Managing Reports

[Dave B]

We are struggling to manage the Reports in our ESPO CRM implementation. It is very easy to create a report (that is a good thing) but we now have over a thousand, many of which are surely duplicates or near duplicates. But it is very difficult to determine as an admin whether it is safe to remove a report. As far as we know, we cannot easily tell whether a report is used in a workflow, a report filter, on a dashboard, etc. Unfortunately, we can only assign a single Category to a report - it would be very useful to for example, to assign a report to multiple (Financial, Used in Workflow, On a Dashboard). Or to be able to add custom fields to the Report entity to capture this information. Alongside this, being able to report where a report is used. At the moment, we periodically ask Support to run such a report for us, which they kindly do, but it is out of date as soon as someone creates a new report or uses it in a workflow, for example. So my question to everyone is: how are you managing your reports? We are using the SaaS version, so we have no access to the underlying database. Thank you

[victor]

1. Create the necessary Category for the group of Reports used in Workflows (screenshot 1).
2. When creating new Workflows, be guided by this Category for reports (screenshot 2).
3. For old Workflows with Scheduled Trigger Type, do an audit: easy to sort using Trigger Type -> Scheduled as a filter (screenshot 3). And move each List Report from such Workflow to the necessary Category.

This will help you organize the List Reports used in Workflows. You can organize the rest in a similar way using Categories and Subcategories. With each hour of auditing, there will be fewer unclear reports, and new ones will be created in the correct Category or Subcategory by default.

it would be very useful to for example, to assign a report to multiple (Financial, Used in Workflow, On a Dashboard)

This already exists in EspoCRM: you can specify Parent for an existing Category (screenshot 4).