How do I share a custom report with another Prophet user?

To share the reports you create with others, you will need to export the report. This will compress it into a file that you can then email other users, who can then import that file.

Step 1: Exporting a Report In your Contact, Company or Opportunity Manager, click the arrow next to TOOLS and select “Import and Export Wizard.”

Avidian Prophet CRM: Import and Export Wizard View

Then choose “Export Prophet Report” and click Next.

Avidian Prophet CRM: Export Prophet Report View

Then choose the CATEGORY and Report NAME and click EXPORT after making note of where the report will export TO. You can change this location by clicking Browse.

Avidian Prophet CRM: Export Prophet Report View

The report will then be exported and you will get the following confirmation message:

Avidian Prophet CRM: Export Report Processing View

Now follow the filepath indicated above, in this case: C:\Users\amandab\Documents\Avidian Technologies\Prophet\Reports\Opportunities and right-click on both the .rpx and XML files.

Avidian Prophet CRM: Find Files View

Select Send to > Mail Recipient and an email will open with the two files attached. Email to the user(s) you want to share the report with.

Avidian Prophet CRM: Send Files to Recipient View

Step 2: Importing a Report: To import a report, first you need to save the files that were emailed to you somewhere on your computer (desktop is fine).

Then click the arrow next to TOOLS and go to “Import and Export Wizard.”

Avidian Prophet CRM: Avidian Import Export Tool Menu

Choose “Import Prophet Report.”

Avidian Prophet CRM: Import Prophet Report View

Then click Browse to find the file you saved to your desktop (or elsewhere) and click Import.

Avidian Prophet CRM: Import Prophet Report Dialog Box

A message will let you know when the import was successful. You can now find that report in your Report Manager under the proper category.

How do I remove the red line present in my reports?

If you see a red line on your Basic Report this means your page width is set too wide and the red line indicates where the end of the page/report should be.

Avidian Prophet CRM: Report Manager - Remove Redline View

Portrait:

  • The size of the Basic Report in Portrait view should be set to 6.5 inches in total length.

  • Prophet will add an additional 1” to each side of the page.

Landscape:

  • The size of the Basic Report in Landscape view should be set to 9 inches in total length.

  • Prophet will add an additional 1” to each side of the page.

To Fix Red Line/Margins Length of Reports:

  • Open Outlook

  • Select Report Manager folder

  • Under “Choose Report Category” select the appropriate report type

  • Under “Choose Report Name” highlight the appropriate report

  • Click Designer.

    Avidian Prophet CRM: Report Manager - Designer View

  • Expand Designer to fit screen size.

    • Double click on the top to expand size or click on the single square box next to the ‘X’.

  • Move mouse over right edge of report until a line with two arrows, one on either end, appears (similar to image below).

    Avidian Prophet CRM: Report Expanded View 1

  • Hold down left mouse key.

  • Drag mouse and black line to desired length found along the grid at the top of the page.

  • Let go of mouse key.

  • Select File.

  • Click Save.

  • Exit Designer.

  • Run report as normal.

    Avidian Prophet CRM: Report Expanded View 2

Can Prophet show me the last access time for each user?

Usage Reports

Prophet stores the last access time by user activity for the following four functions:

  • Viewed Contact List

  • Viewed Company List

  • Viewed Opportunity List

  • Viewed Prophet Today Dashboard data

This data a can be retrieved by the Administrator via the admin portal under “Usage Reports.”

Avidian Prophet CRM: Manage Users View

The frequency of these interactions can be derived from the SQL database via a query

select * from [dbo].[VW_ActivityAudit]

Here is an example:

Avidian Prophet CRM: SQL Database Export View

The hit count tells you how many times the user has performed the action. For example, since starting on my current database, Eric has viewed the contact list 423 times. The time shown is in UTC, so it was last loaded on 2/28 at 5:40pm.

How do I remove the red line present in my reports?

If you see a red line on your Basic Report this means your page width is set too wide and the red line indicates where the end of the page/report should be.

Avidian Prophet CRM: Report Manager - Remove Redline View

Portrait:

  • The size of the Basic Report in Portrait view should be set to 6.5 inches in total length.

  • Prophet will add an additional 1” to each side of the page.

Landscape:

  • The size of the Basic Report in Landscape view should be set to 9 inches in total length.

  • Prophet will add an additional 1” to each side of the page.

To Fix Red Line/Margins Length of Reports:

  • Open Outlook

  • Select Report Manager folder

  • Under “Choose Report Category” select the appropriate report type

  • Under “Choose Report Name” highlight the appropriate report

  • Click Designer.

    Avidian Prophet CRM: Report Manager - Designer View

  • Expand Designer to fit screen size.

    • Double click on the top to expand size or click on the single square box next to the ‘X’.

  • Move mouse over right edge of report until a line with two arrows, one on either end, appears (similar to image below).

    Avidian Prophet CRM: Report Expanded View 1

  • Hold down left mouse key.

  • Drag mouse and black line to desired length found along the grid at the top of the page.

  • Let go of mouse key.

  • Select File.

  • Click Save.

  • Exit Designer.

  • Run report as normal.

    Avidian Prophet CRM: Report Expanded View 2

How do I run an activity report that shows all my notes added in a specified data range?

As long as notes are tracked in the Prophet Opportunity window, you can create an Activity Report that will filter by the preferred date and time. To filter by a date range of the time stamps for the notes, include the field “NoteDateTime” in the selection criteria while choosing fields in the report wizard.

Avidian Prophet CRM: New Report Wizard Step 2, View 2

Then, to filter by the date range, click on the Date tab of the Sort Parameters and Filters section. You can filter by a preset period of days (15, 30, 60, 90, etc.) or choose your own date range.

Avidian Prophet CRM: Report Manager - Filter Date Range

If notes are tracked in the Contact Manager, you can view those notes, but cannot filter by a date range.

What do I do if I accidentally delete a report?

All reports are stored locally on your computer in C:\Program Files\Avidian Technologies\Prophet\Reports.

Avidian Prophet CRM: Report Manager - Find Deleted Report View

You can routinely run a back-up or make copies of the report files in these folders in case this situation ever arises, if that’s feasible.

If the report was a built-in/canned report within Prophet, you can also contact support and we will send you the report files to re-import. Please contact support@avidian.helpserve.com for assistance.

However, if the report was a custom report, you will need to re-create it.

How do I get a report that gives me the closing ratio for my reps?

In order to calculate the closing ration of your sales, you need to combine the output from two separate reports. Towards the end of the reporting period, run a pipeline report to get a snapshot of Opportunities’ revenue and status at that point. Once the reporting period closes, run the Won/Loss report to report on how many of those deals were closed successful. You can then combine the reports in Excel and create a formula to calculate the closing percentage.

Another option is to set a quota for your Reps in the User Management section of the Prophet Administrator page. Then you can run a report under Account Sales to calculate how the reps are performing to that quota.

Avidian Prophet CRM: Prophet OnDemand Closing Ratio Dialog Box

What if my report is not pulling any data / I get an error that says “no data to report” when I run my report?

Avidian Prophet CRM: Report manager - No Report Warning Dialog Box

The most common cause of blank reports is that selection criteria for the report have been set too narrow for Prophet to find data that matches all the criteria set.

A good practice is to start with a wide data set with very few criteria, and run the report to make sure it is extracting data as you would anticipate. Then narrow the selection criteria as needed. When no data is presented, often times the date range is set too narrow or a particular filter eliminates the data you are actually searching for.

To verify what filters are in place, refer to the Sort Parameters and Filters section of the Report Manager.

Avidian Prophet CRM: Report Manager - Sort Parameters and Filters Dialog Box

Look within each tab (Date, Accounts, Revenue, and Criteria) to see which filters have been set.

  • Is the data range possibly filtering out the data you want?

  • Are you only filtering on specific contacts or companies?

  • Is the revenue range too specific?

  • Is there another criterion that was set?

  • Perhaps there are several filters in place and your data does not meet ALL filters set.

Start with no filters and then slowly add filters to ensure you don’t end up filtering out ALL the data.

What does the designer do?

To modify the layout of the basic format reports, you will use the Report Designer.

Avidian Prophet CRM: Designer View

The main purpose of the Report Designer is to be able to change the layout and the header titles on your report. In the PDF view of the report specifically, it is used for making more room for the data to spread out in the column width. Please refer to the attached document for detailed instructions on the Report Designer.

What if my report is not pulling any data / I get an error that says “no data to report” when I run my report?
Avidian Prophet CRM: Report manager - No Report Warning Dialog Box

The most common cause of blank reports is that selection criteria for the report have been set too narrow for Prophet to find data that matches all the criteria set.

A good practice is to start with a wide data set with very few criteria, and run the report to make sure it is extracting data as you would anticipate. Then narrow the selection criteria as needed. When no data is presented, often times the date range is set too narrow or a particular filter eliminates the data you are actually searching for.

To verify what filters are in place, refer to the Sort Parameters and Filters section of the Report Manager.

Avidian Prophet CRM: Report Manager - Sort Parameters and Filters Dialog Box

Look within each tab (Date, Accounts, Revenue, and Criteria) to see which filters have been set.

  • Is the data range possibly filtering out the data you want?

  • Are you only filtering on specific contacts or companies?

  • Is the revenue range too specific?

  • Is there another criterion that was set?

  • Perhaps there are several filters in place and your data does not meet ALL filters set.

Start with no filters and then slowly add filters to ensure you don’t end up filtering out ALL the data.

How can I create a custom report in Prophet?

Our Report Wizard walks you through the process of selecting the query criteria for a new report and selecting the fields you wish to include in your new report. You can also edit an existing report to alter these criteria once the report is create by selecting a report and clicking the “Edit” button. The Report Designer allows you to customize the display format of the report.

Some helpful tips you should know regarding custom reports:

  • If you are reporting primarily on opportunity data, select a report category of “Opportunity.”

  • A very popular report is the sales activity report, which shows all sales related activities associated with each opportunity. A canned version of this report is found under the report category of “Pipeline Forecast.”

NOTE: Once you edit a report and change the underlying query criteria and/or fields, you will LOSE any edits you made to the format of the report in the Report Designer. Therefore, it is very important to get your criteria set correctly before customizing the output format of the report.

Steps to Create a Custom Report

  • In the Report Manager, click on the Wizard button to launch the New Report Wizard Step 1 of 3 dialog.

    Avidian Prophet CRM: Report Manager View

  • Select a Report Category from the drop-down list. Each category will give you a different type of report.

    Avidian Prophet CRM: New Report Wizard Step1, View 1

    • Account Sales – Generates reports on Opportunities with the Sales Status of Won.

    • Company – Generates reports on your company records.

    • Contacts – Generates reports on your contact records.

    • Opportunity – Reports on all Opportunities (Opportunities with any Sales Status).

    • Pipeline Forecast – Generates reports on Opportunities with the Sales Status of Active.

    • Products – Generates reports on your products and/or services, including those associated with Opportunities.

    • Won Loss – Generates reports on Opportunities with the Sales Status of Won or Lost.

    View the Report Wizard Available Fields section attached for a detailed list of all fields available in each category.

  • Select the department you will be reporting on. If you are only using one department in Prophet, select that department.

    Avidian Prophet CRM: New Report Wizard Step1, View 2

  • Enter a report name, which must be unique.

    Avidian Prophet CRM: New Report Wizard Step1, View 3

  • Clicking Next will open the New Report Wizard Step 2 of 3 dialog.

  • Enter a report title. This can be the same as the name of the report entered in the previous step or different.

    Avidian Prophet CRM: New Report Wizard Step 2, View 1

  • Select the data fields that you’d like to include in your report. To add them, either double-click the data fields of your choice, or highlight each and use the right-pointing arrow to add them to the Report Fields window.

    • The order the fields appear in the Report Fields window determines the placement from left to right on your report. Reorder the fields by highlighting a field and moving it with the up or down arrows.

      Avidian Prophet CRM: New Report Wizard Step 2, View 2

  • You can view the layout of the report by clicking the Preview button. A Preview Report window opens and it can be enlarged to view the layout of your report.

    Avidian Prophet CRM: New Opportunities Report View

  • Close the Preview window, and make any modifications to the report by adding or deleting report fields or changing the report title on Step 2 of 3, or click Back to change the report name or category in Step 1 or 3.

  • If you are satisfied, click Next to open Step 3 of 3.

    Avidian Prophet CRM: New Report Wizard Step 3 View

  • Some report categories have fields that can be summed (i.e. Sales Revenue and Recur/Other Revenue); if you have included either of those fields in your report, you can select one or both field(s) and move them with the arrow to the Summary Fields window.

  • You can still go back to previous Steps and modify your report, or click Finish.

  • A dialog will ask if you want to open your report in the Designer for additional modifications.

    Avidian Prophet CRM: New Report Confirmation Dialog Box

    Typically we suggest you say No to this as it’s not necessary at this time and can always be done later.

  • You have now created a report template and it will be available to run. To view your report

    • From the Choose Report Category drop down, choose the category that you created the report in.

    • Highlight the report name.

      Avidian Prophet CRM: Report Manager - New Opportunities Report Selection View

    • Apply any filters or sorts.

      Avidian Prophet CRM: Report Manager - Apply Filters View

    • Choose your report format (basic or excel).

    • Click View Report.

      Avidian Prophet CRM: Report Manager - Report Format View

NOTE: Should you select Preview Report, only a small snapshot of your report will be exported. To ensure all data is presented, always click VIEW Report.