How to create user hierarchy in Kylas and reports by hierarchy?

How to create user hierarchy in Kylas and reports by hierarchy?

This article covers the steps to take in order to create user hierarchy in Kylas based on your organization hierarchy and create reports by hierarchy to view the number of records 
Hierarchy can be setup in Kylas by assigning reporting managers to the users and after assigning a user as reporting manager of another user, the reporting manager user will be able to view and update the records owned by the direct report user.



Pre requisites: 

Product plan: All plans 
Permission: 'Create' and 'Update All' permission on 'Users'

Steps: 

Add reporting manager: Please follow below steps to add reporting manager on a user 
  1. Login to Kylas and navigate to CRM settings -> User management -> Manage users
  2. Either Add a new user or update a user 
  3. Go to the field name 'Reporting To' 

  4. Choose one or more users as reporting managers
    5. Please note: As soon as you set a user as reporting manager of a user, the reporting manager user will be able to view and update the records owned by the direct report user.
  5. Click 'Save' to set the selected user as reporting manager as the selected user. 

Bulk update of reporting manager: Follow below steps to bulk update users to set same reporting manager on multiple users at a time
  1. Navigate to manager users 
  2. Select the users in bulk that you want to update by clicking on the checkbox shown besides user row

  3. Click the 'Update' button shown above 
  4. Select the field 'Reporting to' from the list of fields 
  5. Select the user(s) that you would like to set as reporting manager of the selected users 
  6. Check the checkbox at the bottom 

  7. Click 'Update' 
  8. It will start a bulk job in the background to update the users, you may check the status of the bulk job on bulk jobs page under 'Date management'.

How to build a hierarchy: When you keep adding reporting managers to all users in the organization, a hierarchy will be built automatically. You may view the users list in hierarchical view by switching the view type on users listing page as below 


Please note: the records will be shared from bottom to all the way till top user and Top most user in the hierarchy will be able to view the records owned by their direct reports and the direct reports of their direct reports. 


How to create a report by hierarchy: Now as we have created the hierarchy in the organization, it's super easy to create reports by hierarchy 
Permissions: 'Create' or 'Update permission on reports
  1. Navigate to Kylas sales -> Reports 
  2. Click 'Create new report' or Edit an existing report 

  3. Select the report type as 'Hierarchy' 
  4. Choose remaining values such as Date range, Dimensions and Metrics 
  5. Click 'Generate preview' or Save the report 
  6. You will see the desired data in form of your organization structure where you can see the values by users and their reporting managers as shown below

  7. On every Node of the hierarchy tree, you will see below sections 

    1. Self: This represents the metric value owned by user themselves
    2. Reportees: This represents the metric value owned by their direct reports and their direct reports all the way to the bottom
    3. Total: This is the sum of Self count + Reportee's count
This way you can get a high level view of your data by hierarchy levels and you can keep expanding the nodes to go in greater details of the report data. 


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