Hello Trailblazers!
Salesforce provides users with versatile reporting tools to manage and visualize data effectively, and Matrix Reports stand out as one of the most powerful report formats in Salesforce. Matrix reports allow users to group records by both rows and columns, making them highly valuable for detailed data analysis across multiple dimensions. This type of report is ideal when you need to track complex metrics, such as performance across various regions and time periods, or analyze data by both category and subcategory.
In this blog, we’ll explain Matrix Reports and when to use them, as well as provide a step-by-step guide for creating one in Salesforce.
Before You Begin:
In the previous parts of this blog, we covered the steps for creating a Tabular Report and Summary Report in Salesforce. Please go through them first by following the mentioned links.
What is a Matrix Report in Salesforce?
A Matrix Report in Salesforce is a type of report that groups records by both row and column, allowing for a two-dimensional data analysis. Unlike tabular or summary reports, which only group records by a single dimension, matrix reports provide a structured data view across two groups. This setup allows users to summarize data more comprehensively, making it easy to detect trends, compare categories, and gain insights across multiple dimensions.
Key Features of Matrix Reports
- Dual Grouping: Group data by both rows and columns for a comprehensive view.
- Summarized Metrics: Use aggregate functions such as sum, average, min, max, and count to display meaningful totals.
- Conditional Highlighting: Highlight values based on specific conditions for quick analysis.
- Compatibility with Dashboards: Use matrix reports as data sources for dashboards and visualize complex data relationships with ease.
A Step-by-Step Guide for Creating a Matrix Report in Salesforce
Let’s go through the steps to create a Matrix Report to provide insights into data from multiple angles.
Step 1: Navigate to the Reports Tab
- Go to the App Launcher and search for Reports.
- Click Reports. This will navigate you to the reports tab.
- Once in the Reports tab, click New Report to start creating a new report.
Step 2: Select the Report Type
- When you click “New Report,” Salesforce prompts you to choose a Report Type. This selection determines which objects the report will use as data sources.
- Choose the main object you want to report, such as Opportunities or Cases.
- If you need data from related objects, select a relevant report type that includes them (e.g., Opportunities with Products or Accounts with Contacts). If available, you may also select “Custom Report Type“.
- For now, please select “Opportunity – Standard Record Type” and click “Start Report” to continue, as illustrated in the figure below.
Step 3: Add Filters to Refine Data
Before grouping data, apply filters to narrow down the dataset:
- Date Filters: Choose a date range, such as Close Date for opportunities, to focus on a specific time period.
- Standard Filters: Adjust ownership filters to display records owned by specific users or teams.
- Custom Filters: Add any specific field-based filters to isolate specific records, such as filtering by opportunity stage or account type.
Step 4: Add Columns for Display
To prepare for grouping, add columns to display in your report:
- In the Outline panel on the left, click Add Column to add the fields you want to include in your report.
- For instance, in an opportunity report, you might add the Opportunity Name, Amount, Close Date, Stage, and Account Name.
Step 5: Group Data by Rows and Columns
Grouping data by rows and columns transforms a standard report into a matrix report.
- Click the down arrow on the column header and choose Group Rows by This Field to select the first field for row grouping. For example, you could group by Stage to see opportunities by sales stage.
- For column grouping, select a second field. In our example, you might group by Close Date by Fiscal Quarter or Region.
- You can also add sub-groupings to make your matrix report more detailed.
- Once you group the records by rows and columns, it will look as follows.
Step 6: Summarize Data with Aggregates
Once your groupings are set, apply summary calculations to provide totals for each group.
- In the report builder, click the down arrow on a numeric field, such as Amount.
- Select the type of summary calculation to apply: Sum, Average, Min, Max, or Count.
- The aggregate totals will be displayed at the intersections of each row and column, with a grand total at the bottom.
Step 7: Preview the Matrix Report
To see how your report looks, preview it at any time.
- Click Run in the upper-right corner to view a live preview with accurate data.
- Review the layout and data accuracy, and adjust groupings or summaries as needed.
Step 8: Customize with Conditional Highlighting (Optional)
Here, highlight the values based on conditions to make important metrics stand out visually.
- In the report settings, go to the Conditional Highlighting/Formatting section.
- Click on “Add Conditional Formatting Rule”.
- Define color-coded thresholds to draw attention to specific values. For example, highlight high opportunity amounts in green and low ones in red, as shown in the figure below.
Set limits to show color-coded highlights based on your specified thresholds. - Click Done.
- Click Apply.
This is how the conditional formatting gets applied to the report.
Step 9: Save and Share the Report
Once you’re satisfied with the setup, save your Matrix Report for easy access and sharing.
- Click Save & Run to save the report.
- Enter a name for the report and, if desired, a description.
- Choose a folder for saving: select a public folder for team sharing or a personal folder for restricted access.
- Configure report-sharing options as needed to control who can view or edit it.
You can also add a chart to the report and export the report as needed. These features have been covered in previous sections of this blog. To learn more, please refer to the links provided at the beginning and end of this post.
Example Use Cases for Matrix Reports
Here are a few common scenarios where a matrix report can provide valuable insights:
- Sales Performance by Region and Quarter: Track sales figures across regions and periods to analyze performance and identify trends.
- Support Cases by Product and Priority: Group cases by product and priority level to see where most resources are needed.
- Revenue by Industry and Sales Rep: Analyze the total revenue generated by each sales rep across various industries.
Benefits of Matrix Reports
- Comprehensive Analysis: Matrix reports allow for detailed multi-dimensional analysis by grouping data in both rows and columns.
- Versatile Summarization: With various summary functions, matrix reports can calculate totals, averages, and other metrics that provide insight into your data.
- Dashboard Compatibility: Use matrix reports as data sources for dashboards, making them ideal for visualizing and presenting complex datasets.
- Conditional Highlighting: Highlight critical metrics for quick identification, making it easier to spot important trends.
Conclusion
Matrix Reports in Salesforce are powerful tools for analyzing data across two dimensions. They allow users to organize, summarize, and visualize data in new ways. By grouping data in rows and columns and applying aggregate functions, matrix reports reveal complex insights that can guide strategic decisions.
By following the steps in this guide, you can create and customize a matrix very simply.
In the next part of this blog series, we’ll learn about Joined Reports in Salesforce.
Until then, Keep Reading !!
Every challenge brings a new perspective; sometimes, all we need is the courage to look from a different angle.
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2. Mastering Salesforce Queues: A Step-by-Step Guide – Part 2
3. How to Assign Records to Salesforce Queue: A Complete Guide
4. An Introduction to Salesforce CPQ
5. Revolutionizing Customer Engagement: The Salesforce Einstein Chatbot
