Please note this is a premium (paid) add-on feature. For more information or to get this feature enabled please contact your Customer Success Account Executive or email [email protected].
What is a Customized Stakeholder Report?
The Customizable Stakeholder Reports feature allow your team to build Stakeholder reports that meet your organisation's requirements for compliance and regulatory reporting. It populates the critical details of your relationship and activity history with a selected Stakeholder.
Why should I use Stakeholder Reports?
It is likely you utilize Simply Stakeholders to report on your mandatory engagement activities or to meet compliance requirements. This function within Simply Stakeholders’ allows you to generate compliance or regulatory reports within the platform, reducing the risk of missing exporting key data into an external platform.
How do I create a template Stakeholder Report?
Creating the templates for a Customizable Stakeholder Report is an Administrator only function. To change the active template, you will need to ask your Administrator to change the default, edit the existing template or create a new template.
Accessing Report Templates & Applying Templates
To access the Report Templates function, navigate to the Admin Menu (cogwheel icon) in the top right Admin Settings > Account Configuration > Report Templates.
Screenshot shows how to navigate to the Report Templates - outlined in blue; the location to edit an existing template or create a new template are outlined in red.
To change the Report that is set to default, locate the saved templates table to the top left of the Report Templates interface, find the Report you wish to set to default and select the checkbox on the right column to change it to the default, look for the green tick next to the Report Templates title to see your changes have been saved:
Screenshot shows how to navigate to the Report Templates
Creating a Report Template
To build the template, navigate to the template builder in the centre panel of the Report Templates page and:
Click the green button Create new template
Give your Report a title, e.g. Stakeholder Interaction Report.
Configure attachment settings via the cogwheel icon in the centre of the template builder; you can choose to include PDF attachments and/or Interaction messages in full at the end of the report.
Screenshot shows location of the attachment configuration settings
Choose the Basic layout style (e.g., two-column format, one column middle section) by selecting layout elements from the Basic section on the right side panel via drag and drop:
Screenshot shows Basic section circled with an arrow showing how to drag and drop the section into the Template Builder
Add in any basic element contents, such as Text or Image - e.g. add your logo by dragging the image element to the relevant section, resizing as needed:
Screenshot shows Basic section with an arrow showing how to drag and drop the Image component into the right column of the 3 Columns Section
Move through each of the sections, selecting the required cards/components you want to add to your report via drag and drop.
Available options for each section:Stakeholder Details - these are the fields available on your Stakeholder Record:
ID
Title
First Name
Last Name
Full Name
Email
Web Address
Mobile Number
Home Phone Number
Work Phone Number
Primary Organisation/Individual
Full Address
Address Line 1
Address Line 2
Post Code
City
State
Country
Notes
Advanced Cards - these are preconfigured cards (tables) comprising multiple related Stakeholder fields / sections:
Stakeholder Profile - Stakeholder details, notes and any configured Reporting Fields
Interaction Summaries - Interaction fields [ID, Subject Communication Date, Interaction Type, Method], *if generated the Interaction summary content manually added via the Text Summarization tool, list of attachments and any configured Reporting Fields
Interaction Summaries + Tags - all of the above plus a field for Tags
Interaction Summaries + Tags & Stakeholders - all of the above plus a field listing linked Stakeholders
Interaction Document Summaries - table of linked documents and the populated summaries (if entered)
Basic Cards - these are preconfigured cards comprising :
Timeline
Relationships
Relationship Managers
Stakeholder Mappings
Projects
Contact Groups
Tags
Properties
Review your Report layout, ensure all key elements are included and presented clearly.
Adjust any elements if necessary by drag and drop or by hovering over and click the card/element for more options - icons will show in green box at the top of the element for move up, drag, duplicate, delete:
Screenshot shows green box at the top of a Notes element with icons for move up, drag, duplicate, delete
Finally, save your Template by clicking on the green Create new template button to save your report.
Set the new template as default for all Stakeholder Reports (account-wide setting) by navigating to the top section of the Report Templates module and locating the template in the list and checking the box Default to the right, look for the green tick to show this has applied to the Account:
Screenshot shows circled checkbox to select Default on the Report Templates interface and a red arrow points to the green tick showing saved changes
Creating Custom Reporting Fields
When you are designing your Reporting Template, you may required customised fields and customised data to be included.
To facilitate this you will need to create a Custom Field for Reporting as follows:
Navigate to Admin Settings > Tracking & Data Organisation > Custom Fields
Click on the green button Add Field
Screenshot shows the Custom Field pop-up with an arrow pointing to the green Add Field button and an arrow pointing to Page Location circled in red
Select the location for the Custom Reporting Field - Stakeholder or Interaction (other record types are not supported)
Enter the Field Name and Field Type
Screenshot shows the Custom Field pop-up with Field Name and Field Type circled in red
Select the Page Location as Reporting
Screenshot shows the Custom Field pop-up with Page Location circled in red
Confirm Field settings and click on Save
You will now be able to add data into those Custom Fields in the Reporting Tab on your Stakeholder and Interaction Records.
Entering in Custom Reporting data
Navigate to the Stakeholder or Interaction record you wish to enter custom Reporting data into:
In the Centre Panel of the Record, navigate to the Reporting Tab:
Click the green button Add Field
In the Add New Reporting Record pop-up click on the button Manage Custom Fields
Select the relevant field you wish to add by clicking the checkbox to the left of the field name:
Screenshot shows the Add New Reporting Record pop-up with Manage Custom Fields button and Field List "CRM Notes for Report" drop down circled in red
Enter in the data as required and then click the green Save button
Screenshot shows the Add New Reporting Record pop-up with "CRM Notes for Report" field completed and circled in red with an arrow pointing to the Save button
This data will now be populated to your record. You can review this data, edit or delete the custom field entries from the Reporting Tab of the relevant Record:
Screenshot shows the Reporting Tab on a Stakeholder Record with a custom field entry showing and an arrow pointing from the Reporting Tab title to the Edit / Delete buttons circled in red
Testing & Extracting Reports
Once you have built your template it is a good idea to test the template out and ensure it is populating the data they way you require.
To test the report, first ensure that you have the desired Report Template set to default (see instructions in section above).
Navigate to the Stakeholders Module and Select a stakeholder with significant activity. Click on the Generate Report button to the top right of the Stakeholder record:
Screenshot shows the Export Report icon highlighted with a red arrow pointing to the location in the Stakeholder Record
A pop-up will appear and you will need to provide a Title for the report and if desired, set an Interaction Summaries Date Filter
Screenshot shows Stakeholder Report pop-up, with a name and date range entered
Preview the report, by clicking the green Preview button, to check the layout and details. If satisfied with the preview, click on the green Export as PDF button to export and save the report.
Note: you will have to wait for the background action to complete, depending on the number of linked Records the report may take some time to generate. A Notification will pop up on the Notifications Centre once the Report is ready to download and save:
Screenshot shows Notifications Centre opened, showing the Report has been generated successfully. Click here to download text has been highlighted.
Notes
Customized Stakeholder Reports are premium function (paid optional extra).
Only administrators can create templated or set templates as default, which is an account-wide setting.
For more help
For more information, to arrange a demo or for product training please contact our Customer Success Team or email [email protected].