Hello Trailblazers!

Salesforce Reports are a cornerstone of effective data-driven decision-making. They allow you to analyze and visualize business data efficiently. Salesforce offers a subscription feature for reports to ensure you or your team stay updated on important metrics without manually checking them. Subscribing ensures that you receive reports regularly in your email inbox, making it easy to monitor performance and trends.

In this blog, we’ll learn a step-by-step guide to subscribing to Salesforce Reports.

So stay tuned!

Before You Begin:

In the earlier sections of this Salesforce Reports series, we explored What Salesforce Reports are and the various types of Salesforce Reports. I highly recommend revisiting those sections to gain a deeper understanding and maximize your knowledge.

Why Subscribe to Salesforce Reports?

Subscribing to Salesforce Reports provides numerous benefits, including:

1. Timely Updates: Receive reports at a frequency that suits your business needs.
2. Automation: Eliminate the need to manually run reports.
3. Collaboration: Share critical data with stakeholders without additional effort.
4. Customization: Tailor subscription settings to fit your specific reporting requirements.

Prerequisites for Report Subscription

Before subscribing to reports in Salesforce, ensure the following:

1. Permission to Subscribe: So verify that your profile or role includes the permission to subscribe to reports. If not, contact your Salesforce Administrator.
2. Access to Report: So you must have view access to the report you wish to subscribe to.
3. Email Configuration: Ensure your organization’s email settings in Salesforce are correctly configured for outbound emails.

By the end of this blog, I will have shared some images and demonstrated how you can receive automated email updates for Salesforce Reports by subscribing to them. So keep reading for all the details!

Steps to Subscribe to a Salesforce Report

Step 1: Navigate to the Reports Tab

1. Go to the Reports tab in your Org.
2. Locate the report you want to subscribe.

Step 2: Open the Desired Report

1. Click on the report name to open it.
2. So, review the report to ensure it contains the data you need.

Step 3: Click on the Subscribe Button

1. Once you open the report, click the down arrow menu button beside the ‘Edit’ button in the top right corner.
2. When clicked, a menu will appear.
3. So click the Subscribe button to initiate the subscription process, as shown below.

Step 4: Configure Subscription Settings

1. Set Frequency: Choose how often you want to receive the report. So options include:

1. • Daily
   • Weekly
   • Monthly

2. Select Time: Here, specify when the report email should be sent.

3. Add Conditions (Optional):

• • Define conditions for sending the report.
  • For example, “Send only if revenue is less than $10,000.”

Step 5: Add Recipients

1. Include Yourself: By default, you will be subscribed to the report.
2. Add Others: Add additional users, roles, or groups who should receive the report and ensure they have access to it.

Note: If you would like to learn more about how to give access of the reports to the users, then please follow the provided link.

Step 6: Save the Subscription

1. Review the settings to ensure accuracy.
2. Click Save to activate the subscription.

Your subscription will be visible in the “Subscribed” column, as shown below.

So, you can subscribe to Salesforce Reports.

Note: To learn how to subscribe to Salesforce Dashboards, please explore the detailed blog post by clicking on the provided link.

Managing Report Subscriptions

1. View Current Subscriptions

   • Navigate to the Reports tab and open the report.
   • Click on Subscribe to view and manage your existing subscription settings.

2. Edit Subscriptions

   • Modify the frequency, time, or recipients as required.
   • Save changes to update the subscription.

3. Unsubscribe from Reports

   • If you no longer wish to receive updates, click Unsubscribe from the subscription settings below.

Best Practices for Report Subscriptions:

1. Optimize Frequency: Avoid overloading your inbox by choosing a frequency that matches your reporting needs.
2. Choose Relevant Recipients: Ensure only stakeholders who need the report are included in the subscription.
3. Define Conditions: Use filters to trigger report emails only when specific criteria are met.
4. Test Email Delivery: Confirm that reports are delivered correctly to all recipients.

Result – How do you Receive Emails for Salesforce Reports?

So here, I demonstrate the outcome of receiving Salesforce Dashboard updates via email after subscribing to them.

Troubleshooting Report Subscription Issues

1. Emails Not Received

   • Check your spam folder.
   • Verify that your email address is correctly entered in Salesforce.
   • Ensure your organization’s email server is not blocking Salesforce emails.

2. Permission Errors

   • Contact your Salesforce Administrator to ensure you have the required permissions.

3. Access Issues

   • Confirm that all recipients have access to the report and its underlying data.

Conclusion

Subscribing to Salesforce Reports is an efficient way to stay informed about your business’s performance metrics. So, by automating the delivery of reports, you save time and ensure timely decision-making. So follow the steps in this guide to set up report subscriptions and optimize your reporting workflow.

Happy Reading!

“Positivity is not about ignoring challenges; it’s about facing them with hope, resilience, and the belief that every setback is a step toward something better.”

Related Posts:

• Schedule and Subscribe to Reports
• Subscribe to Get Report Results Delivered by Email

You Can Also Read:

• Introduction to the Salesforce Queues – Part 1
• Mastering Salesforce Queues: A Step-by-Step Guide – Part 2
• How to Assign Records to Salesforce Queue: A Complete Guide
• An Introduction to Salesforce CPQ
• Revolutionizing Customer Engagement: The Salesforce Einstein Chatbot

Hello Trailblazers!

Salesforce Dashboards are powerful tools that allow users to visualize and analyze data at a glance. To stay updated on key metrics without manually checking dashboards, Salesforce provides a subscription feature. Subscribing to dashboards ensures that you and your team receive timely updates via email, helping you stay informed and make data-driven decisions.

In this blog, we’ll learn how to subscribe to Salesforce Dashboards.

Before you Begin:

In the earlier sections of this Salesforce Dashboards series, we explored what Salesforce Dashboards are, the step-by-step process to create them, and an in-depth look at Dynamic Dashboards in Salesforce. So to ensure a thorough understanding and gain the maximum benefit from this series, I highly recommend reviewing those parts before moving forward.

Benefits of Subscribing to Salesforce Dashboards

1. Automated Updates: Receive dashboard data directly in your email without manual intervention.
2. Timely Insights: Get updates on key metrics at regular intervals.
3. Collaboration: Share insights with team members effortlessly by including them in subscriptions.
4. Customization: Choose specific schedules and recipients for dashboard updates.

Prerequisites for Subscribing to Dashboards

1. Permissions: Ensure you have the “Subscribe to Dashboards” permission enabled. Check with your Salesforce Administrator if you are unsure.
2. Access to Dashboard: You must have view access to the dashboard you want to subscribe to.
3. Email Configuration: Your Salesforce org must have email delivery settings configured.

At the end of this blog, I have demonstrated how you can receive automated email updates for Salesforce Dashboards by subscribing to them. So stay tuned for all the details!

Steps to Subscribe to a Salesforce Dashboard

Step 1: Navigate to the Dashboard

1. Go to the Dashboards tab in Salesforce.
2. Locate the dashboard you want to subscribe to using the search bar or browsing the folders.
3. Click to open the desired dashboard as illustrated below.

Step 2: Click on the Subscribe Button

1. Once the dashboard is open, locate the Subscribe button at the top right corner of the screen.
2. Click on the Subscribe button to begin the subscription process.

Step 3: Configure Subscription Settings

1. Set Frequency: Choose how often you want to receive the dashboard updates. Options include:
   • Daily
   • Weekly
   • Monthly
2. Select Time: Specify the time of day as shown below when the dashboard email should be sent.
3. Choose Conditions (Optional):
   • Add filters or conditions for triggering the subscription.
   • For example, “Send only if revenue is below $50,000.”

Step 4: Add Recipients

1. Include Yourself: By default, you will be subscribed to the dashboard.
2. Add Team Members: Add colleagues or other Salesforce users who should receive the email. Enter their names or select them from the user list.

Note: Only users with access to the dashboard can be added as recipients.

Step 5: Save the Subscription

1. Review your subscription settings to ensure everything is correct.
2. Click Save to activate the subscription.

So you can see your subscription in the Subscribed column as shown below.

So in this way, you can subscribe to the Salesforce Dashboards.

Note: If you’re interested in learning “how to subscribe to Salesforce Reports”, please explore the detailed blog by clicking on the provided link.

Managing Dashboard Subscriptions

1. View Existing Subscriptions:
   • Open the dashboard and click on the Subscribe button.
   • You can see and manage your existing subscriptions.
2. Edit Subscription Settings:
   • Adjust frequency, time, or recipients as needed.
   • Save changes to update the subscription.
3. Unsubscribe:
   • If you no longer wish to receive dashboard emails, click on Unsubscribe to stop the updates.

Best Practices for Dashboard Subscriptions

1. Limit Recipients: Only include essential stakeholders to avoid overwhelming users with emails.
2. Optimize Frequency: Choose a schedule that aligns with the dashboard’s relevance and data update frequency.
3. Use Filters Wisely: Apply conditions to ensure emails are sent only when specific criteria are met.
4. Test Email Delivery: Verify that emails are being sent and received correctly.

Result – How do you receive emails for Salesforce Dashboards?

Here, I’m showing the result of receiving the Salesforce Dashboard after subscribing to it.

Troubleshooting Subscription Issues

1. Not Receiving Emails:
   • Check your spam or junk folder.
   • Confirm that your email address is correct in Salesforce.
   • Verify that your organization’s email server is not blocking Salesforce emails.
2. Permission Issues:
   • Ensure you have the necessary permissions to subscribe to dashboards.
   • Contact your Salesforce Administrator for assistance.
3. Dashboard Access Issues:
   • Confirm that you have access to the dashboard and its data.

Conclusion

Subscribing to Salesforce Dashboards is a simple yet effective way to stay informed about your business metrics. So by following the steps outlined in this guide, you can automate dashboard updates, share insights with your team, and make timely decisions.

Happy Reading!

 “Self-learning is the art of unlocking your potential, where curiosity becomes your guide and perseverance your greatest teacher.”

Related Posts:

1. Subscribe to Dashboards in Lightning Experience
2. Subscribe to Dashboards by Group or Role

You Can Also Read:

1. Introduction to the Salesforce Queues – Part 1
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

Hello Trailblazers!

Salesforce provides powerful reporting tools to analyze and visualize data effectively. Among these tools, the Bucket Field stands out as a feature that enables categorization of data directly within reports.

In this blog post, we’ll focus on creating a Bucket Column specifically for Picklist type fields in Salesforce Reports, offering a step-by-step guide to help users categorize data efficiently.

Before you Begin:

In the previous part of this blog we’ve explored “What is Bucket Field in Salesforce?”, ways to create it and many more. Before proceeding I highly recommend revisiting the earlier section to gain a comprehensive understanding of the fundamentals related to it.

What is a Bucket Column in Salesforce?

A Bucket Column/Field is a feature that allows users to group values of a specific field into categories (buckets) without altering the underlying Salesforce object. Here in this blog, we’re particularly using it for picklist fields, where predefined values can be grouped into broader categories to simplify analysis.

For example:

• Group opportunity stages into “Early,” “Mid,” and “Closed” categories.
• Categorize lead sources into “Digital,” “Offline,” and “Referral” groups.

Benefits of Bucket Columns for Picklist Fields

1. Ease of Use: Group picklist values dynamically without modifying the schema.
2. Enhanced Insights: Aggregate data into meaningful categories for better analysis.
3. Time-Saving: No need for custom fields or formula fields to categorize data.
4. Improved Collaboration: Share reports with categorized data easily across teams.

Note: If you’re interested in learning “How to Share Reports or Report Folders in Salesforce,” you can explore the detailed guide provided in this link. It offers step-by-step instructions to help you seamlessly manage report sharing and collaborate effectively.

Steps to Create a Bucket Column for Picklist Fields

Step 1: Open or Create a Report

1. Navigate to the Reports tab in Salesforce.
2. Click New Report or open an existing report that contains the picklist field you want to bucket.
3. Select the relevant report type (e.g., Opportunities, Leads).
4. Here we are selecting standard “Leads” report type as shown in the figure below.

Note: If you are interested in learning “What is a Custom Report Type in Salesforce?” and learn how to create one, I recommend you to explore the detailed guide available through the provided link.

Step 2: Add a Bucket Column

Once you select the report type, it will open the Report Builder.

1. Navigate to the Outline section in the left-hand panel.
2. Locate the Columns section and click the dropdown menu.
3. From the dropdown options, select Add Bucket Column to proceed, as shown in the figure below.

Note: We’ve previously explored an alternative method for creating a bucket column. If you’d like to learn that approach, kindly refer to the earlier part of this blog post. The relevant link is provided in the “Before You Begin” section and is also included at the end for your convenience.

Step 3: Configure the Bucket Column

1. Name Your Bucket Column: Enter a descriptive name, such as “Lead Source Group.”
2. Select the Source Field: Choose the desired picklist field that you want to use for creating a bucket column. (e.g., Lead Source).
3. Define Buckets:
   • Click Add Bucket to create a new category.
   • Enter a name for the bucket (e.g., “Digital Sources“).
   • Select picklist values to include in this bucket (e.g., “Website,”).
   • Click on “Move to” and choose “Digital Sources” from the options, as illustrated in the figure below.
4. Repeat for Other Buckets: Create additional buckets for other categories (e.g., “Offline Sources,” “Referral Sources”). It should be like this:
5. Click Apply to save your configuration.

Step 4: Use the Bucket Column in the Report

1. Drag the newly created bucket column into the report canvas anywhere you want.
2. Use it for grouping, filtering, or summarizing data as needed.
3. If you summarize the report by newly created Bucket Column/Field, it will look like this:

Note: If you would like to learn more about “How to create Summary Reports in Salesforce?”, then please follow the provided link.

Step 5: Save and Run the Report

1. Save the report by clicking Save
2. Provide a meaningful name, description, and folder location for the report.
3. Click Save & Run to visualize your categorized data.

Best Practices for Bucket Columns

1. Keep Categories Meaningful: Ensure that bucket names are intuitive and easy to understand.
2. Test with Small Datasets: Verify the categorization before applying it to larger datasets.
3. Document Your Configuration: Provide descriptions for each bucket to clarify their purpose.
4. Limit Buckets: Avoid creating too many buckets to maintain report clarity and focus.

Conclusion

Bucket Columns in Salesforce Reports are a simple yet powerful way to organize and analyze data dynamically. For Picklist fields, they provide a flexible solution to group values into meaningful categories without altering the underlying schema.

By following the steps in this guide, you can quickly set up bucket columns and unlock deeper insights into your Salesforce data.

Happy Reading!

 “A disciplined mind leads to a focused life; when you control your actions, you control your destiny.”

Related Posts:

1. Bucket Field in Salesforce
2. Bucket Field Limitations

You Can Also Read:

1. Introduction to the Salesforce Queues – Part 1
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

In today’s cloud-centric world, AWS (Amazon Web Services) stands out as a leading provider of scalable and reliable cloud services. Python’s Boto3 library is a powerful tool that allows developers to interact with AWS services programmatically. However, ensuring secure interactions is crucial to protect sensitive data and maintain the integrity of your applications.

Main objective of this blog is to explain how we can interact with different AWS services in a secure way. In this blog, I explained how we can create a session object from AWS credentials (keys and secret keys) which we are fetching from OS environment variables and use session object to interact with AWS services.

Setting Up Python, Boto3 API, AWS and VS Code Editor

Python

You could ensure if Python installed in your system/server by running “python –version” command. We can run same command in any operating system either that is Windows, Linux/Unix or MacOS. if python not installed, then we need to install it first before moving forward.

You can download and install the python from its official page Download Python | Python.org

VS Code

I am using VS Code editor tool for developing the boto3 Api code, so we also need to ensure few things in code editor.

1. We need to install Python extension for Visual Studio Code which integrate and offer support for IntelliSense (Pylance), debugging (Python Debugger), formatting, linting, code navigation, refactoring, variable explorer, test explorer, and many more.

1. We also need to ensure if python version showing on right bottom bar when writing in python file. this will be available once we setup the python properly in our system.

Boto3

Once python and VS Code setup done then we need to install the python boto3 package from command “pip install boto3”.

• boto3 package will not be recognize and give error during execution until we install it. see in given screenshot where you can see yellow underline under boto3.

• To run this command in VS Code editor, we can open terminal from Terminal >> New Terminal and run this command there. you can see the installation in below screenshot where few other dependent packages also installed along with boto3 package. later it was also asking me to upgrade pip (python package manager), so I run that command as well.

• Now we are ready with boto3 api

AWS

Configure your AWS credentials using the AWS CLI or by setting environment variables.

• if we need to use aws cli then we need it install it first.
• You can use download and installation instructions from here
  • Installing or updating to the latest version of the AWS CLI – AWS Command Line Interface
• once aws cli installed then we can use “aws configure” command to set the credentials
  • more details, you can find here Configuring settings for the AWS CLI – AWS Command Line Interface

Securely Managing AWS Credentials

Managing AWS credentials securely is the first step in ensuring secure interactions with AWS services. There is two way we can use to interact with different AWS services.

1. Environment Variables: Store your AWS credentials in environment variables instead of hardcoding them in your scripts.

import os
import boto3

aws_access_key = os.getenv('AWS_ACCESS_KEY_ID')
aws_secret_key = os.getenv('AWS_SECRET_ACCESS_KEY')

session = boto3.Session(
    aws_access_key_id=aws_access_key,
    aws_secret_access_key=aws_secret_key
)

1. IAM Roles: Use IAM roles for EC2 instances to avoid storing credentials on the instance.

session = boto3.Session()
s3 = session.resource('s3')

Different AWS Services Interaction with boto3 API

Let’s explore how to interact with some common AWS services securely.

Amazon S3

Amazon S3 is a widely used storage service. Here’s how to securely interact with S3 using Boto3.

1. Uploading Files

import os
import boto3

aws_access_key = os.getenv('aws_access_key_id')
aws_secret_key = os.getenv('aws_secret_access_key')
session = boto3.Session( aws_access_key_id=aws_access_key, aws_secret_access_key=aws_secret_key )

s3 = session.resource('s3')
bucket_name = 'sachinsinghfirstbucket'
file_path = 'temp/first.txt'
s3.Bucket(bucket_name).upload_file(file_path, 'first.txt')

1. Downloading Files

import os
import boto3

aws_access_key = os.getenv('aws_access_key_id')
aws_secret_key = os.getenv('aws_secret_access_key')
session = boto3.Session( aws_access_key_id=aws_access_key, aws_secret_access_key=aws_secret_key )

s3 = session.resource('s3')
bucket_name = 'sachinsinghfirstbucket'
file_path = 'temp/first_copy.txt'
s3.Bucket(bucket_name).download_file('first.txt', file_path)

Amazon EC2

Amazon EC2 provides scalable computing capacity. Here’s how to manage EC2 instances securely.

1. Launching an Instance

import os
import boto3

aws_access_key = os.getenv('aws_access_key_id')
aws_secret_key = os.getenv('aws_secret_access_key')
session = boto3.Session( aws_access_key_id=aws_access_key, aws_secret_access_key=aws_secret_key )

ec2 = session.resource('ec2')
instance = ec2.create_instances(
    ImageId='ami-07b69f62c1d38b012',
    MinCount=1,
    MaxCount=1,
    InstanceType='t2.micro'
)

1. Stopping an Instance

import os
import boto3

aws_access_key = os.getenv('aws_access_key_id')
aws_secret_key = os.getenv('aws_secret_access_key')
session = boto3.Session( aws_access_key_id=aws_access_key, aws_secret_access_key=aws_secret_key )

instance_id = 'i-00ab4568503979da4'
ec2 = session.resource('ec2')
ec2.Instance(instance_id).stop()

For Other Services

You can go through other services and detailed documentation here Boto3 1.35.91 documentation

Best Practices for Secure Boto3 Interactions

1. Use Least Privilege: Ensure that your IAM policies grant the minimum permissions required for your tasks.

2. Rotate Credentials Regularly: Regularly rotate your AWS credentials to reduce the risk of compromise.

3. Enable Logging and Monitoring: Use AWS CloudTrail and CloudWatch to monitor and log API calls for auditing and troubleshooting.

Interacting with AWS services using Boto3 is powerful and flexible, but security should always be a top priority. By following best practices and leveraging AWS’s security features, you can ensure that your applications remain secure and resilient.

In order to write device-specific code in Salesforce LWC (Lightning web components), we will explore different methods of detecting a device in this blog. The following methods can be used in Lightning Web Components (LWC) to identify a device or distinguish between a desktop, tablet, or mobile device:

1. Using Standard web APIs navigator.userAgent

In Lightning Web Components (LWC), device detection is implemented using standard web APIs like navigator.userAgent, allowing developers to identify device types (e.g., phone, tablet, desktop) and operating systems by analyzing the user agent string. This approach provides flexibility and supports modern web standards.

Example:

import { LightningElement } from 'lwc';

export default class DetectDevice extends LightningElement {
    isPhone = false;
    isTablet = false;
    isAndroid = false;
    formFactor = 'Unknown';

    connectedCallback() {
        this.detectDevice();
    }

    detectDevice() {
        const userAgent = navigator.userAgent || navigator.vendor || window.opera;
        // Detect Android
        this.isAndroid = /android/i.test(userAgent);
        // Detect iOS
        const isIOS = /iPad|iPhone|iPod/.test(userAgent) && !window.MSStream;
        // Detect Tablets
        const isTablet = /Tablet|iPad/.test(userAgent);
        // Detect Phones
        const isPhone = /Mobile|iPhone|Android/.test(userAgent) && !isTablet;
        // Assign properties
        this.isPhone = isPhone;
        this.isTablet = isTablet || isIOS;
        this.formFactor = isPhone ? 'Phone' : isTablet ? 'Tablet' : 'Desktop';
    }
}

2. Use CSS Media Queries

In both Lightning Web Components (LWC) and Aura Components, detecting the device form factor using CSS Media Queries is a robust and declarative approach. Media queries enable developers to define styles that apply conditionally based on the device’s screen size, resolution, orientation, or other media features, without relying on JavaScript or Salesforce-specific utilities like $Browser. We can use CSS media queries to detect the device type or screen size and apply styles or classes accordingly.

Detecting Devices Using CSS Media Queries

You can define breakpoints to target specific devices like phones, tablets, or desktops. For example:

• Phones: Devices with a screen width up to 767px.
• Tablets: Devices with a screen width between 768pixel and 1024pixel.
• Desktops: Devices with a screen width above 1024px.

For Example

• HTML Template:

html
<template>
  <div class={deviceClass}>
    Content here
  </div>
</template>

• CSS:

@media (max-width: 768px) {
  .mobile {
    display: block;
  }
}
@media (min-width: 769px) {
  .desktop {
    display: block;
  }
}

• JavaScript:

import { LightningElement } from 'lwc';

export default class DetectDeviceLwc extends LightningElement {
  get deviceClass() {
    return window.innerWidth <= 768 ? 'mobile' : 'desktop';
  }
}

Example: 2

In the .css file of the LWC component

/* For Phones */

@media screen and (max-width: 767px) {
    .example {
        font-size: 14px;
        color: blue;
    }
}

/* For Tablets */

@media screen and (min-width: 768px) and (max-width: 1024px) {
    .example {
        font-size: 16px;
        color: green;
    }
}

/*For Desktops */

@media screen and (min-width: 1025px) {
    .example {
        font-size: 18px;
        color: black;
    }
}

3. Check Screen Size with window.innerWidth or window.matchMedia

We can dynamically check screen width or use the matchMedia API to determine the device type.

window.innerWidth: Simpler and more straightforward, but can be less performant for frequent resize events.

window.matchMedia: More powerful and efficient, especially when dealing with complex media queries or when you only need to respond to specific media query changes.

Example:

import { LightningElement } from 'lwc';

export default class DetectDeviceLwc extends LightningElement {
  isMobile = false;

  connectedCallback() {
    this.checkDevice();
    window.addEventListener('resize', this.checkDevice.bind(this));
  }

  disconnectedCallback() {
    window.removeEventListener('resize', this.checkDevice.bind(this));
  }

  checkDevice() {
    this.isMobile = window.innerWidth <= 768; // Define your breakpoint here
  }
}

function checkScreenWidth() {
  const smallScreenQuery = window.matchMedia("(max-width: 767px)");
  const mediumScreenQuery = window.matchMedia("(min-width: 768px) and (max-width: 1023px)");

  if (smallScreenQuery.matches) {
    console.log("Small screen");
  } else if (mediumScreenQuery.matches) {
    console.log("Medium screen");
  } else {
    console.log("Large screen");
  }
}

// Call the function on page load
checkScreenWidth();

// Add listeners for media query changes
smallScreenQuery.addEventListener("change", checkScreenWidth);
mediumScreenQuery.addEventListener("change", checkScreenWidth);

4. Leverage Platform-Specific Styles in Salesforce

If your application runs in Salesforce Mobile App, you can use specific SLDS classes for responsiveness.

• For example, use the slds-size_1-of-1, slds-medium-size_1-of-2, or slds-large-size_1-of-3 classes to control layout depending on the screen size.

In Lightning Web Components (LWC), leveraging platform-specific styles in Salesforce is an effective approach to detect and adapt to devices, ensuring a seamless user experience. Salesforce provides a unified and responsive design system through the Lightning Design System (SLDS), which includes platform-specific utility classes and design tokens. These tools allow developers to tailor component styling and behavior for different devices and screen sizes without relying heavily on custom CSS or JavaScript.

5. Lightning Platform Features

Use Salesforce’s User-Agent and Platform context for mobile/desktop detection:

• In Visualforce or Aura, we can use $UserContext.uiTheme or $UserContext.uiThemeDisplayed.
• In LWC, this can be combined with server-side logic or custom platform detection flags passed from Apex or configuration.

Custom Apex Logic

If needed, pass device information from Apex to the LWC by using a custom setting or logic to detect if the user is accessing Salesforce from a mobile app or desktop browser.

UserInfo.getUiThemeDisplayed(); // Returns ‘Theme4d’ for Desktop, ‘Theme4t’ for Mobile

@AuraEnabled
public static Boolean isMobile() {     
return UserInfo.getUiThemeDisplayed() == 'Theme4t';
}

You can then consume this information in your LWC via an imperative Apex call.

6. Salesforce Mobile SDK (If Applicable)

For apps integrated with the Salesforce Mobile SDK, you can directly use the SDK’s methods to detect the environment and pass the device type to your LWC.

Conclusion:

By combining one or more of these methods allows for more reliable device detection, enabling you to implement device-specific code tailored to your application. These approaches are particularly valuable for ensuring your LWC components accurately identify and respond to the appropriate device.

References:

Apex Reference Guide

View Devices with mobile device tracking 

You Can Also Read:

1. A Complete Guide to Navigation Service in Lightning Web Components: Part 1
2. A Complete Guide to Navigation Service in Lightning Web Components: Part 2

Hello Trailblazers!

Salesforce Schema Builder is a robust tool that provides a visual representation of your data model. It allows administrators and developers to view, design, and modify objects, fields, and relationships in Salesforce effortlessly. Whether you’re a seasoned Salesforce expert or a beginner, Schema Builder can simplify your work and enhance your understanding of the Salesforce data architecture.

What is Schema Builder?

Schema Builder is a dynamic tool within Salesforce that visually represents objects, fields, and their relationships. Unlike the traditional method of navigating through object manager tabs, Schema Builder provides a drag-and-drop interface for creating and editing objects and fields directly.

Key Features of Schema Builder

1. Interactive Visualization: View all standard and custom objects along with their relationships in a single diagram.
2. Drag-and-Drop Interface: Create new objects, fields, and relationships without writing any code.
3. Field Details: Easily access field-level information such as data type and API name.
4. Real-Time Updates: The changes made in Schema Builders are reflected immediately in the Salesforce org.
5. Customizable View: Filter objects and relationships to focus on specific areas of your schema.

Benefits of Using Schema Builder

1. Time-Saving: Simplifies the process of designing and modifying your data model.
2. Improved Collaboration: Provides a clear visual representation that can be shared with stakeholders.
3. Reduced Errors: Ensures accuracy in creating fields and relationships by providing instant feedback.
4. Enhanced Understanding: Helps new team members quickly understand the data model.

How to Access Schema Builder

Follow these steps to access Schema_Builder in Salesforce:

1. Log in to your Salesforce org.
2. To access Setup, click the gear symbol in the top-right corner.
3. In the Quick Find box, type Schema Builder.
4. Click on Schema Builder under Objects and Fields as shown in the figure below.

Once the Schema Builders interface opens, you can view and interact with your data model.

Start Using Schema Builder:

1. In the left panel, click Clear All to remove any existing selections.
2. Select the Account, Contact, and Opportunity
3. Click on Auto-Layout to automatically arrange the components.

Once done, the layout will look similar to this:

Note: You can easily drag these objects around the canvas in Schema_Builder. While this doesn’t alter the objects or their relationships, it allows you to better visualize your data model in an organized and meaningful way.

Schema Builder is a powerful tool for showcasing your Salesforce customizations to colleagues or visualizing the seamless flow of data across your system, making it easier to understand and explain your data model.

Using Schema Builder to Create Objects, Fields, and Relationships

Step 1: Create a Custom Object

1. Open Schema Builder.
2. Click on Elements in the top-left corner.
3. Drag the Object icon onto the canvas.
4. Fill in the required details like Object Label, Record Name, Data type, etc.
5. Save the object as shown below.

The object we created, will look like this.

And now you can start adding or creating the fields into the object.

Step 2: Add Fields to an Object

1. Drag the Field icon onto an existing object in the canvas from the Elements.
2. Choose the field type (e.g., Text, Number, Date).
3. Specify field details like Field Label and Field Name.
4. Save the field.

Step 3: Create Relationships Between Objects

1. Drag the Lookup Relationship or Master-Detail Relationship icon onto an object.
2. Specify the related object.
3. Define the relationship settings, such as field names and sharing rules.
4. Save the relationship.

So, the object will look like this after adding the fields.

So, in this way, you can create objects from Schema_Builder itself without going to Object Manager.

Best Practices for Using Schema Builder

1. Plan Your Data Model: Outline your objects, fields, and relationships before starting.
2. Use Filters: Focus on specific objects or relationships to reduce clutter.
3. Collaborate with Teams: Share the Schema Builders view with your team to ensure alignment.
4. Test Before Deployment: Validate the changes in a sandbox environment before applying them in production.

Limitations of Schema Builder

1. Performance Issues: For orgs with large numbers of objects and fields, Schema_Builder can become slow.
2. Limited Functionality: Advanced customizations, like triggers and validation rules, cannot be managed through Schema Builder.
3. No Version Control: Changes made in Schema Builders are not version-controlled, so careful tracking is necessary.

Note: To dive deeper into the considerations for using Schema Builders, feel free to explore further by following this link.

Conclusion

Schema Builder in Salesforce is an invaluable tool for visualizing and managing your data model. By providing a user-friendly interface and real-time updates, it simplifies complex data architecture tasks and improves collaboration across teams.

Happy Reading!

 “Continuous learning is the bridge between where you are and where you aspire to be. Every step forward, no matter how small, brings growth and opens doors to new possibilities.”

Related Posts:

1. Work with Schema_Builder
2. Design your own Data Model with Schema_Builder

You Can Also Read:

1. Introduction to the Salesforce Queues – Part 1
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

Salesforce Dashboards are a powerful tool for visualizing and analyzing data, providing actionable insights for decision-making. Filters enhance these dashboards by allowing users to customize their view of the data, making dashboards dynamic and user-friendly.

In this blog, we will explore how to add filters to Salesforce Dashboards and highlight their benefits and best practices.

Before you Begin:

In the earlier parts of this blog series, we explored what Salesforce Dashboards are, their components, how to create them, as well as Dynamic Dashboards and the steps to set them up. Before diving into this section, I recommend reviewing those blogs for a better understanding.

What Are Dashboard Filters?

Dashboard filters in Salesforce enable users to adjust the data displayed on a dashboard without altering the underlying reports. By applying filters, users can view specific subsets of data, such as a particular region, product, or time frame, directly within the dashboard interface.

Benefits of Using Filters

1. Enhanced User Experience

Filters make dashboards more interactive and user-centric by allowing users to focus on the data that matters to them.

2. Improved Data Analysis

Filters enable deeper insights by providing multiple perspectives on the same set of data.

3. Reduced Dashboard Clutter

Instead of creating multiple dashboards for different criteria, you can use filters to streamline the data presentation in one place.

Prerequisites for Adding Filters

Before adding filters to your Salesforce Dashboard, ensure the following:

• You have “Manage Dashboards” and “Edit Dashboards” permissions.
• The source reports used in the dashboard have fields available for filtering.

Note: If you’re interested in learning how to share Dashboards and Reports with Users, Roles, Partners, Internal Subordinates, and more, click on the link provided for a detailed guide.

Steps to Add Filters to a Salesforce Dashboard

Step 1: Open the Dashboard Editor

1. Navigate to Dashboards in Salesforce.
2. Select the dashboard you want to edit or create a new one.
3. Click Edit to open the dashboard editor.

Step 2: Add a Filter

1. Click the “+ Filter” button in the dashboard editor.
2. In the Field dropdown, select the field you want to use for the filter. The available fields are determined by the source reports. So here, for example, we select the “Annual Revenue” field from Account.
3. Once you select the field, specify the other filter options like Display Name: Annual Revenue.
4. Click on the “Add Filter Value” button as shown in the figure below and start adding filter conditions.
5. Once you add the conditions, click apply to save the filter and repeat the same procedure for more conditions as shown above.
6. After adding all the conditions, click Add as shown in the figure below.
7. Click Save.
8. Click Done.

You can see the difference between a normal dashboard and a dashboard with filters in the below image.

Step 3: Save and Test the Dashboard

1. Once all filters and components are configured, click Save.
2. Test the dashboard by switching between different filter values to ensure the components update correctly.

The results are as shown below:

With these simple steps, you can apply filters to the dashboard to view specific data sets without the need to create a new dashboard or modify the associated reports.

In addition to the above example, you can also apply filters to fields like “Region” in an object. For instance, by setting up a “Region” filter with values such as “North,” “South,” “East,” and “West,” the dashboard data will dynamically adjust to display insights specific to the selected region.

So this feature enhances data visualization by allowing targeted analysis without creating separate dashboards.

Note: The limit for dashboards filter options (also known as filter values or filter criteria) differs from the limit on the total number of dashboard filters. Each dashboard can include up to 5 filters, and each filter can have up to 50 filter options. So this allows for a flexible and detailed data analysis experience, ensuring users can narrow down their results efficiently within these limits.

Best Practices for Using Dashboard Filters

1. Choose Relevant Fields Select fields that align with your user’s needs and provide meaningful data segmentation.
2. Use Descriptive Names Clearly label filters to help users understand their purpose.
3. Limit the Number of Filters Avoid overwhelming users by keeping the number of filters manageable.
4. Validate Data Compatibility Ensure that the fields you use for filters are consistent across the source reports.
5. Test Thoroughly Always test the dashboards filters to confirm they work as expected and provide accurate results.

Common Use Cases for Dashboard Filters

1. Geographic Analysis
   • Filter data by region or country to analyze location-specific trends.
2. Product Performance
   • Apply filters for product categories or specific products to measure sales or performance.
3. Time-Based Insights
   • Use filters for date ranges, such as months, quarters, or years, to study trends over time.

And many more examples.

Conclusion

Adding filters to Salesforce Dashboards is a simple yet impactful way to enhance data visualization and user experience. By allowing users to customize their view, filters make dashboards more dynamic and insightful. By following the above implementation steps and best practices, you can create powerful dashboards.

Happy Reading!

 “Manifestation begins with belief—what you focus your thoughts and energy on becomes the blueprint for your reality. Dream it, feel it, and work towards it with unwavering faith.”

Related Posts:

1. Add a Dashboard Filter
2. Filter a Dashboard

You Can Also Read:

1. Introduction to the Salesforce Queues – Part 1
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

Hello Trailblazers!

Public Groups in Salesforce are a versatile and essential feature designed to streamline user management and data sharing across your organization. So these groups provide a convenient way to manage access permissions and ensure seamless collaboration among users, roles, and other groups.

In this blog, we will explore what Public Groups are, their benefits, how to create and manage them, and best practices for their use.

What Are Public Groups in Salesforce?

Public Groups are collections of users, roles, and other public groups that can be used to simplify sharing settings, folder access, and workflow approvals. These groups are defined at the organization level and can be used throughout Salesforce to manage access to records, dashboards, and reports more efficiently.

Public Groups can include:

• Individual users.
• Roles and subordinates.
• Other public groups.

Benefits of Public Groups

1. Streamlined Access Management

Public Groups allow administrators to manage access permissions for multiple users at once, reducing the complexity of assigning permissions individually.

2. Improved Collaboration

By grouping users with shared responsibilities or objectives, Public Groups facilitate better collaboration on shared resources like records, dashboards, and reports.

3. Efficient Workflow Approvals

Public Groups can be used in approval processes, ensuring that the right stakeholders are included in decision-making workflows.

4. Consistency in Sharing Rules

Using Public Groups ensures that sharing rules remain consistent and easier to manage across your Salesforce instance.

Use Cases for Public Groups

1. Folder Access Management
   • Grant access to report folders or dashboard folders for specific teams or departments.
2. Record Sharing
   • Enable group-level access to records such as Accounts, Opportunities, or Cases.
3. Approval Processes
   • Include Public Groups as approvers in multi-step approval processes.
4. Chatter Collaboration
   • Use Public Groups to define access to specific Chatter groups and streamline communication.

Steps to Create a Public Group in Salesforce

1: Navigate to the Setup Page

1. Log in to your Salesforce org.
2. Click the Gear Icon and select Setup.

 2: Access the Public Groups Page

1. In the Setup Quick Find box, type Public Groups.
2. Click on Public Groups under Users as shown in the figure below.

3: Create a New Public Group

1. Click New to create a new group.
2. Fill in the following details:
   • Label: Enter a name for the group (e.g., “Marketing Team North”).
   • Group Name: This is auto-populated based on the label.
   • Description: Provide a brief description of the group’s purpose.
3. Add members to the group by selecting:
   • Users.
   • Roles.
   • Roles and Subordinates.
   • Other Public Groups.

4: Save the Group

1. So after adding the desired members, click Save.
2. The new Public Group is now available for use in sharing settings, approval processes, and other functionalities.

Note: Learn more about the Approval Process in Salesforce and its benefits by following the link provided.

So, by following these simple steps, you can create public groups in Salesforce Org.

Managing Public Groups

1. Editing Groups

• Navigate to the Public Groups page in Setup.
• Click Edit next to the group you want to modify as shown below.
• Update the group name, description, or members as needed.

2. Deleting Groups

• Only delete a group if it’s no longer in use to avoid disrupting workflows or sharing settings.

3. Using Groups in Sharing Rules

• Public Groups can be included in sharing rules to grant access to records based on criteria or ownership.

Best Practices for Using Public Groups

1. Define Clear Naming Conventions
   • Use descriptive and consistent names to make it easier to identify groups (e.g., “Marketing Team/Sales Team/Support Team”).
2. Regularly Audit Group Membership
   • Periodically review group members to ensure they are up-to-date and relevant.
3. Leverage Groups for Reporting and Dashboards
   • Use Public Groups to manage access to shared reports and dashboards effectively. So we have already discussed this. Please follow the links below mentioned in the ‘Related Posts’.

Conclusion

Public Groups in Salesforce are a powerful feature that can simplify access management, enhance collaboration, and streamline workflows. So by understanding how to create and manage these groups effectively, organizations can improve operational efficiency and ensure a more organized Salesforce environment.

Happy Reading !!

 “Every challenge is a hidden opportunity for growth—embrace it with optimism.”

Related Posts:

1. Public Group in Salesforce
2. Public Group Considerations

You Can Also Read:

1. Introduction to the Salesforce Queues – Part 1
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

Hello Trailblazers!

Salesforce Dashboards provide a powerful way to visualize data, monitor performance, and make data-driven decisions. However, dashboards are only effective when the right people have access to them. Sharing Salesforce Dashboard folders allows teams to collaborate, share insights, and align strategies efficiently.

In this blog, we’ll explore the importance of sharing Salesforce dashboard folders and the required permissions and provide a step-by-step guide to sharing dashboard folders effectively.

Before You Begin:

In the earlier sections of this blog series, I provided an in-depth explanation of Salesforce Dashboards, the various types of dashboard components, and the concept of Dynamic Dashboards in Salesforce. For a comprehensive understanding, I recommend reviewing these sections first using the provided links before proceeding further.

Why Share Salesforce Dashboard Folders?

Collaboration and Alignment

Sharing dashboards fosters collaboration among teams, ensuring everyone has access to key metrics and performance indicators.

Transparency

Managers and team members can view the same data, reducing misunderstandings and improving communication.

Efficient Decision-Making

Shared dashboards provide real-time insights to all stakeholders, enabling quick and informed decisions.

Prerequisites for Sharing Dashboard Folders

Before sharing a dashboard folder, ensure the following:

1. Folder Permissions: You must have “Manage” access to the dashboard folder you want to share.
2. User Permissions: Users with appropriate access levels can only view or manage the shared folder based on the permissions assigned.
3. Folders Enabled: Ensure the dashboards are stored in folders, a feature supported in Lightning Experience and Classic.

Steps to Share Salesforce Dashboard Folders:

Step 1: Navigate to the Dashboards Tab

1. Click on the App Launcher and search for Dashboards.
2. Open the Dashboards tab to access your saved dashboards.

Step 2: Locate the Dashboard Folder

1. In the Dashboards tab, locate the folder that contains the dashboard you wish to share. (All Folders/Created by me)
2. Click the Folder dropdown menu to view all folders.
3. Select the folder you wish to share.

Step 3: Open Dashboard Folder Sharing Settings

1. Click the Folder Options dropdown (represented by three dots or a gear icon) next to the folder name.
2. Select Share from the dropdown menu. So, this action opens the dashboard folder-sharing settings.

Step 4: Add Users, Roles, or Groups

1. So once you click share, a pop-up will appear.
2. A pop-up window will appear, allowing you to add specific users, roles, public groups, or even entire roles and subordinates.
3. Choose Users from the Share With dropdown menu.
4. Use the “Names” field to search for the desired users.
5. Choose the appropriate access level (View, Edit, or Manage) from the “Access” field.
6. So, after selecting the users, click “Share” to complete the process, as illustrated in the figure below.

Note: To give multiple users different accesses, select the desired users and click on share. In the next step, we’ll see how to do this.

Step 5: Assign Access Levels

1. Once you click on “Share,” the selected users, roles, or groups appear in the “Who Can Access” section.
2. After adding a user, role, or group, assign an appropriate access level:
   • Viewer: Can view and run dashboards but cannot edit or share them.
   • Editor: Can view, edit, and run dashboards but cannot share the folder.
   • Manager: Can view, edit, run, and manage dashboards. Managers can also modify sharing settings.
3. Click Done to save the user with the assigned access level, as shown in the figure below.

Step 6: Review and Save Dashboard Sharing Settings

1. Finally, review the list of users, roles, and groups accessing the dashboard folder.
2. Ensure the permissions align with organizational policies and data security standards.
3. Click Done to save the changes.

Use Case: Sharing a Sales Dashboard with the Team

Imagine you have a Sales Performance dashboard that tracks key metrics like closed deals, pipeline value, and win rates. But You want to share this dashboard with your sales team and managers:

1. Create a public group named Sales Team in Salesforce Setup.
2. Add all sales team members and managers to this group.
3. Share the Sales Performance dashboard folder with the Sales Team group and assign Viewer access to members and Manager access to team leads.

This setup ensures that everyone on the sales team can access the dashboard, while team leads have additional privileges to edit or manage it.

Best Practices for Sharing Dashboard Folders

1. Assign Permissions Based on Need

• Use the principle of least privilege: assign only the permissions users need to perform their roles.
• For example, give Viewer access to most users and Editor or Manager access to team leads or analysts.

2. Use Public Groups for Efficiency

• Instead of adding individual users, create Public Groups in Salesforce. So this approach simplifies folder management and ensures consistency.

3. Maintain Data Security

• Ensure sensitive data on dashboards is shared only with authorized personnel.
• Use role-based sharing to restrict access to specific users based on their job functions.

Common Issues When Sharing Dashboard Folders

1. Missing Manage Access

Ensure you have Manage Access to the folder before attempting to share it. So without it, you won’t see the sharing options.

2. Permissions Mismatch

Users may still face access issues if the underlying report folders aren’t shared with the same permissions. So always ensure the report folder permissions align with the dashboard folder permissions.

Note: If you would like to learn how to share Lightning Report Folders in Salesforce, please follow the link mentioned above.

Conclusion

Sharing Salesforce dashboard folders is straightforward but essential to fostering collaboration and transparency across teams. By following the steps outlined in this blog, you can ensure that the right people have the right level of access to critical data, empowering them to make informed decisions.

Happy Reading!

 “Learning is a path, not a destination, and every step forward matters.”

Related Posts:

1. Share a Lightning Dashboard Folder
2. Embrace Folder Sharing in Reports and Dashboards

You Can Also Read:

1. Introduction to the Salesforce Queues – Part 1
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

Hello Trailblazers!

Sharing Lightning Report Folders in Salesforce is essential for team collaboration, ensuring that the right people can access critical reports for decision-making. Salesforce allows you to securely manage and share report folders with users, roles, and groups while maintaining control over their level of access.

In this blog, we’ll explore the importance of sharing report folders and prerequisites and provide a detailed step-by-step guide to sharing Lightning Report Folders in Salesforce.

Before You Begin

In the earlier part of this blog series, I discussed what Salesforce Reports are, the different types of reports available, and the steps to create them. I recommend reviewing those sections for a clearer understanding before proceeding further.

Why Share Lightning Report Folders?

1. Collaboration Across Teams

Sharing report folders enables team members to access, view, and analyze the same data, fostering better collaboration and understanding.

2. Improved Productivity

When reports are shared efficiently, stakeholders can quickly access the information they need without requesting it repeatedly.

3. Transparency and Alignment

By sharing reports, you ensure that all team members are on the same page regarding metrics and performance indicators.

Prerequisites for Sharing Report Folders

Before sharing Lightning Report Folders, ensure the following:

• Manage Access: You must have “Manage” access to the folder to share it with others.
• Appropriate Permissions: Users must have Salesforce permissions to view or edit reports.
• Enhanced Folder Sharing: This feature must be enabled in your Salesforce organization. Because it provides more granular control over folder sharing.

Access Levels for Lightning Report Folders

When sharing folders, you can assign the following access levels:

1. Viewer: Can view and run reports but cannot make changes.
2. Editor: Can view, run, and modify reports but cannot manage folder sharing.
3. Manager: Has full access but includes the ability to manage sharing settings and delete reports.

Step-by-Step Guide to Share Lightning Report Folders

Step 1: Open the Reports Tab

1. In Salesforce, click on the App Launcher and search for Reports.
2. Click the Reports tab to access all saved reports and folders.

Step 2: Locate the Report Folder

1. On the left panel, locate the folder containing the reports you want to share. (All Folders/Created by Me)
2. So click the folder name to open it.

Step 3: Open Folder Sharing Settings

1. Click the More Options icon (three dots or gear icon) next to the folder name.
2. Select Share from the dropdown menu. This action opens the folder-sharing interface, as shown in the figure below.

Step 4: Add Users, Roles, or Groups

1. A pop-up will appear in the sharing interface, allowing you to search for specific users, roles, or public groups.
2. Select “Users” from “Share With” dropdown.
3. Search for users in the “Names” field.
4. Once you selected the users, click on Share, as shown in the figure below.

Step 5: Assign Access Levels

1. Once you add users or groups and click on “Share,” the information automatically appears in the “Who Can Access” section.
2.  So here, assign the desired access level (Viewer, Editor, or Manager).

Step 6: Review and Save Report Sharing Settings

1. So once done, review the list of users, roles, and groups with access to the folder.
2. But make sure the permissions align with organizational policies.
3. Click Done to save the changes.

Example Use Case: Sharing a Sales Report Folder

Imagine you have a folder named Sales Reports containing critical reports on pipeline value, closed deals, and team performance. So you want to share it with the Sales Team and Sales Managers:

1. Create a public group in Salesforce called Sales Team.
2. Add all team members and managers to this group.
3. Share the Sales Reports folder with the Sales Team group. For collaboration, assign team members Viewer access and managers Editor access. Please refer to the below image.

Note: If you would like to learn more about Public Groups in Salesforce, please feel free to follow the link mentioned.

Best Practices for Sharing Report Folders

1. Use Roles and Groups
   • Instead of adding individual users, use public groups or roles for efficient management.
2. Follow the Principle of Least Privilege
   • Assign only the permissions necessary for users to perform their tasks.
3. Secure Sensitive Data
   • Ensure sensitive reports are shared only with authorized users. To enforce restrictions, use role hierarchies and sharing settings.

Troubleshooting Common Issues

1. Missing Folder Sharing Option

• Ensure you have “Manage” access to the folder. Without it, you won’t be able to share it.

2. Permission Denied Errors

• Users must have the necessary permissions (like “Run Reports”) to access shared folders. Verify their user profiles or permission sets.

3. Folder Not Visible to Users

• Confirm that the users can access the folder and the underlying data. However, data visibility depends on Salesforce’s record-level security.

Conclusion

Sharing Lightning Report Folders in Salesforce is crucial to fostering collaboration, improving transparency, and ensuring the right stakeholders have access to vital data. Following the steps outlined in this guide, you can easily share report folders while maintaining control over who can view, edit, or manage them.

Happy Reading!

 “Success isn’t just about reaching your destination; it’s about embracing the journey, learning from every step, and growing stronger with each challenge.”

Related Posts:

1. Share a Lightning Report Folder
2. Share and Schedule Reports in Salesforce

You Can Also Read:

1. Introduction to the Salesforce Queues – Part 1
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

Hello Trailblazers!

Salesforce offers a range of reporting formats to help businesses understand and analyze their data. Among these, Joined Reports stand out as one of the most powerful reporting tools. They allow users to combine and compare data across multiple report types and objects within a single report.

In this blog, we’ll explore what joined reports are and when to use them, and provide a step-by-step guide to creating and customizing a joined report in Salesforce.

Before you Begin:

In the earlier sections of this blog, we discussed the steps to create Tabular, Summary, and Matrix Reports in Salesforce. If you haven’t already, please review those sections using the provided links to ensure a better understanding.

What is a Joined Report in Salesforce?

A Joined Report in Salesforce is a report format that lets users add multiple report types, known as blocks, within a single report view. Each block represents a separate report and can pull data from different objects. This report type is ideal for displaying data from multiple sources side-by-side, allowing you to analyze relationships between different datasets effectively.

Key Features of Joined Reports:

• Multi-Object Data Comparison: Join data from multiple objects or related lists.
• Block-Based Structure: Add up to five blocks, each with unique filters and groupings.
• Customizable Filters: Apply filters to each block individually or use cross-block filters for global analysis.
• Dashboards Compatibility: Add joined reports to dashboards for a more interactive data experience.

When to Use a Joined Report

Joined reports are especially useful when:

• You want to compare data from multiple objects, like accounts and opportunities, in a single view.
• You need to analyze related data from different perspectives, such as comparing closed-won opportunities by region.
• You want to identify trends, such as comparing cases resolved with opportunities closed by product or account.

How to create a Joined Report in Salesforce

Let’s go through the steps to create a joined report that will allow you to analyze data from different objects in one view.

Step 1: Open the Reports Tab

1. Go to the App Launcher and search Reports.
2. Select Reports.
3. Once in the Reports tab, click on New Report.

Step 2: Select the Report Type

1. Choose the primary report type that will serve as the foundation for your joined report.
   For example, here I’m selecting Opportunities because I want to start by viewing opportunity data.
   
2. Click “Start Report” to open the report builder and start creating the report.

Step 3: Convert to a Joined Report Format

1. In the report builder, locate the Format dropdown menu in the top-left corner as shown in the figure below.
2. Select Joined Report from the format options. The report layout will change, allowing you to add blocks for each dataset you wish to compare.
3. Click Apply.

This step makes your normal report a Joined Report.

Step 4: Add Additional Report Blocks

1. Click Add Block as shown below to add another dataset to your report. Each block you add can pull data from a different report type.
2. Choose the report type for each additional block.
3. Here for example we are adding a Cases block to view cases alongside opportunities.
   
4. Click on “Add Block” to include the desired report type in your report.
5. Once you added the block to the report builder, your report will look as shown below.

Note: Repeat this step to add up to five blocks, if needed, to cover multiple report types.

Step 5: Configure Block-Specific Filters

Each block has its own set of filters, allowing for individualized data filtering.

1. Click Filters within each block to adjust its dataset/records.
2. Apply relevant filters to narrow down the data displayed in each block as per your requirements. For example, you could filter opportunities by a specific Stage and cases by Status as shown in the figure below.

Note: These filters operate independently, allowing you to create precise, context-specific views within each block.

Step 6: Add Columns to Each Block

Add fields to each block to customize the data displayed:

1. In the Outline panel, click Add Column within each block to add the fields you want to display, such as Amount for opportunities or Case Status for cases.
2. You can also use drag-and-drop functionality to arrange columns as needed.
3. Customize each block’s columns to highlight the unique data points that matter most for your analysis.

Step 7: Group Data within Each Block

Grouping in the Salesforce Reports makes the reports structured and easy to summarize.

1. Go to the Outline Panel: In the Group Block section, type Account Name and select it to create a grouping.
2. Group Across Blocks: This action will group records across multiple blocks, such as Opportunity and Case blocks.
3. As shown in the image above in Step 6, Account Name serves as a common field for both blocks, enabling seamless alignment of related Opportunities and Cases for each Account.

So joined reports help to scan the data faster across the blocks.

Step 8: Add Summaries to Each Block

Summaries allow you to calculate aggregate metrics, such as sums or averages.

1. Click on a numeric column, such as Amount, within each block and choose a summary function (e.g., Sum, Average, Min, Max).
2. Summaries will display totals or averages at the bottom of each grouping level as shown in the figure below.
3. These summaries can provide useful insights into total sales, case resolution counts, or other key metrics across the blocks. Please refer to the below image.

Step 9: Preview and Fine-Tune the Report

Click Run to preview your joined report and ensure it meets your analysis needs. At this stage, review the data, groupings, and summaries to make sure the report layout is aligned with your goals.

Step 10: Add a Chart (Optional)

Charts can enhance the visual impact of your joined report by summarizing data visually:

1. Click Add Chart at the top of the report builder.
2. Click “gear icon” – Chart Properties.
3. Select the chart type (e.g., bar, pie) that best matches your data. Here we are selecting “Bar Chart”
4. Configure the chart options to reflect the desired visuals for the report.
5. Click Save.

Step 11: Save and Share the Report

When your report is ready, save it for easy access and sharing.

1. Click Save & Run to save the report.
2. Name your report and add a description if needed.
3. Choose a folder to save it in, selecting either a public or private folder based on access needs.

Example Use Cases for Joined Reports

Here are some common scenarios where joined reports can be especially helpful:

1. Sales Performance by Region and Product: Compare sales opportunities across different regions and products.
2. Customer Support Analysis: View open cases, resolved cases, and case priority for each account and more.

Benefits of Joined Reports

• Holistic Data Analysis: View and analyze data across multiple objects in one report.
• Flexible Filtering: Apply filters and cross-block filters for precise data views.
• Multi-Dimensional Summaries: Summarize data independently within each block for powerful insights.

Limitations of Joined Reports

• Report Limits: Joined reports support up to five blocks, which may be restrictive for larger datasets.
• Performance: Loading times may be slower for joined reports containing large datasets.
• Formatting Complexity: Joined reports are more complex to set up and may require advanced Salesforce reporting skills.

Conclusion

Joined reports in Salesforce offer a unique and powerful way to combine data from multiple sources, enabling users to create detailed, comparative insights within a single report. By using the blocks we studied above, you can break down information across various report types and display it side by side for enhanced data analysis.

With this step-by-step guide, you can create joined reports that provide multi-dimensional insights for the report’s data.

Happy Reading !!

 “True growth comes not from what you achieve, but from the challenges you overcome and the lessons you carry forward.”

Related Posts:

1. Create a Joined Report
2. Combine Different Types of Information in a Joined Report

You Can Also Read:

1. Introduction to the Salesforce Queues – Part 1
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

Hello Trailblazers!

Salesforce provides users with a robust reporting toolset that enables businesses to analyze their data, identify trends, and drive smarter decision-making. Among the various types of reports available in Salesforce, Summary Reports stand out as one of the most popular due to their ability to group and summarize data effectively. Summary reports allow users to group rows of data and apply aggregate functions like sums, averages, and counts, making them ideal for tracking metrics across categories.

In this blog, we’ll cover what summary reports are, when and why to use them, and provide step-by-step instructions to create a summary report in Salesforce.

Before you Begin:

In the previous part of this blog, we covered the steps for creating a Tabular Report in Salesforce. Understanding the basics of creating tabular reports is essential. To learn more about it, please follow this link.

What is a Summary Report in Salesforce?

A Summary Report in Salesforce is a type of report that groups data rows based on one or more fields and allows you to perform aggregate calculations, such as sums, averages, and counts, on the grouped data. This makes summary reports particularly useful when you want to analyze data by categories, such as opportunities by sales stage, accounts by region, or cases by priority.

Key Features of Summary Reports:

• Group by Rows: Group records by one or more fields to organize your data.
• Aggregate Functions: Use functions like sum, average, min, max, and count to calculate metrics on the grouped data.
• Subtotals and Grand Totals: Display subtotals for each group and a grand total for all records.
• Charting Capabilities: Use summary reports as the data source for Salesforce dashboard components, such as bar charts, pie charts, or line graphs. (As we discussed already, these capabilities are not available in Tabular Reports. For more, see the previous part of this blog.)
• Conditional Highlighting: Apply conditional formatting to highlight certain values in the report.

When to Use a Summary Report?

Summary reports are perfect when you want to:

• Group Data: You need to group your data into categories like regions, sales stages, or account types.
• Summarize Data: You need subtotals and grand totals, such as total revenue by sales rep or total cases by priority.
• Use Charts: You want to display the report’s data visually in charts within Salesforce dashboards.
• Track Metrics: You want to monitor metrics across multiple categories and timeframes, like tracking lead conversion rates over time.

If you need a simple, flat list of records, you should consider using a Tabular Report instead.

Steps to Create a Summary Report in Salesforce

Let’s walk through the steps to create a summary report.

Step 1: Navigate to the Reports Tab

1. Go to the App Launcher and search for Reports.
2. Click Reports. This will navigate you to the Reports tab.
3. In the Reports tab, select “New Report” located in the upper-right corner.

Step 2: Select a Report Type

When you click on New Report, Salesforce will prompt you to choose a Report Type. This determines the object(s) the report will pull data from.

1. Select the object for your report. For example, if you’re creating report on opportunities, choose Opportunities – Standard report type.
2. If needed, select a related object for your report, such as Opportunities with Products or Accounts with Contacts.
3. Select the Opportunities Report type as shown in the figure below.
4. Click Start Report.

Note: To learn more about creating Custom Report Types in Salesforce, please refer to this link.

Step 3: Define Report Filters

After selecting the report type, Salesforce will open the report builder. Here, you can define and customize the filters to narrow down the data according to your requirements.

1. Standard Filters: Salesforce will automatically apply some filters, such as the date range and object ownership (e.g., My Opportunities, All Opportunities). You can modify these filters based on your requirements.

2. Custom Filters: Add any additional filters to refine your data further. For example, filter opportunities by Stage or Amount to focus on specific subsets of data.

Apply both the standard and custom filters as shown in the figure below.

Step 4: Add and Arrange Columns

Next, add the fields that you want to display as columns in your report and group them to create a summary report.

1. In the left-hand pane, click Outline.
2. In the Add Column search bar, type and select the fields you want to include in your report. For an opportunities report, you might add columns like Opportunity Name, Amount, Stage, and Close Date.

Step 5: Group Report’s Columns by Summary Field:

This is the important step when your tabular reports converts into the summary report.

1. Group Rows: To turn your report into a summary report, you need to group rows by a specific field. Click the down arrow on the desired column as shown in the figure below and select Group Rows by This Field.
   For example, group opportunities by Stage to see totals by sales stage.
2. You can also search for field in the “Add Group” search bar at Group Rows section as shown below.
3. If needed, you can add additional groups by dragging and dropping more fields into the grouping section.

Step 6: Add Summarized Fields (Aggregate Functions)

Summary reports allow you to apply aggregate functions such as sum, min, max, average and median etc.

1. In the report builder, click the drop-down arrow on a numeric field like Amount or Quantity.
2. Select the summary type you want to apply, such as Sum, Average, Max, or Min.
3. You can also add subtotals and a grand total to the report by enabling those options from the Options menu.
4. For now, select “Sum”.

So, in this way, you can also use other aggregate functions too.

Step 7: Add a Chart (Optional)

If you want to visualize your data, you can add a chart to your summary report. This functionality is not available in the tabular reports.

1. Click Add Chart in the report builder.
2. Choose a chart type that best represents your data, such as a bar chart, pie chart, or line graph. Here we are selecting “Donut”.
3. Customize the chart by selecting the fields for the X and Y axes. (in case of Bar charts and Line Charts.)
4. Click outside the chart properties.
5. Click Save to save the chart to your report.

Step 8: Preview and Run the Report

At any point, you can preview the report to see how it looks.

1. Click Run to generate a preview of the report. Salesforce will display the report with real data based on the filters and groupings you have applied.
2. Review the report for accuracy. If adjustments are needed, you can go back and modify filters, groupings, or summarizations.

The final report will look like this.

Step 9: Save and Share the Report

Once you’re satisfied with your summary report, you’ll want to save it so that others can access it.

1. Click Save & Run.
2. Enter a report name, and optionally, provide a description to help other users understand the purpose of the report.

3. Choose the folder where you’d like to save the report. You can save it to your personal folder, a public folder, or a custom folder based on your organization’s structure.
4. Define the sharing settings to control access to the report.

You can also export the report. We already have discussed this in the tabular report blog. Please refer that blog for more details about how to export the report. The link is above and at the bottom of this blog post.

Example Use Cases for Summary Reports

Here are a few real-world examples of how you might use summary reports:

1. Opportunities by Sales Stage: Group opportunities by stage and summarize the total amount in each stage to track the sales pipeline.
2. Cases by Priority: Create a summary report to track the number of cases by priority and see how many high-priority cases are being resolved.
3. Revenue by Region: Use a summary report to group accounts by region and calculate total revenue for each region.
4. Tasks by Owner: Summarize tasks assigned to each team member to monitor productivity and workload distribution.

Benefits of Summary Reports

• Grouping Data: Summary reports allow you to group data by one or more fields, which provides valuable insights into performance across different categories.
• Subtotals and Grand Totals: By adding aggregate functions, you can quickly see key metrics like total revenue, average deal size, or the number of open cases.
• Visualization: With charting options, you can turn your summarized data into visual representations that make it easier to spot trends and make data-driven decisions.
• Flexible and Customizable: Summary reports can be filtered, grouped, and customized in various ways to fit the specific needs of your organization.

Limitations of Summary Reports

• Single Object Reporting: Summary reports are limited to a single report type. If you need to report on multiple objects, you might need a custom report type.
• Static Data: Unlike dynamic dashboards, the data in summary reports does not automatically update unless the report is re-run.
• Complex Calculations: While you can use simple aggregate functions, more complex calculations may require the use of formula fields or more advanced report types like matrix reports.

Conclusion

Summary reports in Salesforce are a powerful tool for analyzing and summarizing your data, allowing you to group records, apply aggregate functions, and visualize key metrics. Whether you’re tracking sales performance, monitoring support cases, or analyzing revenue by region, summary reports provide the flexibility and insights needed to make data-driven decisions.

By following the steps outlined in this guide, you can create custom summary reports very easily.

In the next part of this blog, we’ll learn about creating Matrix Reports in Salesforce.

Until then, Keep Reading !!

 “Kindness is a bridge that turns ordinary days into meaningful memories.”

Related Posts:

1. A Comprehensive Guide on Creating Tabular Reports in Salesforce
2. Summary Reports in Salesforce

You Can Also Read:

1. Introduction to the Salesforce Queues – Part 1
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