If you’re using Pocus to pull insights from your sales or customer data, chances are you’ve wanted to share just the right slice of info with your team—without sending everyone down a rabbit hole. This guide is for folks who want practical, no-fuss advice on exporting and sharing customized reports from Pocus, whether you’re in sales ops, a team lead, or just the “data person” by default. We’ll cover what actually works, where things can get messy, and how to avoid wasting time sending reports no one reads.
Step 1: Get Clear on What You Need (and Don’t Overdo It)
Before you click “Export,” take a minute to decide what you actually want to share. Pocus can surface a ton of data, but not all of it is worth passing around.
Ask yourself: - Who’s the audience? Execs want high-level; reps might want details. - What decisions will this report help with? - Is live data required, or is a static snapshot enough?
Pro Tip:
If you’re not sure what people want, ask. Better to clarify up front than to redo your work.
Step 2: Customize Your Report in Pocus
Pocus lets you filter and shape your data in a bunch of ways—don’t just dump a raw export. Clean up and focus your report first.
Here’s what to do:
- Use Filters and Segments
- Apply filters to zero in on the right accounts, leads, or activities.
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Save custom views or segments if you’ll need them again.
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Pick Your Columns
- Hide any columns you don’t need. More columns = more confusion.
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Drag to reorder columns so the most important info is up front.
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Sort and Group
- Sort by key metrics (like engagement score or pipeline stage) so trends pop out.
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Use groupings if you want to show breakdowns (by rep, region, etc.).
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Preview Before Export
- Scroll through your view in Pocus itself. If you’re bored or confused, so is your team.
What to skip:
Don’t get lost making the “perfect” report. It’s better to share something useful now than to wait for perfection that never comes.
Step 3: Exporting Your Report
Once you’ve got your data looking the way you want, it’s time to get it out of Pocus.
Export Options in Pocus:
- CSV Export: The most common. Good for Excel, Google Sheets, or uploading elsewhere.
- PDF Export: For snapshots you don’t want edited. Not always pretty, but impossible to mess up.
- Direct Sharing/Links: Some Pocus plans let you share live links to a view (check your plan).
How to Export:
- Click the “Export” or “Download” button—usually at the top right of your table or dashboard.
- Choose your format (CSV, PDF, or link).
- For CSV/PDF, pick whether you want “Current View” (what you see) or “Full Dataset” (all records). Stick with “Current View” for focused reports.
- Download the file or copy the link.
Heads up:
- Exports are usually “what you see is what you get.” Hidden columns and filters apply.
- Large exports can take a while or fail if there are too many rows. If this happens, double-check your filters.
Step 4: Polish Before You Share (Optional, but Worth It)
A little cleanup goes a long way. If you’re exporting to CSV, open it in Google Sheets or Excel.
Quick wins: - Rename the file to something obvious. “Q2-2024-Top-Accounts.csv” beats “export-final-v3.csv.” - Add a header or short description in the doc, especially if the data isn’t self-explanatory. - Highlight or bold the key columns or rows. - Delete any placeholder or “test” rows that snuck in.
If you’re sharing a PDF:
Double-check the formatting—sometimes columns or rows get cut off. If it looks wonky, try adjusting the width or splitting into multiple pages.
Step 5: Share with Your Team
Now, actually get the report in front of the right people. Don’t just drop a file in Slack and hope for the best.
Best ways to share:
- Email: Attach the file, or better yet, link to a shared drive (Google Drive, Dropbox, etc.). Add a one-liner on what’s inside and why it matters.
- Slack or Teams: Upload the file or paste the Pocus view link. Tag anyone who should pay attention.
- Direct Pocus Link: If your team has access, share the live link for up-to-date data. Remind folks it’ll change as data updates.
What to avoid: - Don’t spam the whole company. Target your audience. - Don’t assume people will open an attachment with no context. - Don’t share sensitive data carelessly—double-check permissions on shared files and links.
Pro Tip:
If this is a recurring report, set a calendar reminder or automate the export (if Pocus supports it on your plan). That way, you’re not reinventing the wheel each time.
Step 6: Get Feedback and Iterate
The first version of your report probably won’t be perfect. That’s normal.
- Ask your team what’s missing or confusing.
- Drop a quick survey or just ask in your next meeting.
- Update your saved view or export process so next time is smoother.
What to ignore:
Endless requests for “just one more column.” Push back if it doesn’t help the goal. More data isn’t always better.
What Actually Works (and What Doesn’t)
Works well: - Tight, focused reports that answer a specific question. - Sharing live Pocus views for teams that want the freshest data. - Always adding a short note about what the report is for.
Doesn’t work: - Giant CSVs with every possible column. - Sending reports “just in case” with no clear purpose. - Ignoring feedback from your team—these reports are for them, not you.
Keep It Simple—And Don’t Sweat Perfection
Exporting and sharing reports from Pocus doesn’t have to be a chore. The trick is to keep things simple, focus on what your team actually needs, and be willing to tweak as you go. Don’t worry about getting it perfect the first time. Share, listen, and improve—that’s how useful reporting actually happens.
Ready to get started? Open up Pocus, pick your view, and share something useful today.