topic Re: Report across multiple user properties in Dashboards & Reporting

Report across multiple user properties

JWienkamp — Thu, 16 May 2024 08:08:33 GMT

Hi everyone!

I have the following use case and hope that someone already found a solution for it:

We work project based and multiple people can be involved in one project. We track this by having multiple user properties
Now I wanna create a report that shows involvement per user
Sure - I could create multiple reports for each user property so you can see how often someone was assigned in each property
BUT that comes with the downside of numbers being split up - in an ideal world I can have a report, that shows the users on X-axis and the count of deals on Y-axis, broken down by User property 1,2,3 etc. So you have a total number of deals, but you can see if someone was full responsbile (Deal owner) or only supporting (Support 1,2,3)
Alternatively I could have on filter: Deal Owner is X OR Support 1 is X or Support 2 is etc... but that doesn't give you an overview and is super annoying to update if you want to compare different users.

I tried already with the new user object reporting, but couldn't find a solution. I always end up with seeing only the deal count per deal owner.

Hope anyone can help me with a smart idea! Thanks everyone for reading 🙂

Re: Report across multiple user properties

MHolzer — Thu, 16 May 2024 11:14:59 GMT

So this sounds like you want to have the Y -Axis broken down by multiple properties right? not just by one?

If thats so then you should try and calculate the different properties in one together so it reflects the right data.

If you are working with deals and this is not just a random example then you can also look into deal Splits
maybe this helps

Re: Report across multiple user properties

JWienkamp — Thu, 16 May 2024 11:59:22 GMT

Hi @MHolzer , thanks for the quick answer!

I looked into deal splits, but that's not really our desired outcome. Mainly because we don't want to apply that split manually and it's more about "impacted" revenue. That being said collaborators would be another option, but from what I found out, they can't be set automatically, so would need to be updated manually. And I think the reports don't work as intended with collaborators (Correct me if I'm wrong).

And not sure how I would summarise User properties in a single property. I would need a multi select owner field to be able to copy from each user property to the summary property. And that doesn't exist in Hubspot 😕 even creating a manual multi select field and add all the names doesn't work with copying as far as I'm aware (and isn't very scalable as I would have to add new joiners to the property every time). Or am I missing something?

Still very thankful for your input!

Re: Report across multiple user properties

MHolzer — Thu, 16 May 2024 12:11:02 GMT

The main thing which i am trying to say is you can't really use more then one property in the break down column.
Its really hard to think of something since the whole process of "user" properties -> there is no info here.

maybe you can try and create a % number for each individual user property and then work with this?
again can't really give any helpful hints since i dont know how you track progression in user properties

Re: Report across multiple user properties

faiqarani — Fri, 24 May 2024 20:10:15 GMT

To create a comprehensive report showing user involvement across different roles in projects, you can utilize a pivot table or a specialized reporting tool. Here's a concise plan to achieve this:

Consolidate Data: Ensure your data has a structure where each project entry includes columns for Deal Owner, Support 1, Support 2, etc.
Use a Pivot Table: In a spreadsheet software like Excel or Google Sheets:
- Insert a pivot table with Users on the X-axis.
- Use a count of projects (deals) on the Y-axis.
- Break down the counts by each user role (Deal Owner, Support 1, Support 2, etc.).
Configure the Pivot Table:
- Add each user role column to the pivot table rows.
- Use the count function to tally the number of projects per user per role.
Visualization: Create a stacked bar chart from the pivot table to visually represent the involvement. Each stack will show counts for Deal Owner, Support 1, Support 2, etc.

Alternatively, if you are using a CRM or project management tool with reporting capabilities, look for features like "Custom Reports" or "Cross-Object Reporting" to aggregate this data.

Example in Excel

Data Layout:
Project Deal Owner Support 1 Support 2
Project A Alice Bob Charlie
Project B Bob Alice -
Pivot Table Setup:
- Rows: User (consolidated from Deal Owner, Support 1, Support 2).
- Columns: Role (indicating the involvement type).
- Values: Count of Projects.
Stacked Bar Chart:
- X-Axis: Users.
- Y-Axis: Number of Projects.
- Stacks: Different roles (Deal Owner, Support 1, Support 2).

This method provides a clear overview of each user's involvement across different roles without the need for multiple reports or complex filters.

Re: Report across multiple user properties

MHolzer — Tue, 19 Nov 2024 11:00:56 GMT

@JWienkamp
if you have some basic knowledge of coding or a dev on you side
you could automate it:
Deal splits:
https://developers.hubspot.com/beta-docs/guides/api/crm/objects/deals#retrieve-deals

its still in beta but its something

the other part

@JWienkamp wrote:
Hi @MHolzer , thanks for the quick answer!

I looked into deal splits, but that's not really our desired outcome. Mainly because we don't want to apply that split manually and it's more about "impacted" revenue. That being said collaborators would be another option, but from what I found out, they can't be set automatically, so would need to be updated manually. And I think the reports don't work as intended with collaborators (Correct me if I'm wrong).

And not sure how I would summarise User properties in a single property. I would need a multi select owner field to be able to copy from each user property to the summary property. And that doesn't exist in Hubspot 😕 even creating a manual multi select field and add all the names doesn't work with copying as far as I'm aware (and isn't very scalable as I would have to add new joiners to the property every time). Or am I missing something?

Still very thankful for your input!

with the crm api there is always the option to automate things even this multi user select field which you are talking about since you can create and add options to properties via this Endpoint:
https://developers.hubspot.com/beta-docs/reference/api/crm/properties

for this u need a dev or some basic knowledge of coding aswell

again i could give you more pointers if i could get the whole picture in any way bc this doesnt look that complicated, but since i dont understand how you manage involvement per user and how you manage this via a "having multiple user properties" this just doesnt explain it well enough.

Project A	Alice	Bob	Charlie
Project B	Bob	Alice	-