Record Insights are table views of your data, allowing you to view and pull reports easily from the system. To navigate to an existing Record Insight, click the Browse, then Insights menu in the inner left panel. A list of insights will appear. Note that table insights do not reference a workflow.
You can review the data on the screen, and narrow down the information by typing in a search word. For example, I can type in “Bob” to see all contacts with that name. You can narrow the information using any field contained in the Insight view (name, email, etc).
In addition to reviewing the data, you have several other tools at your disposal. Click on the options button (gear icon in upper right) and you can:
- Share the report with any security group
- Edit the report (if you are the owner)
- Delete the report (if you are the owner)
- Clone the report to make a copy that you own
- Export the report to an excel file
When you first pull an insight, Winmore saves the data you pulled for 5 minutes. Any updates made to the information in the report will not show for those five minutes. This helps the system to load more quickly, particularly if you’re toggling back and forth between the insight and other information. If you reload the insight after the 5 minutes, the data will be refreshed.
If you’d like to refresh the data before the 5 minutes have lapsed, you can click the Run Now option next to the search bar.
Creating Record Insights
To create a new custom view for a Record Type, Click on the Insights menu in the left navigation bar. Then click the Create Insights button at the top of the screen.
Choose the record type for which you wish to create an Insight View.
To control which records are displayed in the view, you can create Conditions. These specify the rules which a record must follow to appear in this custom view.
In this example, we’ve named a new view “Top Accounts”. Then we click the Add Condition button and select a field for the condition to act on. We’ll use Annual Billing, which is a dollar amount listed under the Account details. In the next screens we can specify how the condition will function and its parameter. In the example, we’re using the “Greater Than” function, and then enter the amount parameter, “999999”. Click Save.
Now the new condition is listed on the left. Notice that it’s joined to the default condition of “Deleted is false” by AND. This means that BOTH conditions must be true for a record to be displayed in our custom view. Clicking AND will switch it to OR, meaning that EITHER condition needs to be true for the record to be included in the View.
Specialty Date Filters
Under the Filter options, you are able to set up date ranges, either as definite dates or as a rolling time-frame. To do this, click Add Filter and find the date you wish to report from. (This date could be “Created At,” “Updated At,” or any other custom field that you’ve created using the date format).
Upon choosing the date, you will be able to choose four different functions of how to use the date field:
- Date “IS,”
- Date “IS BEFORE”
- Date “IS AFTER” or
- Date” IS WITHIN ROLLING TIMEFRAME”
Definite Date Range
If you are looking to report all records within a specific date range (such as the current Quarter), you can create two filters, choosing “IS AFTER” and then “IS BEFORE” with the required dates.
For example, if you wish to pull a Calendar Q4 data for 2017, you could choose the filter: Created At is after 9/30/17 and Created At if before 01/01/2018.
NOTE: Keep in mind that when choosing dates within a timeframe, you will need to use the day before and the day after as your limiters. ie. Anything after 9/30/17, means our report includes 10/1/2017 and anything before 1/1/2018, means our report includes 12/31/17. If you were to use the actual quarter dates, you would exclude records created on 10/1 and 12/31.
Rolling Date Range
If you are looking to report all records within a rolling date range (such as all records created in the last month), you can use the “IS WITHIN ROLLING TIMEFRAME” functionality.
When you choose this, the system will generate a series of options for you to choose, such as “BEFORE TODAY,” “TODAY,” “THIS WEEK,” “NEXT WEEK,” “THIS MONTH,” “NEXT MONTH,” THIS QUARTER,” etc…
Choosing one of these options will automatically update the report based on the day that you view it to include only records with dates during the designated timeframe.
Click Add Columns and select a field to display in a column. In this example, we’ll choose Account name, City, State, Total Revenue, Expected Volume and Owner. Once all the desired fields have a check-mark next to them, click Save. You can always edit and add or remove columns later.
You’ll be able to sort by any of the column field data that you are selecting. Therefore, by choosing owner, we can now narrow results down to a single owner, or by choosing city, we can narrow results down to a single city.
Fields from associated records can also be included in the Insight. Select an associated record type at the top of the list, then select the field from that record to include in a column. In this example, a Contact Insight is showing an associated Account. We could, for example, include the Name field from the Account.
Managing the Columns
The data will appear in the order that you clicked it. Therefore, you may need to reorganize the columns. To do so, click the Manage Columns button.
From the right hand panel, you can drag the fields into the order you wish to view it. You can also update numeric columns by clicking the “Options Button” in this panel. The columns can be set to show aggregations (sum, average, maximums, minimums) as well as display the numbers as integers or USD or EUR currency. And lastly, you can remove a column by clicking the X associated with the unnecessary column.
You can set the default sort column and A-Z or Z-A direction by clicking on the column header, then using the green “Save” button.
When you’re finished configuring the view and the Table Preview shows what you’d like to see, click the green Save button to return to the records view.
Editing an Existing Insight View
If you are the owner of a view and would like to edit it, you can do so by clicking into the view, then clicking the gear button and choosing “Edit.”
Once in the Insight View Creation screen, you will be able to change/update filters and conditions, add or remove columns, reorder data or change the shared status of the Insight View.
Exporting an Insight
Open the Insight that you’d like to export and click the View Options gear button at the top.
Next, click Export in the right-hand menu. The Insight you have open currently will automatically be selected, but you can also click to include any other custom Insights in the same export. Click the green Export button at the top to download the file to your device.
Note: The export function opens a new tab in your browser. Some pop-up blockers will prevent this page from loading and cancel the export. Please ensure that your browser allows pop-ups from https://secure.lanetix.com
The exported Excel file contains the same data and column headers as in your custom Record Insight. Any additional Insights you selected will appear as additional sheets in the Excel workbook.