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!

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!

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

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

Hello Trailblazers!

Salesforce Reports are powerful tools that enable users to organize, analyze, and display data in a structured manner. Reports in Salesforce provide actionable insights, allowing businesses to track performance, monitor key metrics, and make data-driven decisions. They serve as the foundation for understanding customer behavior, sales trends, and operational efficiency.

In this blog, we will explore the concept of Salesforce Report, their types, and how to use them effectively in your organization.

What Are Salesforce Reports?

A Salesforce Report is a list of records that meet the criteria you define. It displays data in a format that allows users to filter, group, and summarize data for analysis. Reports are essential for tracking and visualizing data across objects such as Accounts, Opportunities, Leads, or custom objects.

Note: To generate a customized report across two or more objects, you will need a “Custom Report Type.” If you’d like to learn how to create Custom Report Type for reports, please follow this link for a step-by-step guide.

Types of Salesforce Reports

Salesforce offers four primary types of report, each with unique capabilities and use cases. Let’s dive into the details of each:

1. Tabular Reports

Tabular Reports are the simplest type of Salesforce report. They provide a straightforward, row-based format, similar to a spreadsheet, and display an ordered set of fields in columns. Tabular reports are ideal for tasks like creating lists, such as contacts, leads, opportunities, accounts lists, or simple data export.

Limitations:

• You cannot create charts from tabular report.
• Tabular report are not suitable for complex data analysis, as they lack groupings or summaries.

2. Summary Reports

Summary Report allow you to group rows of data, summarize the information, and apply filters and charts. This type of report is more powerful than tabular report as it lets you group by field and display subtotals and totals for numeric data.

Key Features:

• Data can be grouped by rows.
• You can add subtotals, grand totals, and charts.
• Filters can be applied to highlight specific data points.

3. Matrix Reports

Matrix Reports are a more advanced version of summary reports. They allow you to group and summarize data in both rows and columns, creating a two-dimensional analysis. Matrix report are ideal for tracking performance across multiple dimensions, such as by product and region.

Key Features:

• Data can be grouped by both rows and columns.
• Supports subtotals, grand totals, and charts.
• Provides a comprehensive view of performance across multiple variables.

4. Joined Reports

Joined Reports allow you to combine data from multiple report types or objects into a single view. This type of report is especially useful when you want to analyze data from different objects or datasets side by side.

Key Features:

• Allows multiple report blocks for each dataset.
• Combines data from different objects into a single report.
• Great for complex reporting and analysis across several data sources.

So these are the basics of the Salesforce report and its types.

Conclusion

Salesforce Report are a critical feature that helps organizations track performance, analyze data, and make informed decisions. With four main types of report—Tabular, Summary, Matrix, and Joined—Salesforce offers flexibility in how you can visualize and analyze your data. By understanding the different types of reports and their use cases, you can leverage the full power of Salesforce reporting to meet your organization’s needs.

Happy Reading !!

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

Related Posts:

1. Salesforce Report
2. Create Salesforce Report and 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!

Salesforce Lightning Experience is packed with powerful tools that allow users to visualize, analyze, and act on their data more efficiently. Dashboard are an integral part of this functionality, providing real-time insights into your Salesforce data with visually compelling charts, graphs, and tables.

One of the key features in Salesforce Lightning is the ability to embed these dashboards directly into Lightning pages. This makes it easier for users to view important metrics without navigating to the separate Dashboard tab.

In this blog, we’ll explore how to add dashboards to Lightning Pages in Salesforce Lightning, including use cases, step-by-step instructions, and best practices for maximizing dashboard effectiveness.

Step-by-Step Guide to Adding Dashboards to Lightning Pages

Step 1: Create a Dashboard in Salesforce

Before embedding a dashboard into a Lightning page, you need to have a dashboard ready. If you don’t already have one, follow these steps to create a dashboard in Salesforce:

1. In Salesforce Lightning, navigate to the Dashboards tab from the App Launcher.
2. Click the New Dashboard button in the upper right corner.
3. Give the name and description (optional). Choose a folder to store the dashboards in it.
4. Use the + Component button to add various components to your dashboard. Select reports, choose the chart type (e.g., bar, line, pie), and configure filters as needed.
5. Once you’re done configuring the dashboards, click Save to make it available for use.

In our previous blog on Salesforce Dashboards, we provided a detailed explanation on how to create dashboards in Salesforce Lightning. If you’re interested in learning more, feel free to follow this link.

Step 2: Open the Lightning App Builder

Next, you’ll use the Salesforce Lightning App Builder to add the dashboard to a Lightning page.

1. Navigate to Lightning App Builder:

   • In Salesforce, go to Setup by clicking the gear icon at the top-right corner.
   • In the Quick Find box, type Lightning App Builder, and click Lightning App Builder as shown below.

2. Choose a Page to Edit or Create a New Page:

• You can either edit an existing Lightning page or create a new one.
• Select where to embed the dashboards (Note: Record pages do not support embedded dashboards).
  To embed a dashboards on an app page, choose “App Page.”
  To embed a dashboards on the Home tab, choose “Home Page.”
• Click Next.
• Give a label to your app page or home tab layout. Then, click Next.
• Choose a layout. Then, click Done.

Step 3: Add a Dashboard Component to the Lightning Page

Here we’re adding the dashboard to the Home Page.

1. In the Lightning App Builder canvas, locate the Dashboard component from the list on the left panel.
2. Drag and drop the Dashboard component onto your Lightning page in the desired location as shown in the figure below.

Configure the Dashboard Component:

After placing the component, a panel will appear on the right-hand side. Here, you can configure the settings for the dashboards component:

• • • Select Dashboard: Choose the dashboard you want to display from the drop-down list.
    • Height: Adjust the height of the dashboard component to ensure it fits well on the page.
    • Filters: If your dashboard contains filters, configure them as needed.
    • View as User: You can select a specific user to view the dashboard as, or you can choose to display it based on the current user’s permissions.

Step 4: Save and Activate the Page:

1. • After configuring the dashboard component, click Save.
   • To make the page live for users, click Activate. You can choose to assign this Lightning page as the default for specific apps, profiles, or record types.

Thus, the dashboard on the Home page will look like this:

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.

Best Practices for Placing Dashboards on Lightning Pages

1. Choose Relevant Dashboards: Make sure the dashboard is relevant to the Lightning page it’s being added to. For example, add a sales performance dashboard to the Opportunity record page, or add a customer service dashboards to the Case page.
2. Optimize Dashboards Size: Adjust the height of the dashboards component so that it fits well on the page without overwhelming other important components.
3. Use Dynamic Dashboards: Take advantage of Dynamic Dashboards that show data based on the logged-in user’s access and permissions, ensuring that the dashboards reflects data relevant to each user.

Conclusion

Adding dashboards to Lightning pages in Salesforce can significantly enhance user experience by providing quick and easy access to important data. By embedding dashboards directly into Lightning pages, users can gain real-time insights, streamline workflows, and improve decision-making. Following the steps outlined in this guide, you can easily configure and embed dashboards into your Salesforce Lightning pages, customizing the experience to suit the needs of your organization.

Happy Reading !!

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

Related Posts:

1. Default Dashboards on User’s Homepage
2. Embed Dashboards in Lightning Pages

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