How to set up the Contact Field Breakdown Report

The “Contact Field Breakdown” report in Graphly is a versatile tool for analyzing and organizing your contact data based on any chosen standard or custom field. By selecting a field in the settings tab and applying filters, you can use this report to produce specific, actionable insights on various segments of your contacts. Whether you want to understand where certain clients are coming from, analyze team performance, or assess churn risk, this report provides a structured view of your data, broken down by your chosen criteria.

This guide will walk you through setting up and utilizing the “Contact Field Breakdown” report for a range of customized reporting needs.

Display Tab

Select the chart type you wish to display the report as. You can select Column or Bar

Check the Show combined total box to see the total number of contacts returned in the results beneath the title of the report.

Check the Show totals for each group box to display the totals for each of the columns in the report beneath the title.

Settings Tab

Field Selection

Go to the settings tab and select the contact field you want to break down in your report. This can be any standard or custom field, such as “Lead Source” or “Account Manager.”

This selection determines the structure of the report, displaying your chosen breakdown based on each unique value in the field.

You can limit the number of results that are displayed, or leave this field blank to show everything.

You can also choose to sort the display of the report from left to right, either lowest to highest, or vice-versa.

Filters Tab

Use filters to narrow down the focus of your report. For instance, add a tag to limit results to a particular segment, or use custom fields to further define specific characteristics.

For example, applying a “Prospect” tag filter will return only those contacts who are tagged as such, allowing the report to focus on this client group.

Report Examples

Here are several ways you can adapt the “Contact Field Breakdown” report to fit different reporting needs:

Example 1: Analyzing Mastermind Client Acquisition by Lead Source

If you want to see where your Mastermind Clients are originating from to inform your future marketing efforts:

1. Breakdown Field: Select “Lead Source” in the settings tab.

2. Filter: Apply the “Mastermind Client” tag.

This report will show a breakdown of Mastermind Clients by Lead Source, helping you identify which channels are most effective for attracting this client type. With these insights, you can focus on high-performing lead sources to target similar clients.

Example 2: Evaluating Churn Risk by Account Manager

If you need insights into churn risk across your team, you can use a custom field indicating risk level and break down by Account Manager:

1. Breakdown Field: Select “Account Manager.”

2. Filter: Apply a custom field filter such as “Churn Risk” (e.g., High, Medium, Low).

This report will display the churn risk distribution for each Account Manager, helping you identify which managers may need additional support or resources to reduce churn.

Example 3: Tracking Sales Status by Region

To keep track of sales progress in various regions:

1. Breakdown Field: Choose a custom field like “Region” or “Territory.”

2. Filter: Use a tag like “In Progress” or “Pending” to limit the report to sales that are still active.

This report provides a breakdown of current sales by region, giving your team a quick view of areas with the highest pending deals.

Tips for Making the Most of the “Contact Field Breakdown” Report

• Experiment with Custom Fields: By utilizing custom fields that align with your business processes, you can unlock additional insights unique to your workflow.
• Save Configurations: If you frequently analyze the same segments, save these configurations for quick access in the future.
• Use Multiple Tags for Granularity: Combining multiple tags can help refine your report further, especially if you’re analyzing complex or layered data sets.