Build a report

The Reports page counts or adds up your records, such as customers or deals. It shows the result as a number or a chart. Everyone in your workspace can build reports, and every saved report is shared with the whole team.

A report only counts the records you can see. If your admin has turned on Record sharing, a teammate may see different numbers in the same saved report. See Choose who sees whose records.

See your deals at a glance

Open Reports in the sidebar. If your business tracks deals (your list may have another name), the page opens with three numbers:

• Total Deal counts all your deals. The word after Total is whatever your business calls its deals.
• Pipeline value adds up the value of every deal, won and lost ones included. It only shows when your admin has picked a Value Field for your deals in Admin › Schema.
• New this month counts the deals created this month. Below it, an arrow and vs prev show how that compares with last month.

Below these numbers, a bar chart shows how many deals are at each stage. A stage is one step your deals move through, such as “New” or “Won”. Together, the stages make up your pipeline. Click a bar to open your deals list, filtered to that stage.

If your workspace has a list of products, or of units you rent out, a Revenue by product card comes next. It totals the products added to your deals, as described in Products and line items. Change All deals to Won only or Open only to narrow it.

Under the card’s chart you see the number of deals and the Revenue. Margin shows too when at least one product on a deal has a cost. (partial) beside it means only some products on your deals have a cost.

The card shows up to 50 products. Click a bar to open that product. This works when your workspace has a single list of products or units. If your admin has set a Category Field on your product list, a picker appears. Choose By category in it to group the revenue by category.

Create and save a report

When you click New report, Mesy opens a report that’s already set up. If your deals have a pipeline, it’s a bar chart of your deals by stage. If your deals have no pipeline, it counts your deals. Otherwise it counts the records in your first list. The preview on the right updates each time you change a control.

To build a report:

1. On the Reports page, click New report.
2. Type a name in Report name.
3. Pick a Source, the kind of record to report on, such as Contact or Deal.
4. Pick a Measure, such as Count of records or Sum.
5. Check Measure field if it appears. Mesy fills it with the first field that fits. A field is one piece of information on a record, such as a deal’s value.
6. Pick a Group by field to split the result, such as one bar per stage. For a single number, pick None: single value (KPI).
7. Pick a Chart type: KPI, Bar, Line, Pie or Funnel.
8. Click Save as report. Mesy takes you back to the Reports page, and your report appears under Saved reports.

You may see a kind of record listed twice in Source, once ending in : by role, such as Deal: by role. Both count the same records, so pick either.

The measures work like this:

• Count of records counts the records.
• Sum, Average, Minimum and Maximum work on number fields, such as a deal’s value.
• Count unique counts how many different values a field holds.
• Count empty and Count filled count the records where a field is blank or filled in.

Picking a new Source starts the report over. Mesy sets the measure back to Count of records and the chart to KPI. It also clears any group and filters.

Picking None: single value (KPI) switches the chart to KPI. Picking a Group by field while the chart is KPI switches it to Bar. Clicking KPI clears Group by.

Group by a date

Group by lists Created date and Updated date first, then the fields of your source. If the source has a Won or Lost stage, you also get Closed date.

When you pick a date, a Date bucket control appears, set to Month. The other choices are Day, Week, Quarter, Year, Day of week, Month of year and Quarter of year. Month of year puts every January together, whatever the year.

Sort the groups

Once a report has a Group by field, a Sort control appears. Pick Value (high → low), Value (low → high), Label (A → Z) or Label (Z → A).

When you group by a date with Day, Week, Month, Quarter or Year, the chart always runs from oldest to newest, whatever Sort says. Periods with no records show as 0, unless the chart would cover more than 100 periods. Then only periods with records show. Records without a date are left off.

A Funnel grouped by stage always shows your stages in the order your admin set them.

A chart shows up to 50 groups. When there are more, a line under it says “Showing the top 50 groups. Some aren’t displayed.” On a chart grouped by Day, Week, Month, Quarter or Year, Mesy keeps the oldest periods. To see recent ones, add a date filter.

Count only some records

Add filters to count only the records you care about, such as deals worth more than $10,000:

1. Under Filters, click Add filter. The new filter starts on the source’s first field, with equals.
2. Pick the field to filter on.
3. Pick a rule: equals, not equals, greater than, ≥, less than, ≤, contains or is any of.
4. Enter a value. The preview now counts only the records that match.

The value box changes with the field. A date field gives you a date picker, a single-choice field gives you its options, and a yes-or-no field gives you True or False. For is any of, type the values with commas between them.

With more than one filter, a record must match all of them. Mesy ignores a filter until you give it a value. To remove a filter, click the cross beside it (Remove filter).

Some fields don’t take every rule:

• Created date and Updated date don’t take contains or is any of.
• On a field that can hold more than one choice, type one whole choice. Every rule then finds the records that include it. So not equals still finds records that have it. Part of a choice, or several choices with commas, finds nothing.
• A link field points to another record, such as a deal’s company. Filtering it by a name finds nothing.

Save a chart from Mesy AI

Ask Mesy AI (the Chat item in the sidebar) for a chart, such as “show my deals by stage”. It shows the chart in a panel beside the chat, called the canvas.

To keep it, save it from the chat as described in Keep a report. It then appears under Saved reports on the Reports page.

Edit or delete a saved report

Saved reports lists every report by name, from A to Z. Each card shows its chart with the latest numbers.

Only the person who created a report, or an admin, can edit or delete it.

To edit a report:

1. On its card, click the pencil icon (Edit report).
2. Change the controls you need.
3. Click Save changes. You’re back on the Reports page with the updated report.

To delete a report, click the bin icon (Delete report) on its card. Then click Delete. The report is removed for everyone in your workspace.

If something doesn’t work

• Save as report is greyed out. Give the report a name. If the measure needs a field, pick one in Measure field.
• You see “No numeric field to aggregate on this source.” The source has no number field, so Sum, Average, Minimum and Maximum can’t work. Pick another measure.
• The chart says “No data yet”. No records match. Check your filters.
• A chart says “Couldn’t load the report”. A filter rule doesn’t suit its field, such as contains on a number or a date. Change the rule or remove the filter. If your filters look right, reload the page.
• A single number shows 0 when you expect more. Check its filters the same way.
• The field you want isn’t in Group by. Fields that link to other records, or hold more than one choice, can’t be used to group.
• Save changes or Delete does nothing. Someone else made this report. Ask them or your admin to change it.
• Clicking a bar on a saved report does nothing. Only the charts at the top of the Reports page open records when you click a bar.
• The page says “No pipeline to chart”. Your deals have no pipeline turned on. Your admin can turn one on, as described in Set up a pipeline.
• The page says “No opportunity pipeline configured”. Your workspace has no deals list. New report still works.