Analytics - Reports and Dashboards, 10%

Describe the options available when creating or customizing a report (for example, report type, report format, fields, summarizing data, filtering data, charting, scheduling, and conditional highlighting). Describe the impact of the sharing model on reports. Describe the options available when creating and modifying dashboards (for example, dashboard components, data sources, chart types, subscribing, and running user). Describe the capabilities of custom report types.

Course Introduction - Analytics - Reports and Dashboards

  • MW previously predicted that Salesforce Classic would be retired in 2020.

Creating a Report

  • Reports tab is available by default in multiple applications in Salesforce

Customizing a Report

Installing Reports via the AppExchange

  • “Salesforce Adoption Dashboards” is a free app on the AppExchange. It provides various dashboards centered around
    • Recall that a Salesforce App is just a series of tabs and screens
  • View installed packages via: Setup > Quick Find > “Installed Package” > Installed Packages
    • For ex: “Salesforce Adoption Dashboards” includes “42 Reports, 6 Custom Fields, 3 Dashboards, 1 Dashboard Folder and 1 Report Folder designed to provide a view of the adoption and…”

Report Formats Overview

  • Four primary report formats:
    • Tabular: most basic
    • Summary: next most complex, grouping by rows
    • Matrix: grouping by both rows and columns
    • Joined: lets you create multiple report blocks providing “different views,” where each block acts like a sub-report

Creating a Tabular Report

Creating a Summary Report

Creating a Matrix Report

  • In the actual “Matrix” report, the report is collapsed to just the two dimensions (categories) that are being grouped in the rows and columns.
    • Selecting one of the aggregate cells in the matrix report will show the detail rows that are included in that aggregation

Creating a Joined Report

  • Change the report type to “Joined Report” in the top left of the report view

Changing a Report Format and What Happens

  • This help article includes information about what happens when reports are changed from one type to another

Adding a Chart to a Report

Summary Formulas

  • To add a summary formula from within the report editor, click the down arrow next to Columns, then click “Add Summary Formula”
    • This creates a new derived field based on other fields in the data.

Summarizing Data in Reports

  • Any numeric field in a report can be summarized with available options: Sum, Average, Max, Min
    • These show up in the Subtotal and Grand Total rows of the report.

Subscribing to Reports

  • This is a means of setting automatic refreshes of the reports based on the data at the time.
  • Reports can have different “Running Users” set. This changes the records included in the report to just include those records that user has access to.

Categorizing Data with Bucket Columns

  • Buckets are a means of discretizing continuous values.

Creating Cross-Filters

  • Cross Filters are added from the Filters area of a report.
  • Cross Filters are a means of adding an additional filter into a report that checks against another “Secondary Object”
    • Ex: Accounts with Contacts
    • Ex: Accounts with Contacts AND Activities
    • Can also add a filter on that object, just as Accounts with Contacts named John

Creating Custom Report Types

  • Create custom report types via: Setup > Quick Find > “Report Type” > Report Type
  • Depending on the relationships of the objects being included, may be able to go up to 4 objects deep
  • Can remove available fields from the joined objects from the report type
    • Can also make additional fields be selected by default when creating a new report

Creating a Report Using a Custom Report Type

Historical Changes Reporting - Historical Trend Reporting vs. Reporting Snapshot

Reporting Snapshot Demo - Spring ‘20

  • “Reporting Snapshots” were previously known as “Analytic Snapshots”
  • Video on MWM is a helpful walk-through for setup of reporting snapshots

Historical Trend Reporting Demo - Spring ‘20

  • Opportunity Trends is a report type that is available out of the box. This is intended to give the ability to track changes in the sales pipeline over time.
  • Historical Trend Reporting help article

Sharing Model Impact on Reports

  • Records shown in Reports are limited to just the records the current user has access to in the role hierarchy, org-wide defaults, and sharing model, or the report’s “running user.”

Adding the Sharing Button to Page Layouts to Determine Access to Records

  • At time of the MWM video recording, the “Sharing” button is only available in Salesforce Classic. It is available on most objects’ Record pages.
    • This button shows each user’s level of access on the record:
      • Full Access - User can view, edit, delete, and transfer the record. User can also extend sharing access to other users.
      • Read/Write - User can view and edit the record, and add associated records, notes, and attachments to it.
      • Read Only - User can view the record, and add associated records to it. They cannot edit the record or add notes or attachments.
      • Private - User cannot access the record in any way.

Creating a Dashboard

  • The components available depend on the type of report “feeding” the component. Some types of reports do not support some types of visuals - unavailable visuals will be grayed out.

Modifying Dashboards

  • Tabular reports can only be displayed as a “Lightning Table” which is just the report visualized as a table.
  • Filters with predefine-able lists of possible filter values can be added to dashboards, which will filter all components of the dashboard to just be that value.

Dashboard Components and Component Types

Setting Decimal Precision in Dashboards

  • Decimals Places (precision) can be set on a per-component basis.

Dynamic Dashboards and Running Users

  • “Running User” was the term that was used in Salesforce Classic. In Lightning, the same concept is referred to as “Dynamic Dashboards”
    • Edit via: Dashboard View > Edit > Gear Icon > View Dashboard As > Another Person
      • This is more relevant for managers or users higher up the org chart, who may want to view their
    • The “Viewing as [Person]” will update based on this new selection
    • Also possible to let the running user choose who they view the dashboard as.

Subscribing to Dashboards

  • Subscribing to dashboards is also a way of scheduling dashboard refreshes, since the most recent data is always pulled to create the email.
  • Check for “Scheduled Jobs” (including dashboard subscriptions) via: Setup > Quick Find > “schedule” > Scheduled Jobs
  • Reports can be subscribed to, as well.

Adding a Dashboard to the Home Tab

  • Change the default home screen via: Gear Icon > Edit Page
    • Drag and drop a “Dashboard” app builder component onto the page

Adding a Home Tab to a Lightning App

  • Edit tabs in each application via: Setup > Apps > App Manager > Navigation Items

Dashboard Filters

  • Multiple filters can be added to a single dashboards.

Conditional Highlighting in Reports and Dashboards

  • Tabular reports are the best components to have conditional highlighting added
  • The segment ranges can be defined similarly to the Gauge component
  • There’s limited conditional highlighting support available in reports, themselves, inside of lightning. Classic does have it available, however.