How to filter Team activity totals report by lifecycle stage

[Wajahath_Ali]

Hey experts,

The available report is "Team activity totals" which has

1) Emails sent to contact

2) Task

3) Meeting

4) Note

5) Call

Right now we are getting the data of non-customers and customers, So, ideally, we would like to filter this report by [lifecycle stage: customer] so that we see the data of only non-customers.

Can you please let me know how to get this done.

Thanks!

[jfreeman · Accepted solution]

Hi @Wajahath_Ali ,

The out-of-the-box "Team activity totals" report only uses the single object "Activities". In order to get what you're looking for you need to cross-reference the "Contacts" object against "Activities".

The only way to do this is using the Custom Report Builder.

NOTE: I haven't cross-referenced the resulting data from this report with the "Team activity totals" report to verify it's exactly the same, but I think this will get you down the right path.

Here's how...

CREATE NEW CUSTOM REPORT

Select "Contacts" and "Sales Activities" as the objects to reference.

ADD A FILTER FOR LIFECYCLE STAGE

1. Click on the "Filter" tab

2. Drag a "Lifeycle Stage" filter from the left column

3. Set the criteria to "Is None of Customer"

BUILD THE VISUAL REPORT

1. Select the "KPI" style report

2. Drag the following metrics from the left column:  Call Title, Email Subject, Meeting Name, Call Notes, Task Title

3. Set each one to "Distinct Count"

RENAME EACH METRIC TO MATCH THE ORIGINAL REPORT (OPTIONAL)

And it should look like this when you're done...

 

Hopefully, this gets you close to what you're looking for. If it's not perfect, you can mess around with the settings, but I think it's the right path to explore.

Happy to hop on a call to walk you through any of it. Feel free to book time on my calendar from the link in my signature.

[karstenkoehler · Accepted solution]

Hi @Wajahath_Ali,

What you're trying to achieve is unfortunately not possible in the free CRM (and judging by the tag of your post, you are using the free CRM).

You would have to upgrade to a Professional subscription to be able to create custom reports.

Best regards!

[jfreeman · Accepted solution]

Hi @Wajahath_Ali ,

The out-of-the-box "Team activity totals" report only uses the single object "Activities". In order to get what you're looking for you need to cross-reference the "Contacts" object against "Activities".

The only way to do this is using the Custom Report Builder.

NOTE: I haven't cross-referenced the resulting data from this report with the "Team activity totals" report to verify it's exactly the same, but I think this will get you down the right path.

Here's how...

CREATE NEW CUSTOM REPORT

Select "Contacts" and "Sales Activities" as the objects to reference.

ADD A FILTER FOR LIFECYCLE STAGE

1. Click on the "Filter" tab

2. Drag a "Lifeycle Stage" filter from the left column

3. Set the criteria to "Is None of Customer"

BUILD THE VISUAL REPORT

1. Select the "KPI" style report

2. Drag the following metrics from the left column:  Call Title, Email Subject, Meeting Name, Call Notes, Task Title

3. Set each one to "Distinct Count"

RENAME EACH METRIC TO MATCH THE ORIGINAL REPORT (OPTIONAL)

And it should look like this when you're done...

 

Hopefully, this gets you close to what you're looking for. If it's not perfect, you can mess around with the settings, but I think it's the right path to explore.

Happy to hop on a call to walk you through any of it. Feel free to book time on my calendar from the link in my signature.