Manage custom reports with Report Builder

Who can use this feature?

  • Users who can view items within published SuccessBLOCs (per team) 
  • See more for advanced permissions, including who can create and edit items, invite collaborators to, and publish SuccessBLOcs
  • Available as open beta (gated feature)

This functionality is currently part of an open beta initiative. Totango is diligently observing the output quality, user satisfaction, usage patterns, and various metrics. While we're continuously incorporating new features into Report Builder, please be aware that there are constraints regarding component types and supported segments. Read more

Custom reports within Report Builder allow you to visualize trends over time, monitor fluctuations, and track changes for any of your team's data. Reports help you make business-critical decisions based on patterns, such as contract value trend for customers in poor health.

What can you do with custom reports?

Here are some of the unique benefits you'll find in this version of custom reports:

  1. Build faster with one-click chart duplication and a drag-and-drop interface
  2. Streamline data focus with on-they-fly global filters, without having to edit the core report
  3. Visualize trend over time or other x-axis data point with flexible chart components
  4. Add notes and make account updates without leaving the report
  5. Set a custom report as a scorecard, displayed on the Scorecards tab (replacing regular scorecards)

Supported component types and segments

Refer to the following matrix for compatibility between report component types and segment types:

  Account Opportunity User System collection Custom collection Totango user
Bar - - - -
Line - - - -
Table -

Create a custom report

Admins, SuccessBLOC owners, and users with collaborator access can create custom reports. Once saved, anyone with access to the SuccessBLOC can view the custom report.

  1. Open the SuccessBLOC where you want to work.
  2. On the Reports tab, click the Custom Reports drop-down.
  3. Click + Create New Custom Report.

    You can also copy from an existing report within the same BLOC. You cannot, however, copy reports from another BLOC.

    A new custom report opens within the builder.
  4. Click the report title to add a name for the report.
  5. From the + button, click to add a report component:
    • Bar: Vertical bars over selected interval, including custom x- and y-axes
    • Line: Horizontal trend line over selected interval, including custom y-axis
    • Number: Value with comparison for previous time period over selected interval
    • Table: Tabular view of data to display and take action on data from within the report
  6. For each component you add, modify the following:

    Source tab

    Choose the segment, interval settings, metric settings, and target.
    • For segment, you can use on-the-fly filters, a pre-built segment (from within the current SuccessBLOC), or save a new segment.
    • If you make changes to a segment or criteria chosen, Totango prompts you to save it as new segment.
    • Pre-built and saved segment names will appear within the component for quick access to the Segment Selector.
    • Numeric components support these segment types: Account, user, collection, opportunity touchpoint, and task. All other components support account and opportunity segments only.
    • The metric option (non x-axis) within the component panel is limited to numeric components, hierarchy roll-ups, and work attributes that can be aggregated. Examples: Number of accounts, ARR, number of objectives, number of overdue tasks, etc.

      The metric drop-down changes based on what type of segment you chose. When building your segment in advance, think through what data you want the component to display (e.g., total accounts, sum of tasks, etc.).

      You can use any of the following as your x-axis when using the bar chart: List, account roles, lifecycles, multi-select lists. To change the axis back to a date range, select the x-axis metric and select date range.

    • For tabular components, click to edit columns. Refer to segmentation data points for options. Columns in the table are managed through the Report Builder and do not affect columns in the base segment. Only attributes marked as editable can be modified; and only editable segments can be edited (i.e., you cannot edit a collection segment).

    Design tab
    Define properties for the component, including title, description, labels for x- and y-axes (if applicable), colors, and bar orientation (if applicable): Sort by system order, ascending, descending, A-Z, or Z-A.

    When a component is selected, see additional options:
    • Change the component type.
    • View additional options to duplicate or delete individual components.
    • Resize and rearrange components by clicking and dragging.

  7. Click outside of a component to deselect it.
  8. Click Save to save your changes.
  9. Continue adding components as needed, or modifying component details.
  10. Optionally add global (top-level) filters to filter all components within the report. 

    This is a temporary filter. If there are specific criteria that should persist, we recommend building that into the base segment(s) used in the report. Global filters currently supports filtering by account attributes only.

Set a custom report as a scorecard

If you have edit access, you can optionally set a custom report as a scorecard, displayed on the Scorecard tab of the SuccessBLOC (replacing regular scorecards).

  • Any custom report can be chosen
  • Only one custom report can be displayed at a time
  • Any edits made to a saved report set as a scorecard are immediately visible to everyone with view access to the Scorecard tab
  • Regular scorecards are available if no report is chosen as a scorecard and whenever you choose to stop using a custom report as scorecard
  1. From the Reports tab of a SuccessBLOC, locate the custom report you want.
  2. Hover over the report, click the Ellipses button, and then click Set as Scorecard.
  3. In the confirmation prompt, click Set as Scorecard. The selected report replaces the previous scorecard on the Scorecard tab of the SuccessBLOC.

    At any time, you can stop using the report as a scorecard to return to regular scorecards, or you can choose a different report to set as a scorecard.

Share a custom report

Share reports with stakeholders via a password-protected URL. Send the link via email or share the link directly. Anyone with the link and password can view the report (Totango login not required). You can also stop sharing the report anytime to revoke access.

Any updates you make to a shared report are automatically viewable by recipients each time they access the report (may require password re-entry).

When you share a report with a table component, the user with whom you are sharing sees only the first page of results displayed in the report. The shared report does not sort on the following: Pagination, search, or any editability functions. Users can use the direct log in from the shared page to access the full report / table from within Totango.

  1. Within the report or list of reports, click the Share icon.
    By default, the report is only visible in Totango to team members who have view access to the BLOC. The BLOC does not have to be published in order to share. 
  2. Click Share to enable password-protected sharing. A password is automatically generated.
    • Choose Send Link to share the link and password via email to a Totango team member or custom email address; you can include a message to recipients.
    • Choose Copy Link to copy the link to the report and send it to whomever you like. (Recipients must also have a password in order to view.)
  3. When a recipient clicks on the link, a password prompt in a new browser tab appears. Once the password is entered, the report appears. Recipients can view and hover over chart elements:


Question: Is there a global report that looks across all teams?

Answer: Currently, this is not possible. The report looks at the data within the team you are specifically in and the account set that is defined in the team.

Question: What is the significance of the x-axis?

For bar components, you can use any list, multi-select list, or account role as the x-axis. Here are some examples of how to utilize this:

  • I want to see all my risk customers and the risk reasons. From my bar chart, I would choose "risk status" for the x-axis, and then choose "accounts" or "ARR" as the y-axis.
  • I want to see productivity levels for my team members. From my chart, I would choose CSM for the X-axis, and then choose a field to represent work, such as total tasks completed in the last 7 days.

Was this article helpful?

1 out of 1 found this helpful

Have more questions? Submit a request