create reports track metrics

How To Group or Segment Data for Analysis

You need easy options for creating quick reports from your CRM data for analysis and decision-making across your organization. 

With Insycle, you can explore field values and unearth important stats, and schedule automated exports to share with others in your organization.

If you want to set up automated exports, use the Grid Edit module to filter and set up a schedule to regularly email a segment of your data. Use the Group & Update module to group all values in a given field, analyze your data, and unearth important stats. You can add a second field to sub-group data, and potentially get some additional statistics.

Segment Data and Schedule Report Exports with the Grid Edit Module

The Grid Edit module makes it simple to slice, dice, and filter your data—then export it once or on a recurring schedule.

Process Summary

  1. Filter your records to a specific segment.
  2. Export records to a CSV report.
  3. Save the export configuration as a template.
  4. Schedule automation to run the template and email the CSV report on a regular basis.

Step-by-Step Instructions

1. Set Up a Filter to Export Only Relevant Records

In the Grid Edit module, select the database and record type

When you're looking to export or report on specific records, use the filter to work only with an appropriate subset of your data. You can filter your data using any field in your database.

Under the Filter tab, select the Field to work with. Use the Condition to set the rule that the data in the selected field must meet.

In this example, the filter will look for records with no data in the First Name field. 

Set up filter

Click the Search button, and a preview of the records that match this filter will load in the Record Viewer at the bottom of the page.

Record Viewer

2. Export the CSV File

To select individual records for export, use the checkboxes next to each record.

Select individual records

Click the Layout tab to modify the fields that will be part of your export.

In the right column, you can search for fields to add to the layout and drag them into the left Visible Fields column. Remove fields by dragging from the Visible Fields column into the right column.

Change layout

With your filters and layout set, Insycle can now export the segment of data that you have selected.

On the Filter tab, click the Export button.

Export button

In the Export popup, select New File and click Next.

Select New file

On the Email tab, enter additional email addresses (hit Enter after each), a Subject, and a Description.

On the When tab, click Run Now and select which records to apply the change to (in most cases this will be All), then click the Run Now button.

Export all records now

Open the CSV file from your email in a spreadsheet application and review the results.

3. Save as a Template and Setup Automated Exports

If you are satisfied with the data in your CSV, return to Insycle and save all of the configurations as a template. This will save you time and provide consistent reports in the future.

Return to the Template menu at the top of the page and click the + to give the new template an informative name and then click the Save button.

Template menu

To set up automated exports for reporting, click the Export button.

On the Email tab, add recipients who should receive the CSV each time the template runs.

Then, on the When tab under Automate, set up the frequency your CSV should automatically be exported--hourly, daily, weekly, or monthly.

When tab, schedule automate

Once scheduled, data that matches your filter will be automatically exported and emailed to you or your team, improving data collaboration and allowing you to keep an eye on the most critical metrics.

You can view all scheduled automation on the Automations page on your dashboard.


Group and Analyze Field Values in the Group & Update Module

The Group & Update module makes it simple to gain a solid understanding of the data contained in each field. 

Process Summary

  1. Pick a Field to Group By
  2. Analyze underlying data in that field
  3. Add an additional field to create sub-groups.

Step-by-Step Instructions

1. Pick a Field to Group By

In the Group & Update module, select the database and record type. Then explore the templates for an existing solution that may be close to what you need.

Under Step 1, select the Field you want to group by and analyze. In this example, we've chosen the Industry field.

Step 1 select field

Click the Analyze button, and a preview of the value groups that match this filter will load in the Record Viewer at the bottom of the page.

The Record Viewer lists all of the unique values contained in the field with a count of how many times each value is found. The below example shows that the most common Industry among our company records is Home Services.

If the selected field was a numeric field type, there would also be statistical data.

Once your field is selected, click the Analyze button. A preview of your data will be generated at the bottom of the screen in the Record Viewer.

Record Viewer

Click the checkbox by a value to expand the group. This opens up a secondary Viewer below the first, where you can review the individual records that have the selected value.

Secondary viewer

2. Create Group Subsets by Adding a Second Field

To explore a second grouping–a subset of the first–you can add an additional field under Step 1.

Step 1, add second field

When you click Analyze all of the different values for the first field are broken out into groups based on the second field.

Record Viewer with two fields

A secondary field where the Field Meta is INT (integers) will display additional, quantitative metrics. For example, if you chose to group by Deal Owner and Deal Amount (an integer field) in Step 1, information such as the minimum, maximum, average, and total deal amounts generated by each Deal Owner would display.

Record viewer for integer field with metrics

Click the checkbox for a row to drill down into the individual records contained within each group.

Secondary viewer with individual records

Pro Tip: Viewing More Columns in the Record Viewer

If you'd like to see more information for each of the resulting records within each variation group, you can alter the fields in the secondary Record Viewer by using the Layout tab in Step 1.

Step 1 Layout tab

Frequently Asked Questions

Is the old data from the field deleted when I run the bulk update?

Yes, the pre-existing data in the record will be overwritten by the bulk update. If you need this data for reference or restoration, it will be available in the CSV in the Activity Tracker.

Can I restore deleted data?

Yes, but not directly. You can access the deleted data in the Activity Tracker and re-import the partial records if needed.

Additional Resources

Related Help Articles

Related Blog Articles