PRACTICAL GUIDE
Receive a summary of your activity
Bring enquiries and their status together in a regular summary. A first report can work with a spreadsheet and Make, without an additional AI service.
1. Choose three useful metrics
For example: new enquiries, pending cases and completed cases. Define each status and the reporting period precisely. Do not confuse received enquiries with completed sales.
2. Clean up the source
Use consistent dates and statuses in your spreadsheet. Check empty rows, duplicates and missing IDs. An automated report will reproduce errors in its source.
3. Read and aggregate data
In Make, retrieve rows for the selected period, then group and count records for your metrics. Check the connector’s retrieval limits so some rows are not accidentally omitted.
4. Format the report
Create a short message with the period, three metrics and a link to the source. Handle the case where no new enquiries were received. Send the report only to your own address initially.
5. Compare with a manual count
For a known period, count rows manually and compare. Check the timezone and date boundaries. Once the result is correct, activate your chosen frequency and review the first runs regularly.
WORKED EXAMPLE
Example: a weekly enquiry report
This report describes enquiries, not revenue. Use a start-inclusive, end-exclusive period: from Monday 00:00 included to the next Monday 00:00 excluded. This avoids counting a boundary enquiry in two weeks.
| Metric | Example definition |
|---|---|
| Enquiries received | Received date falls within the selected week |
| Pending in this group | Within that group, status is “To review” when reporting |
| Completed in this group | Within that group, status is “Completed” when reporting |
Prepare five fictional rows with three statuses: two to review, two completed and one in progress. Put their dates in the same week and add a sixth row outside it. The reference result is five received, two pending and two completed. The in-progress row explains why the last two counts do not total five.
Retrieve rows for the period and check the module’s result limit. A low limit could produce a partial report without a visible error. Aggregate the results and preserve fields needed for calculation. Check that aggregation covers the entire lookup.
Compose a message containing the period, three numbers and a source link. Also test an empty week: the workflow should produce zeros or an explicit message rather than ambiguous silence. The stop-on-empty-aggregation setting can change this behavior.
Send the first reports only to yourself and compare figures with the sheet. Once values agree, choose a weekly schedule and retain periodic checks. To measure cases actually closed during the week, later add a closure date: current status alone is insufficient.
Checks before activation
These are expected results to verify in your account, not tests already performed by BizPratico.
| Test case | Expected result |
|---|---|
| Six-row sample described above | 5 received, 2 pending, 2 completed |
| No rows in the period | Explicit empty report, no hidden failure |
| Date exactly at next week’s start | Excluded from the reporting week |
If the result differs
A low total may reflect a retrieval limit or a date stored as text. Duplicated results may come from multiple rows per enquiry. Correct the data and compare with a manual count before making decisions from the report.
Official sources
Put it into practice
This guide describes a workflow to configure in your own account. Labels and features may vary by plan.