenext and extrapolate them from different points of view.
Reports
Charts
First of all, you have to identify the type of data extraction you want (i.e.: what do you want to obtain?) and, from there, build a report.
Report Details
Summary Report
Report Chart

13.1 Reports
Reports are organised in folders. You can create new ones and delete them (only empty folders can be deleted), and also switch to list view via the List button.
To create a new report, click on the button from the Reports module 
Once you click the button, a wizard opens up with an 10-step guided procedure that will allow you to make the report intuitively.
For example, you want to create a report on the Sales Orders module that only displays orders from IT companies. In this case the main data to be displayed are the orders, while the companies are involved only if they meet a condition (sector)
STEP 1
Report Details:
Give a name to the report (so that, in the future, even at first glance, you will understand its contents), choose the main module, a destination folder and a description (optional). You can also create a new folder by clicking the button +.
STEP 2
Report Type:
Choose the report format to display it the way you prefer.
Tabulation involves the extraction of the expected results with a standard of all completed cells. Summary allows you to indicate grouping criteria for the data, so as to avoid displaying duplicate fields and thereby making it easier to read. It also allows you to create graphs from the report.
For example, you want to view orders grouped by customer, i.e.: when there are two order lines for the same customer, the customer's name will group the two lines and will only be reported once.
STEP 3
Time filter:
Choose the time filter to apply to your report. The first drop-down menu line allows you to choose the module to refer to. Starting from the main module previously chosen, it is possible, moving through the various links between the modules, to choose the data of any one of them. In the second line, on the other hand, you choose the field (belonging to the module just chosen) to be used as the subject for the time criterion specified in the "Select Time" picklist. In this menu there are numerous time options, including "Custom", which allows you to filter data for a period of time specified by you.
In this example, we want to see the records that have been created ("Time created" column) in the "Sales Orders" module in the last 30 days (as defined in "Select Time").
STEP 4
Advanced Filters:
Choose the advanced filters to apply to your report.
As in the previous point, the first line is used to define which module fields you are interested in comparing. In our example, select Accounts because we need to filter by industry. Then once you have chosen the module field (in the "Field” picklist), choose which condition to use to compare the record and the data you are interested in.
The options "is equal to", "not equal to", "starts with", "ends with", "contains" and "does not contain" are available. When you enter a value in the text type field on the right, you can use these options to make comparisons between the contents of the record and the data of your choice (also taken from other modules, with the button). It is also possible to make more comparisons and more groups of filters using the New condition and New group buttons, also using different fields from different modules.
STEP 5
Top-down clusters:
It allows the creation of clusters to further segment the results, both in the summary tab and within the graphs, and also allows you to set the colour for the latter. By choosing "add segment", you will be able to access a screen where you can choose the name and colour of the individual segment. Repeat this operation by completing the selection of all desired segments.
N.B.: the top-sown cluster does not duplicate the results but only rearranges them. If a record has a link for both segment A and B, it will only be shown in the segment A.
STEP 6 
Select Columns:
Select the fields to be displayed in the report columns, using the same picklists used in the previous steps. You can then sort them by dragging them left or right with the mouse, and group the results for a specific field (or even more than one) by clicking on the "Group by this field" checkbox which is contained within each field.
Enabling View Report, a tab will appear with a count of the number of records according to the grouping.
Warning! If you want to create a graph from the report, you must indicate only one grouping criterion, otherwise the final result may differ from expectations.
STEP 7 
Calculations:
Select the desired calculations for the numeric or currency fields: maximum, minimum, average and sum are available. The Summary flag allows you to see the calculation entry according to the choice in step 6.
Through the Add total button you can add other numeric fields contained in the selected modules.
STEP 8 
Sharing:
Select sharing type: Private (the report will be visible only to the user), Public (the report will be visible to all users) or Shared (allows you to choose which users to share the report with).
Warning! What is shared is not the content of the report, the display of which depends on the user's data access permissions, but the structure of the report, i.e. the series of settings (fields, filter rules, etc.). If a user to whom the report has not been shared enters the Reports modules, they will simply not find it.
STEP 9 
Charts:
By clicking, or leaving empty, the flag that appears, you can choose whether to generate a graph for the report you are creating. If selected, a number of options will appear for customising the appearance of the chart. These functions are described in the next paragraph.
STEP 10 
Scheduled execution (admin users only):
This function makes it possible to schedule the execution of the report and send it automatically to the chosen recipients. It is possible to program the frequency of sending, the file format and obviously all the desired recipients, selectable only from the list of CRM users or groups.
Starting from version 26.04, two new options are available for scheduled reports:
Exclude report delivery on public holidays.
Prevent report delivery when no records match the report criteria.
These features help reduce unnecessary communications and make automated report distribution more efficient.
Warning: If you decide to use this function, the CRM will send a report displaying all the records it contains, without considering roles or profiles set in the CRM or the type of report sharing previously selected.
At the end of the wizard, you will be able to view the report. Below are the functions available on the screen.
Summary Tab
Visible only if the report is of the Summary type (step 2), it displays report information (counts and calculations divided according to grouping criteria)
Report Tab
Table with the results of the report
Charts Tab
Visible only if set in step 8, it shows the chart based on the report
Time Interval 
Apply a time-based filter (temporary field, cannot be saved)
Edit Button 
To edit the Report by repeating the previous steps
Create Chart 
Generate a new chart relating to the report
Duplicate
Opens the wizard to save a new report, starting from the settings of the previous one
Export in PDF
Export the total report in PDF format
Export in Excel
Export the total report in Excel format
Print
Print the total report directly

13.1.1 Report Creation Fundamentals
Understanding the CRM Data Model
Before creating a report, it is essential to have a good understanding of the available data structure. Otherwise, you risk designing a report without knowing whether a specific piece of information is actually stored in the CRM. It is also very important to know the exact field names and the modules in which the information is stored, as these elements are crucial when defining filters, aggregations, and data processing logic.
For example, it is important to know whether a filter is applied to a free-text field or a picklist field, since the methods used to search, group, and aggregate data may differ significantly.
A solid understanding of the data structure enables you to design more accurate reports and helps avoid subsequent revisions caused by missing information or incorrect interpretations of the available data.
Understanding Relationships in the CRM
Understanding the relationships between CRM modules is essential when creating reports, as they determine which information can be retrieved from related modules and how that information can be filtered, grouped, and aggregated.
The relationships between CRM modules typically include:
1 (one-to-many)
N:1 (many-to-one)
N (many-to-many)
The following examples illustrate these relationship types.
1) – Many-to-One (N:1) Relationship (Multiple Contacts – One Account)
In this example, multiple Contacts are associated with a single Account. Each contact belongs to only one account, while an account can be linked to multiple contacts.
This relationship allows you to retrieve account information when reporting on contacts, or to analyze contacts in relation to their associated account.
In general, the presence of a lookup (relationship) field in a record's information tabs indicates a many-to-one (N:1) relationship.
For example, in the Contacts module, the Account Name field allows multiple contacts to be associated with the same account. In this case, the relationship is N:1, since many contacts can be linked to a single account.
2) – One-to-Many (1) Relationship (One Account – Multiple Quotes)
The relationships displayed in the Relationships panel, located on the right side of the record information tabs, indicate that the selected module has a one-to-many or many-to-many relationship with another module.
To determine whether the relationship is 1 or N, you need to examine the related module.
If the related module contains a relationship field that points directly back to the original module, the relationship is 1.
Example 3 – Many-to-Many (N) Relationship (One Account – Multiple Documents)
In this case, both modules appear in each other's Relationships panel. This indicates that multiple documents can be associated with the same account and, at the same time, the same document can be linked to multiple accounts.
The relationship between the two modules is therefore N (many-to-many).
Note: If, during the Filter or Select Columns steps of the report wizard, you select a field belonging to a module that has an N:1 (many-to-one) relationship with the report's primary module, the related information will be included in the report without increasing the number of rows in the final result.
This behavior occurs because each record in the primary module is associated with only one record in the related module. As a result, adding fields from that relationship does not create duplicate rows in the report.
The situation is different when you select fields from a module that has a one-to-many (1) or many-to-many (N) relationship with the primary module. In this case, the number of rows in the report may increase because each record in the primary module can be associated with multiple records in the related module.

13.1.2 Basic Report Example
In this chapter, we will create a report using data from a single module, applying filters and aggregations to the displayed information.
The examples provided in this document are intended solely for illustrative purposes and are not necessarily representative of real-world scenarios. Each company and project has its own specific characteristics, data structures, and objectives, making it impossible to define practical examples that fit every operational need.
Therefore, this guide is not intended to prescribe which fields should be used or how reports should be structured for a particular business context. Its purpose is solely to explain the features of the Reports module and demonstrate the main ways in which the tool can be used.
Report Requirements
The example report will be based on the Accounts module. Its purpose is to analyze the companies created during the current year, limiting the results to companies located in Italy and Poland, and belonging to the Engineering and Healthcare sectors.
This report is useful for the Sales department to monitor business performance in these two countries and within these specific industries.
The data will be aggregated using the following fields:
Assigned To (the user responsible for the account record)
Country (the country where the account is located)
Type (to analyze the types of companies created)
Let's get Started!
Report Creation
Step 1 - Report Details
Create the report by entering a name that clearly and concisely describes its purpose or content.
Next, select the folder where you want to save the report in order to maintain proper organization of the reports available in the system.
In the Description field, it is recommended to provide a brief explanation of the logic used in the report, including information such as:
the filters applied;
the aggregations used;
any specific conditions or calculation criteria.
Documenting this information makes the report easier to understand over time and allows other users to quickly grasp its purpose, logic, and functionality.
Step 2 - Report Type
This topic will be covered in greater detail in Step 6 - Select Columns and later during the report analysis phase.
The goal is to better understand the differences between the two main report types:
Tabular Report, which displays the details of individual records;
Summary Report, which aggregates data based on the selected fields and provides summaries, counts, and statistics (available in the Summary tab).
Step 3 - Date Filter
In this step, we configure the first filter condition based on a date field.
In our example, we select the Creation Date field and set its value to the dynamic filter Current Fiscal Year.
Using dynamic values is particularly important because it allows the report to update automatically over time.
Step 4 - Advanced Filters
Next, we will filter the data by creating two separate groups of conditions:
Italian companies belonging to the Healthcare sector;
Polish companies belonging to the Engineering sector.
To achieve this, create two distinct filter groups:
Group 1
Country = Italy
Industry = Healthcare
Group 2
Country = Poland
Industry = Engineering
The two groups must then be connected using the OR logical operator, since we want to include companies that meet either of the two conditions.
In other words, the report will display:
all Italian companies in the Healthcare sector;
all Polish companies in the Engineering sector.
Using condition groups makes it possible to create more advanced filters and correctly combine different criteria within the same report.
It is important to carefully choose the logical operator and filter condition based on the type of field being queried.
For text fields, where the same value may be entered in slightly different ways, it is generally recommended to use the Contains operator. This approach makes the filter more flexible and increases the likelihood of capturing all relevant records.
In contrast, for picklist fields, it is recommended to use the Equals operator, since the available values are predefined and stored consistently. In this case, using Equals provides more accurate and efficient results.
Choosing the appropriate filter operator is essential to obtain reliable results and avoid unintentionally excluding relevant data or including records that do not match the intended criteria.
Step 5 - Top-Down Segmentation
For this report, it is not necessary to create any clusters, so this step can be skipped.
The cluster functionality will be explored in greater detail in the Advanced Reports section, where it becomes particularly useful for segmenting and classifying data according to more complex criteria.
Step 6 - Select Columns
In this step, we select the columns that we want to display in the report.
For this example, all columns will be selected from the Accounts module using the drop-down menu available in Step 6.
Once you have selected the desired fields, it is important to click the Add Selected button to include them in the list of report columns displayed in the lower section of the page.
The selected columns will determine which information is available for display, grouping, sorting, and aggregation within the report.
It is at this stage that one of the main differences between a Summary Report and a Tabular Report becomes apparent.
With a Summary Report, you can:
aggregate data based on the selected fields;
decide whether to include fields in the Summary tab;
generate counts, totals, and grouped data views.
With a Tabular Report, these capabilities are not available.
A tabular report simply displays a list of records that match the defined criteria, without performing any data aggregation. In practice, the result is very similar to an export of filtered data, where each record is displayed individually.
For this reason, when the goal is to analyze trends, counts, or grouped information, a Summary Report is generally the preferred option. Conversely, when you need to view the complete details of individual records, a Tabular Report is the more appropriate choice.
Example of column selection in Step 6 for a Tabular Report (no column aggregation available)
Example of column selection for a Summary Report (with the ability to group data by a column and include it in the Summary tab)
In this example, we aggregate the data by Assigned To in order to determine how many companies are managed by each user.
Next, we add a second level of aggregation based on the Country field to understand the geographical distribution of the companies assigned to each user.
Finally, we introduce a third level of aggregation using the Type field, providing an additional classification of companies within each country.
The result is a hierarchical structure that allows us to analyze:
how many companies are assigned to each user;
how those companies are distributed across different countries;
which customer types make up each group.
Step 7 - Calculations
To gain a more comprehensive overview of the records included in the report, we can add the Revenue field and configure one or more aggregation metrics.
In this example, we will select the following metrics:
Sum, to calculate the total revenue generated by the selected companies;
Average, to determine the average revenue of the records included in the report;
Minimum Value, to identify the company with the lowest revenue;
Maximum Value, to identify the company with the highest revenue.
The final available option, the Summary flag, can only be used in Summary Reports. In a Tabular Report, this functionality is not available because this report type does not generate a Summary tab.
It is also important to note that the Summary tab can display only one metric at a time. Therefore, it is not possible to select multiple metrics and display them simultaneously within the Summary tab.
When multiple metrics are configured, you will need to switch between them individually to analyze each calculation.
Step 8 - Sharing
In this example, we want the report to be visible to all users who have access to the reporting functionality. For this reason, we select the Public sharing option.
A public report can be viewed by all users who are authorized to access reports, without the need to assign specific permissions to individual users or groups.
If it is necessary to restrict the visibility of the report to specific users, groups, or roles, you can instead use one of the other sharing options provided by the system.
Step 9 - Charts
This step is available only for Summary Reports.
To create a chart, the report must generate a Summary tab. If this tab is not available, the system will not have any aggregated data to display graphically.
As a result:
Summary Report → allows charts to be generated from the aggregated data available in the Summary tab;
Tabular Report → does not generate a Summary tab and therefore does not provide any charting capabilities.
A tabular report is designed exclusively to display or export detailed record information without performing any grouping or data aggregation. For this reason, it cannot generate graphical representations of the data.
Step 10 - Scheduled Execution
In this example, we will not use the report scheduling feature.
Therefore, we can skip the configuration that allows the report to be automatically delivered in Excel, PDF, or both formats to one or more recipients.
Report Results (Tabular View)
In the Tabular Format, data is displayed following the order of the columns selected in Step 6 - Select Columns of the report configuration wizard.
Unlike the summary view, this mode does not apply any grouping and does not calculate statistics or summaries. Records are simply displayed one after another, showing the detailed values requested.
For this reason, the Summary tab is not available in the tabular view, as no aggregations, counts, sums, averages, or other calculations are performed on the displayed data.
Report Results (Summary Report) - Report tab
In this report, some values are intentionally not repeated. For example, in the second record, the value of the Assigned To field is not displayed because it is the same as in the previous record (giovanna.bianchi).
Data is presented in an aggregated form and grouped according to the criteria defined in the report. Starting from the first column, all companies assigned to the same user are displayed together. In this case, all companies assigned to Giovanna are shown first, followed by those assigned to other users.
Within each group, records are further aggregated according to the additional criteria defined in the report, namely:
Country
Type
Report Results (Summary Report) – Summary Tab
In the Summary Tab, for fields where the “Show Summary” flag has been enabled, it is possible to display a set of statistics related to the selected metric in the report (in this case, Revenue).
For each field selected in Step 6 - Select Columns, the system displays:
number of records;
sum of the selected metric;
average value;
minimum value;
maximum value.
In the example shown, we can see that Francesco has 3 assigned companies, which generate a total revenue of €500. The average revenue is €166, the minimum value is €0, while the company with the highest revenue generates €400.
Continuing the analysis of the summary, we can see that companies are further aggregated according to the criteria defined in the report. For example, for the Country field, we find:
2 Italian companies, with their respective revenue details;
1 Polish company, also with its corresponding revenue.
As we move deeper into the aggregation levels, the two Italian companies are classified as Customer, while the Polish company is classified as Competitor.
Note: If a Summary Report is created but no field has the “Show Summary” flag enabled in Step 6 - Select Columns, the Summary tab will not be displayed.
The system generates the summary only for fields where statistical calculations have been explicitly enabled. If no fields are configured for summary calculation, the report has no aggregated data to process and, as a result, the Summary tab is not shown.

13.1.3 Advanced Reporting Examples
In this section, we will explore in greater detail some of the configurations introduced earlier and examine additional steps of the report creation wizard that have not yet been covered.
Unlike the previous chapter, we will not walk through the complete report creation process again, as it has already been described in detail. Instead, we will focus on more advanced features and configurations, illustrating them through practical examples that will help you create more complex and structured reports.
The examples provided in this chapter are for illustrative purposes only and are not necessarily representative of real-world cases.
Each organization and project has its own specific characteristics, data, and objectives, making it impossible to define practical examples that apply to all operational needs.
Therefore, this guide is not intended to provide recommendations on which fields to use or how to structure reports for a specific business context. Instead, it aims exclusively to illustrate the features of the Reports module and the main ways in which the tool can be used.
How to Select Fields from Related Modules
To select information from the related Account, starting from the Contacts module, you can use the panel located in the upper-right section of the screen, which displays the available relationships.
Once the desired relationship has been selected, the fields of the related module will appear in the lower panel and can then be used within the report.
Combining information from different modules enables the creation of more advanced reports and statistics, which can be used, for example, to analyze sales performance and monitor business processes.
Example reports:
List of companies with the number of associated contacts, combining data from the Accounts and Contacts modules.
Number of visits carried out per customer, combining data from the Accounts and Visit Report modules.
Number of calls made per customer, combining data from the Accounts and Calendar modules.
Analysis of sales opportunity management, combining the Accounts, Opportunities, and Quotes modules to monitor deal progress and conversion rates.
Value of opportunities generated by Lead Source, combining the Leads, Opportunities, and Sales Orders modules.
Average deal closing time, combining the Opportunities, Quotes, and Sales Orders modules.
Advanced and Date Filters on Related Modules
For both types of filters (Advanced Filters and Time-Based Filters), the configuration logic is the same.
First, you need to select the module from which you want to use a field (for example, Accounts).
Next, the lower panel will display all compatible fields belonging to the selected module.
Examples of Time-Based Filter Logic
Companies that have at least one Opportunity with a Expected Closing Date in the current month.
Companies that have at least one Quote created in the last 30 days.
Companies that have at least one Invoice issued in the last quarter.
Contacts linked to an Opportunity created in the last 60 days.
Leads linked to at least one Task due within the next 7 days.
Companies that have at least one Ticket opened in the last 30 days.
Companies that have at least one Sales Order created in the last year.
Examples of Conditional Filter Logic (also usable in time-based filters)
Companies that have at least one Opportunity with an Amount greater than €50,000.
Companies that have at least one Opportunity with Stage equal to Negotiation.
Companies that have at least one Quote with Status equal to Accepted.
Companies that have at least one Invoice with Total Amount greater than €10,000.
Companies that have at least one Ticket with Priority equal to High.
Contacts linked to an Opportunity with a Probability greater than 80%.
Contacts linked to a Company belonging to the Metalworking industry.
Selecting Records Not Related to a Specific Module
Within Step 4 – Advanced Filters, it is possible to configure a condition that retrieves all records from the primary module that are not linked to a specific related module.
This functionality is particularly useful, for example, to identify:
companies without opportunities;
companies without contacts;
contacts not linked to any account;
products not included in any sales order.
To achieve this result, simply select any field belonging to the related module and set the “NULL” operator in the last column of the condition.
This will ensure that the report retrieves all records from the main module that do not have any relationship with the selected module.
Below is an example of how to configure this condition.
Examples of Top-Down clusters Usage
Within this step, it is possible to create segments based on one or more conditions.
In this way, records retrieved by the report can be classified into different segments according to specific conditions defined by the user.
Segmentation therefore allows data to be grouped according to one or more custom criteria, making it easier to create charts and perform comparative analysis.
To add a new segment, simply click the “Add Segment” button.
In this example, we are creating a segment that identifies all contacts belonging to companies in the Metalworking sector with a revenue greater than €500,000.
This allows these contacts to be grouped within the same segment and analyzed separately from the others included in the report.
Once the segment configuration is completed, click the “Save” button to store it.
It is possible to create and add multiple segments within the same report, allowing data to be classified and compared according to different user-defined criteria.
It is important to emphasize that segments do not act as filters, but rather as a way to classify the records returned by the report.
This means that while Advanced Filters and Time-Based Filters define the criteria used to limit the set of records included in the report, segments are used to further divide those records into groups based on specific conditions.
Records that do not meet the conditions of any segment are not excluded from the report. Instead, they are automatically assigned to a default “null” segment, identified by the “-” symbol.
In this way, the report always displays all retrieved records, distinguishing those that belong to defined segments from those that do not fall into any configured classification.
In particular, the Segment column is added as the first column in both the Report and Summary tabs, and it is also used as the primary grouping criterion for data aggregation.
Below are some practical examples of how the segmentation feature can be used.
Opportunity segmentation based on closing time
(using, for example, a “Closing Days” field)
1 to 30 days
31 to 50 days
51 to 100 days
over 100 days
Lead segmentation based on last contact date
(using, for example, a “Last Contact Date” field in the record)
This allows the creation of charts showing:
Leads not contacted for over 120 days
Leads not contacted for over 60 days
Leads not contacted for over 30 days
Customer classification based on revenue
up to €10,000
€10,001 to €50,000
over €50,000
Ticket segmentation based on resolution time
resolved within 24 hours
resolved between 1 and 3 days
resolved after more than 3 days
Creating groups based on multiple conditions
Segments can also be defined using multiple criteria simultaneously. For example:
customers with revenue over €100,000 and located in the Lazio region
customers with at least one open opportunity and no contacts in the last 90 days
companies belonging to a specific industry and with more than 50 employees
Comparing customer performance across different years
Segmentation can be used to compare, for example:
the same customer's revenue across two consecutive years
the number of open opportunities in different years
the evolution of sales over time
Comparing product sales performance
Segments can be created to compare:
sales of the same product across different years
quantities sold per year

13.2 Charts
Once you have created a report you can generate a chart from it using the Create Graph button.
Type
Click on the type of chart you want: pie, histogram, bar …
Chart Name 
Enter chart name
Show Legend
Activate to view the legend
Show Labels
Activate to display labels in the chart
Show values
Allows you to choose whether to display values (count) or percentages
Folder Name
The charts are organised in folders like documents
Formula 
Allows you to choose whether to display the count, the sum, the average, the maximum or the minimum
Palette
Allows you to choose the colours of the chart, among predefined combinations
Data Order
Allows you to define data sorting; if not set, it depends on the grouping criteria defined in the report
Warning!
If the SHOW LABELS field is set to YES, the SHOW VALUES will not display any results.
If the SHOW LABELS field is set to NO instead, with the SHOW VALUES set to either VALUES or PERCENTAGES, it will show you the data on a single slice of the pie chart.
The graphs are available in the Charts module, organised into folders in the same way as with Reports.
The charts can also be added to the user’s Home Page through the button (see relevant chapter) or in the custom tabs of the modules.
Once the report is saved, it will be possible to edit the charts directly from the "Charts" module in vtenext. On this page, you can modify the parameters previously selected, and only here, you can determine the label sorting by using the "Data Order" option. This is particularly useful if you need to sort values alphabetically or arrange numbers in ascending/descending order.