How to drill down on your CRM data and take action

In this article

    Dashboards are a big help to get a daily status update. They show the results of your work. But it’s just an overview of the total numbers. These total numbers won’t show you the specific sales, customers, or activities behind them. When you drill down on your graph, you will see what records lay underneath the total numbers. You can sort the drilldown list to get a better overview, making it easier to prioritize your next step.

    See the numbers behind the data

    Let’s explain how this works, using the My forecast graph as an example. As a sales rep, you will get an overview over the total amount you already sold this month and the weighted value of the deals left in your pipeline. If this potential sale value isn’t enough to reach your sales target for this month. You can drill down to see all the sales opportunities for next month, to see which sales you can potentially close this month. In order to close these opportunities, you need to look into the underlying details of the sales.

    Take action

    Now that you know what sales you have to focus on, you can take action and open the individual sale to follow up and update it. The action is part of your job. This includes making a call, booking a sales meeting or sending a quotation.

    See how you can drill down on your graph (gif)

    See how easy it is to drill down on your favourite graph, to reveal the drilldown list behind it.


    You can add multiple sales or activities to a static selection, so you create a to-do list to pursue and update your sales and customers. It is especially useful when there is a large number of records that need to be updated.

    If you have many opportunities in an early stage of a sales cycle. Perhaps you need to book a “Crazy calling day” with your sales team. A crazy calling day is when all team members prepare a calling list and try to contact as many people throughout a certain period, which can range from 2 hours to a full day. Everyone can participate and make an effort to progress all open sales opportunities that are in the early stages.

    Learn how to drill down on your CRM data and take action

    To drill down on your dashboard follow these steps:

    1. Go to Dashboard, and select the graph you wish to explore
    2. Every graph consists of different parts you can click to see what records are behind it. If you are using a sales graph, you will get an overview of all sales. When you use an activity graph you will see a list of all activities.
      Click on the part of the graph you want to investigate, the drilldown dialogue will appear, showing you all the data behind the graph.
    3. You can now sort your drilldown list by clicking on the name of one of the columns. Sometimes you have to click the columns twice to sort it the right way. You can sort a sales overview on amount for example to see the biggest sales at the top of your list.

    If you don’t have all the information available that is important for you, you can configure the columns to your personal preferences. Right click any column and choose Configure columns. You can now add and remove the columns you want.

    How to follow up on your sales, customers, and activities

    Now that you have created the overview of your drilldown dialogue, you can go on to the next step: To take action by updating or following up on your sales, customers, or activities. There are two ways to do this:

    Open a record: You can open an individual record by selecting it from the list and then click the Open button. The record you have selected will now open in the corresponding module. You can now update or follow up on the record you opened.

    Copy into selection You can create a to-do list by making a selection to follow up on sales, customers, and activities. Select the records you wish to your selection. Click on the Task button and choose Copy into selection.

    Now you can choose to copy into an existing static selection or to copy into a new selection. Use your selection to follow up on your records.

    Copy your crm data into a selection, new or existing