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Managing Reports

Favourites

Mark any report as a favourite to pin it to the Favorites view for quick access. This is useful for reports you run on a regular basis - such as a daily Inventory Summary or a weekly Sales by Customer.

To mark a report as a favourite:

  • Go to Reports from the left sidebar.
  • Hover over any report name in the list.
  • Click the star icon to the left of the report name.

The report now appears under Favorites in the left panel. Click the star icon again to remove it from favourites.

Create Custom Reports

Use Create New Report to build a report tailored to your specific business needs - choosing your own columns, filters, groupings, and date ranges from the underlying data.

To create a custom report:

  • Go to Reports from the left sidebar.
  • Click Create New Report in the top right corner.
  • Select a Report Category and a Base Report to start from.
  • Configure columns, filters, grouping, and sorting options.
  • Click Save and give your report a name.

Your custom report appears under My Reports in the left panel and is also listed in the Home view alongside system-generated reports.

My Reports

My Reports shows all custom reports you have created, and reports created by other users in your organisation that you have been given access to.

To view your custom reports:

  • Go to Reports from the left sidebar.
  • Click My Reports in the left panel.

The page shows two tabs - My Reports (reports you created) and Other User Reports (custom reports from other users that you can access). Use the Schedule Type and Parent Report filters to narrow the list.

Shared Reports

Shared Reports shows custom reports that other users in your organisation have explicitly shared with you.

To view shared reports:

  • Go to Reports from the left sidebar.
  • Click Shared Reports in the left panel.

Schedule Reports

You can schedule any eligible report to be automatically generated and delivered to specified email recipients at a fixed frequency.

Note: Only admins and users with Schedule permission for the report can schedule reports.

To schedule a report:

  • Go to Reports from the left sidebar.
  • Open the report you want to schedule.
  • Click Schedule Report in the top right corner.
  • Set the frequency (weekly, monthly, quarterly, or yearly), time, file format, and email recipients.
  • Click Save.

The report is automatically generated and emailed at the configured time.

Manage Scheduled Reports

The Scheduled Reports view lists all scheduled reports in your organisation - showing report name, frequency, scheduled by, next scheduled date, recipients, status, and file format.

To view all scheduled reports:

  • Go to Reports from the left sidebar.
  • Click Scheduled Reports in the left panel.

Mark a Scheduled Report as Inactive

To pause a scheduled report without deleting it:

  • Go to Scheduled Reports in the left panel.
  • Click the scheduled report you want to pause.
  • In the settings panel, click Mark As Inactive next to Status.
  • Click Save.

To reactivate it, open the same settings and click Mark As Active.

Configure Report Permissions

You can restrict which users can view, export, schedule, and share each report by configuring permissions at the role level.

Scenario: Bailey manages a multi-team operation at Zylker Manufacturing. The sales team should only see Sales and Receivables reports, while the warehouse team should only see Inventory and Warehouse reports. Bailey configures report permissions per role so that each team sees only what is relevant to their work.

To configure report permissions for a role:

  • Go to Settings, then Users & Roles.
  • Edit an existing role or create a new one.
  • Scroll down to the Reports section.
  • Select Enable full access for all reports to grant unrestricted access, or expand each report category to set granular access levels per report.
  • Click Save.

Share a Report

Admins can share any report with specific users in the organisation, even if those users do not normally have access to the Reports module.

Note: Only admins and users with Share permission in their role can share reports.

To share a report:

  • Go to Reports from the left sidebar.
  • Open the report you want to share.
  • Click the Share icon in the top right corner.
  • Select the user and the level of access (view, export, schedule).
  • Click Share.

The shared report appears in that user’s Shared Reports view.

Add Temporary Notes

You can add a brief note to any open report before printing or exporting it. The note appears in the printed or exported output but disappears from the product when you refresh the page.

To add a temporary note:

  • Go to Reports from the left sidebar.
  • Open the report you want to annotate.
  • Click Add Temporary Note.
  • Enter your note.
  • Click Update.

Print Reports

  • Go to Reports from the left sidebar.
  • Open the report you want to print.
  • Set the date range and click Run Report.
  • Click Print in the top right corner.
  • Proceed through the standard print dialogue.

Export Reports

To export a report:

  • Go to Reports from the left sidebar.
  • Open the report you want to export.
  • Set the date range and click Run Report.
  • Click Export As in the top right corner and select a format.

You can export reports in PDF, CSV, XLS, and XLSX formats. Select Export to Zoho Sheet to open the data in a Zoho Sheet spreadsheet.

If the report contains sensitive information, select I want to protect this file with a password and enter a password before exporting.

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