Zoho Reports Overview
- Video Overview
- Logging into Zoho
- Shared Databases
- Sidebar Layout
- Zoho Data Update
- Building a Report
- Accessing Reports via the Custom Tab
- Zoho Help Desk
Zoho Reports (http://reports.zoho.com) is a 3rd party custom report and dashboard builder available as an optional add-on item. If your agency doesn’t currently have this option and you are interested in learning more, please contact firstname.lastname@example.org.
Zoho Reports allows you (an administrator) to quickly build charts, tables, and dashboards using an intuitive drag-and-drop interface. Once your reports are built, you can choose to add them to the side-menu in extendedReach and share with others in your agency. Zoho reports is restricted to administrative use only; publishing the reports to the side-menu allows all staff to view the report.
Product-specific online help for Zoho is available here: https://reports.wiki.zoho.com
Below are some examples of what you can build in Zoho:
Image: “Census Report”
Image: “Case Placement Type”
Image: “Initial Activities Completed and Due”
Image: “Total Number of Days in Care by Case”
For a list of frequently asked questions, click here.
Logging into Zoho
You can access the Zoho Reports in the Administration Section under Organization Settings and at the very bottom you will see an option that says Zoho Administration. If you click that, extendedReach will show you your Zoho Password, then take you to the login screen.
You can also go to reports.zoho.com and use your designated extendedReach user id and password to login.
Image: “Accessing Zoho Password and Logging In”
Multi-Factor Authentication (MFA)
If you see a prompt from Zoho to set up Two Factor or Multi-Factor Authentication, we recommend clicking 'Remind me later' in the bottom right corner to continue logging in. Please keep in mind that if multi-factor authentication is set up, the person whose phone number is provided will always have to relay the one-time password to all others who try logging into your agency's Zoho Analytics workspace. If the staff person who sets up MFA leaves the agency, we do not have a way to unlock your Zoho account. If your agency has a Standard Operating Procedure (SOP) in place to handle these type of situations, then you should be fine. If you don't, you might want to consider writing up an SOP for your agency or possibly reconsider the use of multi-factor authentication.
Once logged into Zoho, you will be defaulted to the My Databases workspace, to view the database from extendedReach, click on Shared Databases and click on the desired database you wish to work in.
In most cases, there will only be one database unless there is more than one program within the agency using Zoho.
Image: “Shared Databases”
When you open your Zoho database you will see a list of tables on the side menu. The section labeled “extendedReach Data” is the data that extendedReach is automatically feeding into your database. This information is not anything that you need to make changes to.
You can click on these table to pull up a large spreadsheet, full of data from all of the fields within that table.
Image: “extendedReach Data”
There will always be two folders in the sidebar: extendedReach Data, and Custom Reports. The extendedReach Data folder houses all of the tables that will be used in the Zoho report creation. Custom Reports are where all of the reports or charts you create will be stored by default, which is indicated by the star icon.
Image: “Zoho folders”
To create a new folder, click on the plus button, located in the upper right-hand corner of the side bar.
Image: “Create new folder”
Zoho Data Update
Data from extendedReach is automatically kept in sync with Zoho Reports – there is no need to upload data to Zoho from extendedReach. Data is pushed from extendedReach to Zoho daily; if data needs to be synced during the day or immediately due to changes within extendedReach, go to Organizational Settings -> Organizational Preferences -> General -> Click “Send Data to Zoho Now”.
Image: “Manually send data to Zoho”
Building a Report
Whether you are creating a table, a chart, or a different type of report, you can always get started by clicking on the green “Create New” button.
Image: “Create a new report”
There are many different reports that can be created in Zoho. The following is a list of reports commonly used:
|Types of Reports||Description|
||Bar charts, pie charts, line charts, funnels – there are 12 chart types to choose from as well as variations of these charts. Charts are the best way to visually display your extendedReach data.|
|Organize your extendedReach data utilizing combinations of columns, rows, and data. Similar to a table in Excel, pivot tables are ideal for viewing data from various tables side by side.|
| Summary View
||A simplistic version of the Pivot Table, the Summary View allows you to quickly group and summarize sets of data.|
| Query Tables
||The more advanced version of Pivot Tables, utilize SQL skills to create customized data tables.|
|Dashboards||View all of your charts and tables in a customized dashboard, where you can add images, text, widgets, and much more!|
Depending on which report you decide to build the name of the first tab will vary; however, it will always be the tab where you insert the data you want to display. Data includes all of the information that is pulled from the agency’s extendedReach database. Each table represented in the left side bar contains multiple fields that can be used to create tables, charts, and summaries.The second tab and third tab, which are consistent regardless of what kind of report is created, is how you filter the data.
Whether you are adding data or filters, Zoho utilizes a simple drag and drop functionality so you can drag the fields you want from the side menu and drop them into the desired tab. If you cannot locate a field in the side menu, try using the search function at the top of the side menu.
The Filters tab will segment the data that you inserted in the first tab. From there, you can decide if you want to only show active households, closed cases, specific reports, etc.
The User Filters enables a person viewing the report in View Mode to filter the data further. For example, they could filter by program, branch, or date.
Accessing Reports via the Custom Tab
You can add any report, table, or dashboard you have created in Zoho to extendedReach for the rest of the agency to view. When you hover over the Custom tab, it will list the reports you have created, and added to extedndedReach via Organization Preferences. When you click on one of the reports under the Custom tab, it will redirect you to that Zoho report.
To learn more about how to publish Zoho reports back to extendedReach, please refer to the Related Articles section below.
Image: “Custom Tab”
Zoho Help Desk
If you run into any Zoho-related issues or would like to learn more about what the platform offers, click on the question mark icon located in the top left-hand corner. From there, you can watch video demos, webinars, view their help documentation and frequently asked questions, as well as contact their support team. Image: “Zoho Help”
If any issues appear to be coming from extendedReach (i.e. data not syncing properly), please Contact Support.