Marketing Reports

Reports gather and review data across Marketing. Insightly provides templates per object, and custom reports can be built and saved on top of them.

On this page:

• Finding reports
• The report editor
• Filters
• Running a report
• Report actions
• Troubleshooting custom reports

Finding reports

The Advanced Reporting page lists folders down the left:

• My Personal Reports, custom reports you created.
• Shared Reports, custom reports shared with you by someone else.
• All Reports, both of the above.
• Then one folder per object: Prospect, List, Redirect Link, Form, File, Email and Visitor Reports.

Selecting a folder lists its reports with name, date created, creator, and whether a schedule is set. The search bar searches within the folder.

The report editor

Four controls apply to every report: Close, Save, Run Report, and Report Properties for renaming and choosing a folder.

Report Fields

Lists the fields available on the report, draggable into either the Filters and Parameters section or the Preview Grid. These are the same fields offered by Add a Filter Row.

Field types are shown by the icon beside the name:

The Preview Grid

Shows report data before running it. Export to Excel exports from here. Dragging column headers into the groupings section creates groupings, which is the prerequisite for adding a chart. The X on a column removes it, fields dragged in from Report Fields add columns, and the three-dot menu on a date column sets its date format.

The four icons

In the upper right of Report Filters and Parameters:

• Filter Records by Owner
• Filter By Date, already enabled on reports carrying a default 90-day filter
• Configure Filter Logic, available once three or more filter rows exist
• Add Summary Field, available once the report includes a numeric field
• Add Chart to Report, available once a grouping exists

Filters

Quick filters

A quick filter applies on top of every other filter on the report.

Filter Records by Owner limits to records owned by a specific user. This is what makes a shared report resolve differently for each person running it.

Filter Records by Date limits by the date items were created.

Basic filters

Add them either through Add a Filter Row or by dragging a field from Report Fields into the Filters and Parameters section. Set the Operator and Value, then click Add.

⚠️ Eight filters is the maximum per report.

AND narrows results to records matching every filter. OR broadens to records matching any. Filtering first name John AND last name Smith returns people who are both; with OR it returns everyone called John plus everyone called Smith.

Filter logic

Once a report mixes AND and OR across three or more filters, the evaluation order decides the result and filter logic is how you control it.

Filters are numbered on the left, and those numbers go into the formula. Click Configure Filter Logic to open the section, then edit by adding parentheses or changing operators.

The source’s case: a report of Prospects assigned to one owner and marked both Do Not Email and Do Not Call. Written as 1 AND 2 OR 3, the trailing OR returns records regardless of owner. Written as 1 AND (2 OR 3), it does not.

Parentheses inside parentheses is nesting, as in (1 AND 2) OR ((3 OR 4) AND 5). Insightly evaluates the innermost set first and works outward. Read a complex formula one bracket at a time.

Contains any and Contains all

Two operators exist for custom field multi-select dropdowns, in List Views, Dynamic List Rules and Reports.

• Contains any matches records holding any of the selected values.
• Contains all behaves as the original Contains operator did.

ℹ️ Lists created before this operator was added were assigned Contains all automatically, so an older list may behave differently from one built today with what looks like the same intent.

Running a report

Clicking Run Report opens the View Report page in three sections: Report Generation Status with the record count, Report Schedule and Alert if either is configured, and Report Filters and Parameters, read-only here, with a pencil icon back to the editor.

⚠️ The report data section displays a maximum of 2,000 results. Beyond that, export to see everything. Export includes the first 2,000 and all rows past them.

The Actions dropdown exports in several formats and offers print. Paid subscriptions also get scheduling and alerts here.

Report actions

⚠️ Insightly’s default report templates cannot be edited or copied. Only reports a user has created and saved. To modify a template, run it and use Save As to create your own copy first.

Edit

Open the report, click the pencil icon to reach the editor, make changes, then Save. Save As, from the dropdown beside Save, saves the edits as a new report instead.

Copy

Open the report in the editor, click the dropdown beside Save, and select Save As. Name the copy and choose a folder in the Report Properties popup, then Save.

Export

⚠️ Export permission is granted by an administrator, not on by default.

Open the report, click Actions, and select Export to Excel or Export to CSV. A confirmation appears, then an email arrives with a download link valid for 30 days.

⚠️ Exports carry raw data only. Groupings, summaries and charts are not included.

Schedule

A scheduled report runs at a chosen time and arrives as an email attachment. Typical uses: a monthly count of opened emails, a weekly list of emailable Prospects, a daily report of new Prospects, a quarterly report.

The report must be saved first, so a default template cannot be scheduled directly.

1. Run the report, then click Schedule.
2. Select the user to run the report as.
3. Under Report Delivery, choose recipients. Sending to yourself and others opens a dropdown of individual users.
4. Set frequency and occurrence, a start date, and an end date if needed. Find Available Delivery Times sets a specific time.
5. Leave Report Schedule is Active checked, or uncheck later to pause.
6. Click Save Schedule.

⚠️ The run-as user determines what the report contains. Scheduled reports respect that user’s record permissions, so choosing someone with narrower visibility silently produces a smaller report for every recipient.

ℹ️ Delivery times are UTC.

To change or remove a schedule, click Schedule again and either Save Schedule or Delete.

Smart alerts

An alert runs a report on a schedule and checks it against a threshold, emailing only the alert’s creator. The source’s example: notify when an email on the report reaches 300 opens, using a count summary field.

The report must be saved first.

1. Run the report, then click Set Alert.
2. Select the alert type, which sets when notification is sent.
3. Define the alert conditions.
4. Set the Alert Check Schedule, in UTC.
5. Leave Report Alert is Active checked, or uncheck later to pause.
6. Click Run Now to test. Pass means current results would trigger it, Fail means they would not.
7. Click Save.

⚠️ Alert conditions can only use numeric fields. Non-numeric fields do not appear as options. Adding a summary field to the report first is what makes summaries usable as conditions.

Groupings and charts

A chart needs a grouping. Drag one or more columns into the grouping section in the editor; those columns are what the chart displays. Then click Add Chart to Report.

Seven chart types are available:

Set the chart title and the X and Y axis properties, which vary by type, then Save Chart followed by Save.

ℹ️ The preview shows up to 10 data points along the X-axis; the saved chart shows up to 50.

⚠️ One chart per report, and it cannot be styled. Colors, data point formats and data labels cannot be customized, and charts are excluded from exports.

Troubleshooting custom reports

When a report doesn’t return the results you expect, the cause is almost always the data in your records or the conditions in your filters. Three common causes:

Incomplete data entry

A report is only as accurate as the fields it searches. If users skip or mistype a field when creating records, reports built on that field will miss or misreport those records. Good data-entry habits help, but you can also catch the problem directly: build an exception report with an Is Empty filter to find records missing that data, and schedule it to run regularly so gaps get caught rather than accumulating.

Conflicting AND filters

Two AND conditions on the same single-value field return nothing, since a record can’t hold two different values for that field at once. A report filtering Status equal to In Progress and Status equal to Not Started will always return zero results, because no record can be both.

Combining Filter Rows with AND/OR Operators

Changing AND to OR fixes it: Status equal to In Progress or Status equal to Not Started returns records matching either one. AND narrows results; OR expands them.

OR Filter Logic in Report Filters

Date filter issues

Date filters can use a static date (a fixed date like 10/31/2019) or a relative date (a reference like Today, Next Week, or Last Quarter), and picking the wrong one for what you’re trying to track produces empty or misleading results.

To monitor Prospects created after a specific point in time, use a static date. The report keeps comparing against that fixed point every time it runs, so new Prospects added since then keep showing up.

Report Filters with Date Created Greater Than

Using “Today” instead produces no results, ever, because that condition always compares against the current date. A record created five minutes ago was still created before “today’s” current moment resolves, so nothing ever satisfies “created after today.”

Report Filter Set to Greater Than Today

Report Filter Set to Date Greater Than Today

When a report isn’t behaving, work through each filter parameter one at a time, even in an advanced filter with several conditions layered together. The logic almost always traces back to one of the three patterns above.