V2.5
Reports (BETA)
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Reports Version 2.8 Addendum
The information contained herein describes the new Version 2.8 Reports and
their functionality, thereby enabling you to effectively utilize them to review call
statistics, volume and usage for your applications, as well as set customized
reports to be sent out on a schedule.. These new reports give you an
increased ability to customize your Ifbyphone analytics to meet the needs of
your business.
About the Documentation
Reports afford you the opportunity to review usage of your Ifbyphone applications by presenting charts and tables that are exportable into common file formats. You can also set
fully-customizable scheduled and emailed reports to be emailed to the recipients of your choice. New reports in the Version 2.8 release include:
• Scheduled Reports – Allows you to customize a usage report and have it sent automatically, via email, to the recipients of your choice on a set schedule.
• Call Detail Report 2.0 – This new Call Detail Report allows you to select a Call Type (inbound, outbound, or click-to-call, as well as narrow down to individual inbound call numbers or click-to-calls), Duration Details (whether you want to view just totals or all duration details), as well as Activity Details (whether you want to see the first and last activity for each call or all data regarding what happened to the call on the system). • SurVo Report – Allows you to select a start and end date and an individual SurVo
whose results you would like to view or export.
• Call Destination Report – States what number was the final recipient of a call as well as the last Ifbyphone application that was accessed prior to routing the call. This report lets you organize and understand precisely what calls went through to the different people on your Find Me lists or phone routing configurations.
For additional information on Reports, including feature highlights and accompanying
screenshots, please review the proceeding sections. Other Reports on the Ifbyphone system are explained in the Reports Advanced User’s Guide.
Ifbyphone on the Web
Ifbyphone’s Web site (www.ifbyphone.com) contains a wealth of information about Ifbyphone business services. Customer service contact information, as well as additional user guides and tutorials, are also easily accessible from the Web site.
Logging in to Your Account
Before reviewing Reports, you must have an Ifbyphone account that you have used to create Building Blocks and put them into practice. If you do not have an Ifbyphone account, please go to our Web site at www.ifbyphone.com or call (877) 295-5100 and ask for Sales.
To login:
1. Navigate to the Ifbyphone Web site at www.ifbyphone.com.
2. Login to your account by clicking User Login at the top of the home page.
3. On the Login to My Account page (Figure 1), enter your User ID (your primary 10-digit phone number—numbers only—with no leading 1) and PIN code (password); then click
SIGN IN.
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Figure 1: ifbyphone Account Login Screen
4. Select the Reports option from the Main page’s drop-down toolbar (Figure 2).
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Scheduled Reports
Using Scheduled Reports, you can set up a specific activity report to be sent via email to the recipients of your choice. You can determine the schedule frequency, reporting period, as well as whether or not to keep the schedule active.
1. Select Scheduled Reports from the Main page’s drop-down toolbar (refer to Figure 2, above).
2. Select to Schedule a new report. 3. Fill in the following fields:
• Schedule Name – Select a name for the schedule.
• Schedule Active – Check this box to keep sending the report on the schedule you selected. Uncheck it to disable the sending of this report.
• Schedule Frequency – Choose how often you would like the report to be sent to your email recipients.
• Reporting Period – This is the period during which the report will gather data. Select from the previous day, previous calendar week, previous 7 days, previous calendar month, previous rolling month (the 30 days prior to the date the report is send out), previous 3 months or previous 12 months.
• E-Mail Addresses – Enter in the email addresses you want this scheduled report sent to. Once you add an address, click Add. To add additional email
addresses, repeat this process.
• E-Mail Attachment – Select the format you would like your report sent in. • Report Name – Select the type of report you want sent out.
Once you set the Report Name, additional fields’ Report Parameters, will appear (Figure 3). Configure the details of the parameters to meet the needs of your
customized scheduled report and then click Save Schedule Reports. See the following page for an explanation of parameters.
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Broadcast Report: No additional parameters are necessary.
Click-To Report: Select a Click ID (the name of your Smart Click-to-Call), as
well as Reference Info (corresponds to the Reference URL of a Smart Click-to-Call, if you inserted one. This field is optional). (Figure 4).
Figure 4: Click-To Report Parameters
Call Detail Report: Select a Call Type (all, inbound, click-to, or outbound), the
Duration Details (whether you see the total duration only or all duration details, such as different uses of network, enhanced and intelligent minutes), and Activity Detail (choose to see all activity details or just the first and last detail of each call). (Figure 5)
Figure 5: Call Detail Report Parameters
SurVo Report: Choose the name of a SurVo. (Figure 6)
Figure 6: SurVo Report Parameters
Call Transfer Report: Select how you want the data to be organized (by phone
number, transfer type, phone number then transfer type, or transfer type then phone number). (Figure 7)
Figure 7: Transfer Calls Report Parameters
4. Click the Save Scheduled Report button (see Figure 3).
Notes about Schedule Reports
Note that your scheduled reports will be sent out in the middle of the night the day before the reports are scheduled for. So if you would like to receive a report on Friday morning, schedule it on Thursday. Also notes that if you would like to make a
scheduled report inactive but not delete it, you can uncheck the Schedule Active button in Figure 3.
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Call Detail Report 2.0
The new Call Detail Report is a customizable version of the older report (which is still available on the system). Version 2.0 allows you to not only select a start and end date, but also the Call Type, Duration Details and Activity Detailsso that you only view the analytics you want. (Figure 8)
1. Select Call Detail Report 2.0 from the Main page’s drop-down toolbar (refer to Figure 2, above).
2. The Call Detail Report 2.0 lets you customize your call analytics. Choose from the following columns:
• Start Date – Select the start date for the data you want. • End Date – Select the date you want the data to end.
• Call Type – Choose whether you want to view all calls, or just inbound, click-to, or outbound. Once you select a call type, you can view all the calls of that type or a specific number, click-to-call, or broadcast.
• Duration Detail – Choose to view the Total Duration Only of calls (Figure 9), or to Show Duration Details (Figure 10), which will allow you to see intelligent and enhanced minutes, as well as exact and rounded minutes of your calls. (Note that unless you are on a high-volume plan, you will be billed based on rounded minutes).
• Activity Details – Choose whether you want to see only the First and Last Action of each call, or view all activity for each call.
3. Click the Generate Report button.
Figure 8: Call Detail Report 2.0
4. If the Duration Details are set to Total Duration Only, you will see a chart that includes the following:
• Date/Time: The date and time of the call
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• Dialed Number: The number the caller dialed. • Caller ID: The Caller ID of the caller.
• First Action: This is the first place the caller was routed to when they called into the Ifbyphone system.
• Last Action: The final action of the caller on the Ifbyphone system.
• Click Description: If the call type was a click-to, the title of the click-to-call will be displayed here.
• Call Duration: The rounded minute duration of the call.
• Transfer Type: The type of transfer, such as a Find Me or direct transfer, to a phone number off the Ifbyphone system.
• Transferred to Number: The final number the caller was transferred to by the Ifbyphone system.
Figure 9: Call Detail Report 2.0 with Total Duration Only
5. If the Duration Details are set to Show Duration Details, you will see a chart that includes all of the details in the above chart, as well as the following, which are all viewable in exact and rounded formats (Figure 10):
• Intelligent Minutes: These are minutes that the caller is actually using the Ifbyphone system, such as routing through a Virtual Receptionist, SurVo, or Find Me list.
• Talk Minutes: Minutes where a caller has been transferred off of the Ifbyphone equipment but is still connected to the Ifbyphone network.
• Enhanced Minutes: Minutes that use more than average resources, such as a Find Me Recorded Call or SurVo Monitored Call.
Figure 10: Call Detail Report 2.0 with All Duration Details
6. To export this data into a file that can be read by another application (e.g. Microsoft Word or Excel), select a file format from the Export File type dropdown list and click the
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7. If the Activity Details are set to Show All activity for each call, you will see a chart that is just like the two above charts, but will include an extra column, titled All Actions, which looks like the following (Figure 11):
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SurVo Report
The SurVo Report lets you view SurVo results via the reporting tool instead of inside the SurVo page. This allows you to quickly set a start and end date to view the data from any SurVo on your account, export the results more easily, and quickly navigate between different SurVo results. You can also set these SurVo reports to send out in a Scheduled Report.
1. Select SurVo Report from the Main page’s drop-down toolbar (refer to Figure 2, above). 2. On the SurVo Report page, you will see the following fields (Figure 12):
• Start Date: Select a date you want the data to start at. • End Date: Select the end date of the data range.
• SurVo: Choose one of the SurVo’s in your account whose results you would like to view.
3. Click the Generate Report button. Your report will look similar to the image below.
Figure 12: SurVo Reports
4. To export this data into a file that can be read by another application (e.g. Microsoft Word or Excel), select a file format from the Export File type dropdown list and click the
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Call Transfer Report
The Call Transfer Report tells you which phone number was the final recipient of an inbound call or other Ifbyphone application, as well as other pieces of data regarding the call such as the number of calls to the phone number, total minutes of all the calls, and the average minutes per call.
1. Select Call Transfer Report from the Main page’s drop-down toolbar (refer to Figure 2, above).
2. On the Call Transfer Report page, you will see the following fields (Figure 13): • Start Date: Select a date you want the data to start at.
• End Date: Select the end date of the data range.
• Break Out By: Select what data in this report you would like to view, including the phone number, the transfer type, phone number then transfer type, or transfer type then phone number.
3. Click the Generate Report button. Your report will contain some or all of the following: • Number Connected: The phone number that was the final transfer number of an
Ifbyphone call.
• Transfer Type: The Ifbyphone application that was accessed just before transferring the call to the number connected.
• Calls: The total number of calls to a number connected.
• Total Minutes: The total minutes of all the calls to a number connected.
• Average Minutes per Call: The average number of minutes each call was to a number connected.
Figure 13: Call Transfer Report with data displayed by the Phone Number then Transfer Type
4. To export this data into a file that can be read by another application (e.g. Microsoft Word or Excel), select a file format from the Export File type dropdown list and click the
