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Google Data Studio

How to add Capsule to Google Data Studio

Google Data Studio integrates with Capsule so you can easily design your own reports based on contact, sales opportunity and case data from Capsule. Using the Google Data Studio Connector means you’ll have additional data points available that aren’t usually available in Capsule, allowing you to create reports based on data such as the number of days it takes to close a deal.

You can combine those reports with other supported apps in Google Data Studio to help you get a big picture view of your business from a range of data points.

Google Data Studio is available to users on the Teams plan and if you don’t already have an account you can sign up to Google Data Studio here.

How to use the Capsule Google Data Studio Connector

The begin using the Capsule Google Data Studio Connector:

  1. Login to Google Data Studio.
  2. Click Data Sources in the sidebar.
  3. Click + in the bottom right to add a new Data Source.
  4. Search for Capsule in the search box to easily find the available Connectors. There’s a separate connector for Contacts, Cases and Opportunities.
  5. Click on the one you’d like to use.
    Connector options include: build your own, Capsule Cases, Capsule Contacts, Capsule Opportunities
  6. Click Authorize to allow your Google Account to use the Connector.
    Authorize button for Data Studio
  7. Click the second Authorize to allow the Connector to talk to your Capsule account.
    Authorize button for Capsule CRM
  8. If you’re not already logged in, enter your Capsule subdomain and your login details to authenticate with your Capsule account.
  9. Click Allow to allow the Connector to talk to your Capsule account

Once you’re chosen the Capsule Google Data Studio Connector, you’ll be presented with some configuration options to choose if you would like to select custom fields to use as additional dimensions and/or metrics available for reporting.

Custom Dimensions and Metrics to select

You can choose any number of custom fields which are available to use as dimension fields. As well as any number of custom fields which can be metric fields.

When you’re configured the options as you like, you can click the Connect button in the top right to begin using Capsule as a data source.

Once connected, you will see a list of the available fields that you can use for creating reports. Fields in blue are metric fields, and those in green are dimension fields.

List of fields highlighting dimensions in green and metrics in blue

From here you are able to click Create Report to create a new visual report based on your data. Alternatively you can click Explore to go to the explorer to explore the data.

Changing Google Data Studio configuration options

If you would like to change the configuration options you’ve previously set:

  1. Click ← Edit Connection in the top left
    Option to edit connection
  2. Change any configuration options you would like to change
  3. Click Reconnect in the top right
    Reconnect button once options are chosen
  4. You will see a dialog which displays any new or missing fields which will be the result of adding and removing custom fields
    List of changes to review before clicking Apply button
  5. Click Apply to continue

You’ll be taken back to the fields page, which will display your existing fields and then any new ones that may have been added.

How to create reports with Google Data Studio

Time series chart for closed opportunity value

  1. On the data source, click Create Report in the top right.
    Create report button
  2. You will be prompted to add the Capsule source to the report.
    Button for adding the source to the report
  3. Click the Add a chart drop down and select time series.
    Options to add table, scorecard, time series or chart
  4. You will see the following default data settings for the chart.
    Date range dimension set to 'closed on'
  5. Next, we will change the date range, to custom.
    Custom radio button selected
  6. Click the Auto Date Range drop down to change the range to This year to date.
    Calendar selector to pick custom date range
  7. Click Apply to apply the date range change
  8. Click the icon to the left of Closed On so we can change how the date is shown.
    Pencil icon next to 'closed on
  9. In the Show as drop down, select Year Month.
    Options for Year, Year Month, Year Quarter, Year week
  10. The chart will now show Closed Opportunity value for this year up to today.
    Closed Opportunity value for this year up to today
  11. We can also add a Breakdown Dimension to break down the data even more.
    Add breakdown dimension button
  12. Pick Owner as the breakdown dimension
    Options to pick: owner, team, expected close on, tags, stale
  13. The chart will now break the data down by the owner of the Opportunities.
    Lines are color coded by owner
  14. Now let’s add a filter to only show data for Won Opportunities, at the bottom of the data column, find Time Series Filter.
    Add filter button
  15. Click Add a Filter to create a filter for Won Opportunities.
    filter by 'include' and 'select a field'
  16. Select the Status field, the Equal to (=) condition, and enter the value Won
    Set field to 'status equals won'
  17. Click Save to apply and use the filter, now the chart will only be showing data for your Won Opportunities, and these filters can also be reused for other charts.

How to blend Contact, Case and Opportunity data

Blending Contacts with Opportunities

One of the benefits of our three connectors for Data Studio is that you can blend the data from multiple data sources into a new data source, by joining them using the provided IDs.

To find out more information about data blending check out Google’s own Data Studio help article.

There is an ID field in the Capsule Contacts connector that allows you to blend the data source with Opportunities to get information about Opportunities linked to specific Contacts. Here’s how to use it:

  1. Under the data source for your chart on the right hand side, select the Blend data item.
    Blend data button
  2. A new section will open up from the bottom. From there, use the option to Add another data source and depending on what is already there choose Capsule Contacts or Capsule Opportunities.
    Add another data source button
  3. Before you go any further you want to make sure that Capsule Contacts are on the leftmost side because this is the dataset that you’ll be basing your blending on. If it’s not on the left hand side then use the three horizontal dots next to the data source name and choose the option to Shift left
    shift left button
  4. Next you will need to pick the fields to join the data on. This is the unique identifier that will match up the Opportunity with its related Contact. For the Contacts select ID and for the Opportunities select Primary Contact ID. This is the ID for the main contact linked to the Opportunity
    ID and Primary ID selected
  5. After that you can pick the remaining fields that you want to be included in the report. Pick them and drag them into the relevant Dimensions and/or Metrics sections for each source.
    Additional dimensions and metrics added
  6. Once you’ve added all the required fields, you can give this blended data source a name on the right, then click Save to continue.
  7. Click Close to close the section, and you’re ready to configure your charts to use the blended data.

Below is an example report showing Opportunities for all Contacts that are tagged with VIP, with an attached map showing the breakdown by Country using the address for each contact and a pie chart indicating the Opportunity value percentage per Contact.

Example report with table, map and pie chart

You can setup similar reports blending Contacts with Cases or Cases directly with Opportunities. If you need more help creating reports or have any other questions about Google Data Studio, feel free to write to us directly on support@capsulecrm.com.