Everything You Need To Know About Custom Data Rules And Triggers

Want better reports that make your business even better? Try custom data rules!

Have you ever needed to create a report, but when you try, there isn’t already a template for everything you need?

That’s all too common and it’s not only frustrating, but time consuming to try and merge individual reports to simply make it work or compromise.

Thanks to custom data rules and triggers with some business reporting tools, you’re able to create what you need, when you need it.

Problem With Most Business Reports

Most business reports aren’t all that helpful because they’re snapshots of what happened weeks or months ago. According to Entrepreneur, the only real report most businesses need often is a flash report of current numbers. The only problem with that is every business owner needs different types of data on those reports.

With most business reporting tools, you get a one-size-fits-all approach. If there are any customization tools, they’re incredibly limited. So, you’re forced to create reports based on what the tool allows you to access. That’s not exactly efficient or helpful.

Custom Is Everything

You carefully picked your staff, right? Why not be as picky when it comes to the reporting tools you use? Custom reports mean everything when it comes to creating a more efficient and productive business. They even make your staff happier since they have access to the data they need without jumping through hoops to get it.

To do this, though, you have to have a tool that allows you to create custom data rules and triggers. Not sure what that means? Take a quick look at some of the custom reports users have created in Google Analytics that go far beyond what the default reports offer.

While Google Analytics isn’t your main business reporting tool, or even something your business uses at all, the point is custom data rules allow you to create advanced reports designed to help your specific business.

Using Custom Data Rules

Want an inside look at how many snacks employees go through while comparing the data to how many employees took longer breaks when specific snacks were available? This is how custom data rules work.

Think of custom data rules as filters. You set your criteria based upon all the data the tool currently has access to. You choose which data sets to pull from, how to compare them and what final data to show. It’s all up to you. You’re able to create obscure one-time reports or regular reports you use on a daily basis.

The good news is you’re able to create custom data rules for every user. For instance, an employee might need to run a specific type of report based on a single client’s needs. They could make the client wait while they tried to analyze multiple reports to get the data they needed or create custom data rules to run that report instantly whenever the client needed it.

Some business owners even use custom data rules to create their own personalized executive dashboard. This dashboard includes a variety of data that’s refreshed every time the owner opens it. This allows them to review data in real-time to create better business decisions and immediately discover if something is wrong.

Triggering Reports

All those custom data rules are nice, but wouldn’t it be even more efficient if you didn’t have to manually generate often used reports every time? That’s where report triggers come into play. Instead of trying to remember to create a report, a trigger is used to generate a report and send it to the correct person or people.
For instance, your trigger might be something as simple as “Monday at 9 AM.” Or, it could be as advanced as generating a report for HR after an employee is late three times in a single month. Like custom data rules, triggers are fully customizable. You set triggers to generate reports based upon your needs.

To get the most out of custom data rules and triggers, you also need a business reporting tool that pulls in data in a single location. Otherwise, you still have to deal with multiple reports for every different reporting tool and that’s just not useful at all.

At KOI, we love the idea of making the lives of business owners and employees easier. We fully believe every business, no matter what your size or budget, should have access to powerful tools that help automate and customize business processes and tasks. That’s why we created our all-in-one-business management software, so you can do what you need, including custom reporting, while paying less. Consider partnering with KOI today and find out for yourself why KOI is the best and last Business Management Software you’ll ever need.


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