Hello Trailblazers!

Salesforce Reports are a powerful way to analyze data, and one of their most useful features is the Bucket Field. This tool allows you to group report data into categories without creating custom fields or formula fields in your Salesforce objects. Whether you’re working with large datasets or need a quick way to analyze trends, bucket field can save time and streamline your reporting.

In this blog, we’ll learn what is Bucket field in Salesforce is and how to create it, along with its benefits and limitations.

So let’s get started…

Before you Begin:

In the earlier parts of this Salesforce Reports blog series, we explored the fundamentals of Salesforce Reports, including their types, how to create them, and several key aspects surrounding them. I highly recommend reviewing those previous posts using the provided links for a better understanding before diving into this section.

What is a Bucket Field in Salesforce?

A Bucket Field is a feature in Salesforce Reports that lets you group report records based on criteria you define. Instead of modifying your Salesforce schema to create custom fields, you can categorize records dynamically within the report.

For example:

• Group revenue/Profit into “High,” “Medium,” and “Low” categories.
• Classify accounts based on annual revenue ranges.
• Organize leads by age groups.

Benefits of Using Bucket Fields

1. No Schema Changes: Avoid altering the underlying Salesforce object structure.
2. Dynamic Categorization: Adjust categories directly in the report as needed.
3. Simplified Analysis: Focus on trends without extensive pre-processing.
4. Flexibility: Combine values from multiple fields into a single category.

Limitations of Bucket Fields

1. Static Configuration: Categories are hardcoded into the report and don’t update dynamically.
2. Field Limits: A report can have up to 5 bucket fields, and each bucket field can contain up to 20 buckets.
3. Availability: Bucket fields are only available in tabular, summary, and matrix reports.

Note: To explore more about the limitations of Bucket Fields, please refer to the link provided under the “Related Posts” section.

Steps to Create a Bucket Field in Salesforce Reports

Follow these steps to create and use a Bucket Field in your Salesforce report:

Step 1: Create or Open a Report

1. Navigate to the Reports tab in Salesforce.
2. Click on New Report or open an existing report.
3. Select the report type (e.g., Accounts, Opportunities).
4. Here we are selecting the “Opportunities” report type as shown in the figure below.

Step 2: Add a Bucket Field

There are two methods to add Bucket Fields/Column into the report.

Method 1 –

1. In the report builder, click Outline in the left-hand panel and go to the Columns.
2. Click on the dropdown menu next to Columns.
3. Select Add Bucket Column as shown in the figure below.
4. One more step – Once you click, a pop-up will open, there you need to select ‘Field’ for the bucket column.

Method 2-

1. Open the Report Builder and navigate to the field you want to create a bucket column for. In this example, we’ll create a bucket column for the “Amount” field.
2. Click the dropdown menu located next to the “Amount” field.
3. From the displayed options, select “Bucket this Column” as illustrated in the figure below.

These are the 2 methods to add bucket fields into the report.

So, we will move forward with the Method 2.

Step 3: Configure the Bucket Field

Once you select the ‘Bucket this Column’ as illustrated above, a popup will open to the edit bucket column.

1. Name Your Bucket Field: Enter a descriptive name (e.g., “Profit Category”).
2. Select a Source Field: Choose the field you want to bucket (e.g., Amount). (It will be auto-selected if you go with Method 2)
3. Define Bucket Criteria:
   • Enter a name for the bucket (e.g., “Low Profit”).
   • Set Values/Ranges for each Bucket.
   • Click Add to create new buckets like Medium Profit, High Profit, etc. by defining their respective criteria of Amount.
4. Click Apply to save the bucket field configuration.

Step 4: Use the Bucket Field in Your Report

After creating the bucket column, Salesforce automatically adds it to your report. This new column functions like a formula, dynamically applying the defined criteria to each row of your report for streamlined data grouping and analysis.

1. Drag and drop the newly created bucket field anywhere as required into the report canvas.
2. Group, filter, or summarize data using the bucket field as needed.

To group your report data by Bucket field, follow the below steps:

1. Click on the dropdown menu next to the recently created bucket field – Profit Category.
2. Choose the option “Group Rows by this Field” from the menu, as demonstrated in the image below.
3. This action will summarize the report data based on the Bucket fields/column, and the resulting report will appear as shown below.

Step 5: Save and Run the Report

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

Note: The bucket options available in the Edit Bucket Column menu vary based on the data type of the column you’re working with. Salesforce allows you to bucket three data types: numeric, picklist, and text, providing flexibility to categorize your data effectively.

Best Practices for Bucket Fields

1. Plan Categories Thoughtfully: Use meaningful names and criteria for buckets to ensure clarity.
2. Test with Sample Data: Verify that records are grouped correctly before finalizing the report.
3. Keep It Simple: Avoid overloading reports with too many bucket fields to maintain readability.
4. Document Configurations: Include descriptions for bucket fields to help collaborators understand the logic.

Use Cases for Bucket Fields

1. Sales Performance: Categorize opportunities by deal size.
2. Customer Segmentation: Group accounts by revenue tiers or industry types.
3. Lead Analysis: Classify leads based on lead source or age.
4. Trend Analysis: Break down data into time-based buckets for insights into seasonal patterns.

Conclusion

Bucket Fields in Salesforce Reports are an invaluable tool for categorizing data dynamically. They empower users to create flexible and insightful reports without making changes to Salesforce objects. By following the steps outlined in this blog, you can easily implement bucket fields in your reports and uncover actionable insights that drive better decision-making.

Happy Reading!

 “Positive affirmations are like seeds planted in the mind; with consistency and care, they grow into a garden of confidence, resilience, and self-belief.”

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

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 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

1. Go to the App Launcher and search for Reports.
2. Click Reports. This will navigate you to the reports tab.
3. Once in the Reports tab, click New Report to start creating a new report.

Step 2: Select the Report Type

1. 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.
2. Choose the main object you want to report, such as Opportunities or Cases.
3. 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“.
4. 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:

1. Date Filters: Choose a date range, such as Close Date for opportunities, to focus on a specific time period.
2. Standard Filters: Adjust ownership filters to display records owned by specific users or teams.
3. 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:

1. In the Outline panel on the left, click Add Column to add the fields you want to include in your report.
2. 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.

1. 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.
2. For column grouping, select a second field. In our example, you might group by Close Date by Fiscal Quarter or Region.
3. You can also add sub-groupings to make your matrix report more detailed.
4. 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.

1. In the report builder, click the down arrow on a numeric field, such as Amount.
2. Select the type of summary calculation to apply: Sum, Average, Min, Max, or Count.
3. 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.

1. Click Run in the upper-right corner to view a live preview with accurate data.
2. 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.

1. In the report settings, go to the Conditional Highlighting/Formatting section.
2. Click on “Add Conditional Formatting Rule”.
3. 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.
4. Click Done.
5. 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.

1. Click Save & Run to save the report.
2. Enter a name for the report and, if desired, a description.
3. Choose a folder for saving: select a public folder for team sharing or a personal folder for restricted access.
4. 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:

1. Sales Performance by Region and Quarter: Track sales figures across regions and periods to analyze performance and identify trends.
2. Support Cases by Product and Priority: Group cases by product and priority level to see where most resources are needed.
3. 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.

Related Posts:

1. Matrix Reports Salesforce
2. Reports & Dashboards for Lightning Experience

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

Hello Trailblazers!

Salesforce provides powerful reporting tools to help businesses analyze data, track performance, and make informed decisions. In the previous part of this blog we learnt about different types of reports available in Salesforce. Tabular Reports are the simplest and most straightforward way to display your data in rows and columns. They are often used when you need a flat list of records with no groupings or complex calculations.

In this detailed guide, we will explore what tabular reports are, how they work, and step-by-step instructions to create them in Salesforce.

What is a Tabular Report in Salesforce?

A Tabular Report is the simplest type of report format in Salesforce, similar to a basic spreadsheet. It displays records in a simple table layout consisting of rows and columns. Each row represents a single record, and each column represents a field from the object you are reporting on. These reports are ideal for lists of data such as contact lists, task lists, or straightforward reports where no grouping or summarization is required.

Key Features of Tabular Reports:

• Simple flat list of data.
• No groupings or subtotals.
• Often used for export purposes or for simple report views.
• Best suited for creating lists such as mailing lists, lead lists, or product inventories.
• Can be used as a source report for a dashboard component, such as charts, but has limitations when used in dashboards.

When to Use a Tabular Report?

Tabular reports are most suitable when you need to generate a simple list of records without any complex summarization or grouping. You might use a tabular report when you need:

• A list of all accounts or contacts.
• A task list for a specific time period.
• A list of opportunities or leads to export for further analysis.
• A flat view of any object records.

While tabular reports are effective for these simple lists, if you need to group or summarize data, you might want to use other types of reports like Summary or Matrix reports.

Steps to Create a Tabular Report in Salesforce

Creating a tabular report in Salesforce is a straightforward process that involves selecting the data you want to display, choosing the fields, and organizing it into a flat table. Let’s go through the steps in detail.

Step 1: Navigate to the Reports Tab

1. Click on the App Launcher icon and search Reports.
2. Select Reports. It’ll open the report’s tab.
3. In the Reports tab, click New Report in the upper-right corner of the screen.

Step 2: Select a Report Type

After clicking on New Report, you will be prompted to select a Report Type. Salesforce provides report types based on the object you want to report on.

1. Choose the object for your report (e.g., Accounts, Contacts, Opportunities, Leads).
   Here we are going to create report for Account object.
2. If you want to report on related objects (e.g., Accounts with Contacts), you can select a custom report type that allows for this relationship.
3. Select the Accounts Report type as shown in the figure below.
4. Click Start Report once you’ve selected the report type.

Note: If you would like to learn more about how to create Custom Report Type in Salesforce then you can go with this link.

Step 3: Define Report Filters

Once you’ve selected the report type, Salesforce will open the report builder. Here, you will define filters to narrow down the data that will be displayed in your report.

1. Standard Filters: Salesforce will automatically apply some filters, such as the date range and object ownership (e.g., My Accounts). You can modify these filters based on your reporting needs.
2. Custom Filters: Add additional filters to refine your data. For example, you can filter by specific field values, such as filtering Opportunities by a specific stage or filtering Contacts by country.

Apply the Standard as well as Custom filters as shown in the figure below.

Step 4: Add and Arrange Columns

In this step, you’ll choose which fields you want to display as columns in your tabular report.

1. Click Outline in the left-hand sidebar.
2. Click Add Column and choose the fields you want to include in your report. For example, in an Account report, you might want to add columns like Account Name, Phone Number, Rating, and Type, etc.
3. Drag and drop the fields in the desired order.
4. You can also remove any unnecessary columns by clicking cross symbol on the column as shown in the figure below.

Step 5: Apply Sorting (Optional)

You can choose how the rows in your report should be sorted. For example, you can sort by Account Name, by created date, or by any other field in ascending or descending order.

1. Click the down arrow on the column header you want to sort by.
2. Choose Sort Ascending or Sort Descending based on your preference.

Step 6: Preview and Run the Report

Once you’ve selected your columns and applied the necessary filters, you can preview your report to make sure it looks the way you want.

1. Click Run to preview the report with the data from your Salesforce org.
2. If everything looks good, click Save & Run to save the report.

The report will look like this.

Note: Tabular reports have a limitation, as shown in the image above, where you cannot add a chart. You can see the “Add Chart” option is disabled for this report format.

Step 7: Save and Share the Report

Once your report is finalized, you’ll want to save and share it with others.

1. Click Save & Run.
2. Provide a report name, and optionally, a description to help others understand the purpose of the report.

3. Select the folder to save the report in. Salesforce offers personal, public, or custom folders where reports can be stored.
4. You can also define the report sharing settings if you want to share the report with specific users or groups in your organization.

Step 8: Export the Report (Optional)

If you need the report data outside of Salesforce, you can export it in several formats.

1. After running the report, click the down arrow next to Edit.
2. Choose Export.
3. Select the export format: Formatted Report (includes column headers and report format) or Details Only (exports raw data).
4. Choose the file format (Excel or CSV).
5. Click Export as shown in the figure below.

Benefits of Tabular Reports

• Simple and Easy: Tabular reports are very easy to create and understand. They don’t require complex configurations, making them ideal for quick reporting needs.
• Efficient for Data Export: If your goal is to extract data from Salesforce for use in external applications or spreadsheets, a tabular report is a great choice.

Limitations of Tabular Reports

While tabular reports are useful, they do come with some limitations:

• No Grouping or Summarization: Tabular reports do not allow for grouping data by field or generating subtotals, which means they are not ideal for reports requiring more detailed analysis or complex data structures.
• Limited Dashboard Support: Tabular reports can only be used as a source for certain dashboard components, and they must have a row limit set to be displayed in dashboard charts.

Conclusion

Tabular reports in Salesforce offer a straightforward and effective way to view, analyze, and export data in a flat format. Whether you’re managing customer lists, tracking leads, or simply exporting data for further analysis, these reports provide the perfect tool for the job. While they are limited in terms of grouping and summarization, they excel in simplicity and ease of use.

So, by following the above instructions, you can easily create tabular report in Salesforce.

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

Until then, Keep Reading !!

“Progress is less about speed and more about direction. Even small steps forward lead to great destinations”.

Related Posts:

1. Salesforce Reports
2. Use a Tabular Report in 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!

In Salesforce Lightning Web Components (LWC), the Navigation Service plays a crucial role in creating a seamless user experience by enabling easy, programmatic navigation between different pages, records, or external links.

In the previous Part 1 of this blog we saw the basics of the Navigation Services and how to navigate a user to the record page. If you would like to learn, please follow this link.

In this blog post, we’ll try to cover all the possible scenarios/examples for Navigation Services in Lightning Web Components.

So let’s get started…

Examples of Common Navigation Scenarios in Lightning Web Components

1. Navigate to the New Opportunity record creation page:

Please find below the code snippet that demonstrates how the Navigation Service can be used to navigate to the New Opportunity record creation page when the ‘Create New Opportunity’ button is clicked.

navigationTest.html

<template>
    <lightning-card title="Navigation Service Demo">
        <div class="slds-p-left_medium">
            <lightning-button label="Create New Opportunity" onclick={navigateToNewOppPage}></lightning-button>
        </div>
    </lightning-card>
</template>

navigationTest.js

import { LightningElement } from 'lwc';
import { NavigationMixin } from 'lightning/navigation';
export default class NavigationTest extends NavigationMixin(LightningElement) {
 navigateToNewOppPage() {
        this[NavigationMixin.Navigate]({
            type: 'standard__objectPage',
            attributes: {
                objectApiName: 'Opportunity',
                actionName: 'new'
            },
        });
    }
}

navigationTest.xml

<?xml version="1.0" encoding="UTF-8"?>
<LightningComponentBundle xmlns="http://soap.sforce.com/2006/04/metadata">
    <apiVersion>61.0</apiVersion>
    <isExposed>true</isExposed>
    <targets>
        <target>lightning__AppPage</target>
        <target>lightning__HomePage</target>
        <target>lightning__RecordPage</target>
    </targets>
</LightningComponentBundle>

2. Navigate to the Opportunity Home Page

navigationTest.html

<template>
    <lightning-card title="Navigation Service Demo">
        <div class="slds-p-left_medium">
            <lightning-button label="Go to Opportunity Home Page" onclick={navigateToOpportunityHome}></lightning-button>
        </div>
    </lightning-card>
</template>

navigationTest.js

import { LightningElement } from 'lwc';
import { NavigationMixin } from 'lightning/navigation';

export default class NavigationTest extends NavigationMixin(LightningElement) {
 navigateToOpportunityHome() {
        this[NavigationMixin.Navigate]({
            type: 'standard__objectPage',
            attributes: {
                objectApiName: 'Opportunity',
                actionName: 'home'
            }
        });
    }

}

3. Navigation to external URL

handleNavigateToExternalPage() {
    this[NavigationMixin.Navigate]({
        type: 'standard__webPage',
        attributes: {
            url: https://blogs.perficient.com/author/amasane/'
        }
    });
}

4. Navigating to a List View

To navigate to a list view, use the standard__objectPage type. You can also specify a filter in the filterName attribute.

handleNavigateToListView() {
    this[NavigationMixin.Navigate]({
        type: 'standard__objectPage',
        attributes: {
            objectApiName: 'Contact',
            actionName: 'list'
        },
        state: {
            filterName: 'Recent' // Optional filter for list views
        }
    });
}

5. Navigating to a Custom Tab

If you have a custom Lightning app page or a Visualforce tab, use the standard__navItemPage type.

handleNavigateToCustomTab() {
    this[NavigationMixin.Navigate]({
        type: 'standard__navItemPage',
        attributes: {
            apiName: 'MyCustomTab'
        }
    });
}

6. Navigating to a Related List

If you want to take users to a related list for a particular record, use the standard__recordRelationshipPage type.

handleNavigateToRelatedList() {
    this[NavigationMixin.Navigate]({
        type: 'standard__recordRelationshipPage',
        attributes: {
            recordId: this.recordId,    (you can also put recordId manually)
            objectApiName: 'Account',
            relationshipApiName: 'Contacts',
            actionName: 'view'
        }
    });
}

Conclusion

Through the examples provided above, we’ve demonstrated how developers can effectively utilize Navigation Services within their Lightning Web Components to enhance navigation and user experience.

Happy Reading !!

The journey of learning never ends; every moment is a chance to grow.

Related Posts:

1. 1. Basic Navigation Services in LWC
   2. Navigate to different pages

You Can Also Read:

1.A Comprehensive Guide to Custom Report Type in Salesforce
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!

Dynamic Dashboards in Salesforce are a powerful tool that allows users to view data and metrics based on their individual access levels without needing to create separate dashboards for different users or roles. This feature enhances the customization and personalization of data visualization, making it easier for users to track performance, monitor KPIs, and make data-driven decisions relevant to their specific roles.

In this blog post, we’ll learn:

1. What is Dynamic Dashboard?
2. Key Features of Dynamic Dashboards.
3. Difference between Standard and Dynamic Dashboards.
4. Steps to create Dynamic Dashboards.
5. Limitations of the Dynamic Dashboard

So let’s get started…

What Are Dynamic Dashboards in Salesforce?

A Dynamic Dashboard in Salesforce allows users to view a dashboard that automatically adjusts based on the logged-in user’s data access and permissions. Unlike traditional dashboards, where data is static and the same for all users, dynamic dashboards adapt based on each user’s security settings, ensuring that sensitive data is only visible to those with the appropriate access.

Key Features of Dynamic Dashboards:

• Personalized Data: Data displayed on the dashboard is personalized based on the logged-in user’s role and access.
• Single Dashboard for Multiple Users: No need to create separate dashboards for each user or role.
• Real-Time Insights: Users can monitor their specific metrics in real-time without viewing data outside their access level.
• Simplified Maintenance: One dashboard serves multiple users, reducing the need to update or manage multiple versions.

Differences Between Standard and Dynamic Dashboards:

Note: If you’re interested in learning more about Salesforce Dashboards, how to create them, and the various dashboard components available in Salesforce Lightning, please feel free to explore this link.

How to Create a Dynamic Dashboard in Salesforce

Creating a dynamic dashboard is straightforward, and the process is similar to creating a standard dashboard, with an additional setting to make it dynamic. Here’s how you can set up a dynamic dashboard:

Step 1: Create a Dashboard in Dashboard Builder

1. Navigate to the Dashboard Tab from App Launcher.
2. Click “New Dashboard”.
3. Select Reports: Dynamic dashboards pull data from reports, so ensure that your reports are set up correctly to capture the relevant data.
4. Add various components (charts, tables, metrics) to visualize your data. You can customize each component to display specific data based on the reports you’ve created.

Note: If you would like to learn more about various dashboard components in Salesforce and how they’re created, please follow this link.

Step 2: Set the Dashboard to Dynamic

This is the critical step that transforms a regular dashboard into a dynamic one.

Follow the below steps:

1. On the Dashboard Page, click “Edit” located in the top right corner.
2. In the dashboard builder, click on the settings icon (gear icon) beside the Save button.
3. Scroll down to the ‘View Dashboard as section’.
4. You will see an option that says “View dashboard as.” Here, you can define who will be the “running user” for the dashboard.
5. Select “Let dashboard viewers choose whom they view the dashboard as”. This option allows the dashboard to dynamically display data based on the logged-in user’s access.
6. Click Save to enable the dashboard as dynamic.
7. Again click Save on the Dashboard builder page.
8. Click Done.
9. Refresh the page.
   You can see the Change button beside the ‘Viewing as – Current User i.e. F Demo’ as shown in the figure below.
   
10. Click on Change.
11. Select the user from your org – Here I’m selecting another user from my org: Karan Dalwani
12. Click on Apply.
13. Click Save and refresh the page.

You will notice that the user has been updated, and the dashboard now displays only the data that the user has access to.

The current user has more limited access to Opportunities compared to the previous user. As a result, the Gauge Chart component now displays only the records that the current user has permission to view.

Limitations of the Dynamic Dashboard:

1. You can have a Dynamic Dashboard:

• Enterprise Edition: Up to 5 dynamic dashboards.
• Unlimited and Performance Editions: Up to 10 dynamic dashboards.
• Developer Edition: Up to 3 dynamic dashboards.

2. Dynamic dashboards cannot be saved in a private folder.
3. Dynamic dashboards must be refreshed manually, as scheduled refreshes are not supported.
4. Subscriptions to dynamic dashboards are not allowed.

Best Practices for Dynamic Dashboards

1. Use Filters to Customize Further: You can add filters to your dynamic dashboards to give users even more control over the data they see. For example, users can filter data based on regions, departments, or time periods.
2. Leverage Existing Reports: When creating dynamic dashboards, use existing summary or matrix reports to quickly visualize data. This can save time and effort in building complex data sources from scratch.
3. Monitor Performance: Be mindful of the dashboard’s performance. If a dynamic dashboard is pulling large amounts of data or too many components, it may slow down. Simplify where possible to ensure a smooth user experience.
4. Test the Dashboard as Different Users: Before deploying a dynamic dashboard, test it by logging in as different users (using the “Login As” feature or test users) to ensure that the data displayed is correct for each role.

Conclusion

Dynamic dashboards in Salesforce are a valuable feature that enables users to view personalized data based on their roles and access levels. This eliminates the need for multiple dashboards while ensuring data security and relevance. By following the steps outlined in this guide, you can easily create and manage dynamic dashboards that provide your team with real-time, customized insights.

Happy Reading !!

The journey of learning never ends; every moment is a chance to grow.

Related Posts:

1. Salesforce Dashboards
2. Build a Dashboard
3. Dynamic Dashboards Salesforce

You Can Also Read:

1.A Comprehensive Guide to Custom Report Type in Salesforce
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!

In today’s fast-growing world of business, making informed decisions based on data is crucial for success. Salesforce dashboards are powerful tools that allow organizations to visualize and analyze their data in real time, helping users track key metrics and uncover insights that drive business success. Whether you’re in sales, marketing, customer service, or operations, dashboards provide an easy way to stay informed and make better decisions.

In this blog, we’ll cover what a dashboard is in Salesforce, its importance, the different types of dashboard components, and step-by-step instructions on how to create a dashboard in Salesforce Lightning.

What is a Dashboard in Salesforce?

A Salesforce dashboard is a visual representation of your Salesforce data, organized through various components such as charts, tables, graphs, and gauges. Dashboards pull data from Salesforce reports and display it in a single location, offering a comprehensive view of key performance indicators (KPIs) and business metrics. With dashboards, users can monitor trends, track performance, and make informed decisions quickly.

Key Features of Salesforce Dashboards

• Real-Time Data: Dashboards update in real-time, ensuring that you are always working with the latest data.
• Customizable: You can create dashboards tailored to specific users, roles, or departments, ensuring that everyone sees the data most relevant to them.
• Interactive: Dashboards are interactive, allowing users to drill down into the data for deeper insights.
• Multiple Components: A single dashboard can have multiple components, each displaying different types of data (e.g., charts, graphs, tables).
• Dynamic Dashboards: Dashboards can be dynamic, meaning they display data based on the logged-in user’s permissions and access levels.

Let’s learn about what types of dashboard components Salesforce provides.

Dashboard Components in Salesforce

Salesforce dashboards are made up of several components that allow you to display data in different ways. So here are the common components you can use when creating a dashboard:

1. Chart:

Visual representations of data, including bar, pie, and line charts. Best for comparing data sets or visualizing trends.

2. Gauge:

A gauge displays a single value within a range. It’s perfect for tracking performance against a target (e.g., sales quota).

3. Metric:

Metrics display a single key performance indicator (KPI). For example, it can show the total number of closed deals for the quarter.

4. Table:

Tables show multiple rows of data in a grid. Useful for showing detailed lists, such as top-performing salespeople or open customer cases. (Lightning Table)

5. Funnel Chart: 

A Funnel Chart in Salesforce shows data progression through stages, like a sales pipeline, highlighting conversions and drop-offs.

6. Stacked Vertical and Horizontal Bar Chart: 

A Stacked Bar Chart in Salesforce displays data in horizontal or vertical bars, where each bar is divided into segments representing different data categories. This chart type is ideal for comparing totals across groups while also visualizing the breakdown within each group. You can add a stacked bar chart to dashboards by grouping a report and choosing the Stacked Bar Chart component.

So these are all the dashboard components (charts) provided by Salesforce.

Types of Dashboards in Salesforce

1. Dynamic Dashboards: These dashboards display data based on the logged-in user’s access and permissions, making them highly personalized.
2. Standard Dashboards: These are regular dashboards that display data to all users with access, irrespective of their permissions.

Note: If you would like to learn more about Dynamic Dashboards in Salesforce Lightning, please feel free to go with this link.

How to Create Dashboards in Salesforce

Creating a dashboard in Salesforce is a simple and intuitive process. Here’s a step-by-step guide to help you set up your own dashboard in Salesforce Lightning.

Step 1: Navigate to the Dashboards Tab

1. Click on the App Launcher (grid icon) in the upper-left corner of your Salesforce instance.
2. Type “Dashboards” in the search bar and click on the Dashboards tab.

Step 2: Create a New Dashboard

1. In the Dashboards tab, click the New Dashboard button in the top-right corner.
2. Enter Dashboard Details: A pop-up will appear, asking for the following details:
   • Name: Enter a meaningful name for your dashboard (e.g., “Sales Team Performance”).  Here we’ll enter ‘Test Dashboard’.
   • Folder: Select the folder where the dashboard will be stored. Choose whether the folder is public (shared with everyone) or private.
   • Description: Enter the description. (Optional)
3. Click “Create”. This will take you to the dashboard builder page.

Step 3: Add the Dashboards Components

So once the dashboard shell is created, you can begin adding components to it.

1. In the dashboard builder/editor, click the + Widget button.
2. Click “Chart or Table” and select the relevant reports for your dashboard..
3. Select a Report: Salesforce dashboards pull data from reports. Select the report you want to use for the dashboard component. Make sure the report contains the data you want to visualize.
4. Choose the Component Type: As discussed above, so you can choose different component types, such as charts, gauges, metrics, and tables. Each type provides a different way to display data.
5. Customize the Component: After selecting the report and component type, you can configure how the data will be displayed. Customize the chart type, axis labels, filters, and any other settings to suit your needs.
   So it should look like the image below:
   
6. Once done, click Add
7. Repeat the procedure to add more components like gauge charts, metric charts, bar charts, etc.
8. So once you’ve added all the necessary components, you can drag and drop them around the dashboard canvas to arrange them in your preferred layout.
9. You can resize the components by clicking and dragging the edges of each component to fit more data.

Step 4: Set Dashboards Filters (Optional)

If you want to allow users to filter the data on the dashboard, you can add filters.

1. Click “+ Filter” button at the top of the dashboard builder.
2. Select Field: Choose the field you want to use as a filter (e.g., “Region” or “Sales Rep”).
3. Set the filter options to allow users to adjust which data appears on the dashboard.

We’ll learn how to add filters to the Salesforce Dashboards in the next segment of this blog post.

Step 5: Save and Run the Dashboards

1. Once you’ve finished configuring the components, click Save at the top of the page.
2. After saving, click Done to exit the dashboard editor and view your newly created dashboard.

Note: If you would like to learn more about how to place your dashboard on Lightning Pages in Salesforce Lightning, please feel free to go with this link.

Best Practices for Creating Effective Dashboards

1. Keep It Simple: Avoid overcrowding your dashboard with too many components and focus on the most important metrics to ensure clarity.
2. Use Appropriate Chart Types: Choose chart types that best represent your data. So for example, use a line chart for trends over time and a pie chart for showing percentages.
3. Leverage Filters: Use filters to make dashboards more interactive and customizable for users.
4. Regularly Update Dashboards: Ensure your dashboards are up-to-date by scheduling regular refreshes and updating the underlying reports as needed.
5. Monitor Performance: If your dashboard is slow to load, reduce the number of components or optimize the reports it pulls from.

Conclusion

Dashboards in Salesforce are a powerful way to visualize and analyze data, enabling users to track key metrics in real-time and make informed decisions. So by following the steps outlined in this guide, you can create dynamic, interactive dashboards tailored to the needs of your organization and whether you’re in sales, marketing, or customer support, and Salesforce dashboards provide the insights you need to drive performance and achieve your business goals.

Happy Reading !!

The journey of learning never ends; every moment is a chance to grow.

Related Posts:

1. Salesforce Dashboards
2. Build a Dashboard

You Can Also Read:

1.A Comprehensive Guide to Custom Report Type in Salesforce
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