There are four report formats available for your use: Tabular, Summary, Matrix, and Joined. Tabular is the default format.
A report type is a set of rules that determine which records and fields appear in a report. You can start with one of the available standard report types, or use a custom report type provided by your administrator.
Choosing the right report type is one of the most important steps in creating a report.
To create a new report:
1. From the Reports tab, click New Report.
2. Select the report type for the report and click Create.
3. Customize the report.
Standard Report Types
Salesforce provides a rich collection of standard report types that you can tailor to your unique requirements. You rarely need to create a brand-new report.
If you can’t find a report to customize for your own needs, you can also create a new custom report to access exactly the right information.
Account and Contact Reports
Use account and contact reports to learn about active, neglected, or new accounts, as well as accounts by account owner or partner. The two standard contact reports let you create a mailing list of contacts or track opportunities by contact role.
Activity Reports
Activity reports are useful for gathering information about open activities, completed activities, multi-person events, or pending approval requests for which you are a delegated approver.
Administrative Reports
Administrative reports help you analyze your Salesforce users, documents, and pending approval requests. You can report on the active Salesforce users and see who has been logging in.
Campaign Reports
Use campaign reports to analyze your marketing efforts. You can report on the ROI of your campaigns, track who you targeted with your campaigns and who has responded, or analyze which opportunities resulted from your campaigns.
File and Content Reports
Run File and Content reports to analyze how users are engaging with files and Salesforce CRM Content.
Forecast Reports
Forecast reports give you information about your customizable forecast data.
Lead Reports
Use lead reports to show information about the source and status of leads, how long it takes to respond to leads, neglected leads, and the history of lead fields.
Opportunities Reports
View standard information about your opportunities, including owners, accounts, stages, amounts, and more. The default settings show you the most commonly used information from each object, but you can customize the report to view other information, such as primary campaign source, forecast category, and synced quote.
Product and Asset Reports
Use product and asset reports to view information about the products your users currently have installed. Find out what assets your customers have, list the cases filed for a particular asset, or identify assets that aren’t associated with a product.
Self-Service Reports
Self-Service reports help you analyze the effectiveness of your Self-Service portal. Find out how many cases are being viewed, how many customers are logging in, or what customers think of the solutions you’re offering.
Reporting on Support Activity
Use support reports to track the number of cases created, case comments, case emails, case owners, case contact roles, cases with solutions, the length of time since the case last changed status or owner, and the history of cases.
Custom Report Type
A report type defines the set of records and fields available to a report based on the relationships between a primary object and its related objects. Reports display only records that meet the criteria defined in the report type.
For example, an administrator can create a report type that shows only job applications that have an associated resume; applications without resumes won't show up in reports using that type. An administrator can also show records that may have related records—for example, applications with or without resumes. In this case, all applications, whether or not they have resumes, are available to reports using that type.
You can create custom report types from which users can report on your organization's reports and dashboards. When defining a custom report type, select Reports or Dashboards from the Primary Object drop-down list on the New Custom Report Type page.
When you’re done creating your report type, consider ways you can do more with it:
Add the custom report type to apps you upload to Force.com AppExchange.
Users designated as a translator with the “View Setup and Configuration” permission can translate custom report types using the Translation Workbench.
1. Create a Custom Report Type
Choose the primary object your new report type will support, then give it a name and a useful description. Mark it as “in development” until you’re ready to make it available for users to create reports.
2. Add Child Objects To Your Custom Report Type
To enable reports to pull data from more than just the primary object, consider adding one or more related objects to your report type.
3. Design the Field Layout for Reports Created From Your Custom Report Type
After you define a custom report type and choose its object relationships, you can specify the standard and custom fields a report can display when created or run from a custom report type.
4. Manage Custom Report Types
After you create a custom report type, you can customize, edit, and delete it.
5. Limits on Report Types
Custom report types are subject to some limits to ensure high performance and usability.
Different Report Formats
A report can use the tabular, summary, matrix, or joined format. Choose a format that’s complex enough to capture the data you want to show, but simple enough to communicate it effectively.
Tabular reports are the simplest and way to look at data. Similar to a spreadsheet, they consist simply of an ordered set of fields in columns, with each matching record listed in a row. Tabular reports are best for creating lists of records or a list with a single grand total. They can't be used to create groups of data or charts, and can't be used in dashboards unless rows are limited. Consequently, they're often best used for tasks like generating a mailing list and activity reports.
Summary reports are similar to tabular reports, but also allow users to group rows of data, view subtotals, and create charts. Summary reports give us many more options for organizing the data, and are great for use in dashboards. Summary reports are the workhorses of reporting—you'll find that most of your reports tend to be of this format. They can be used as the source report for dashboard components. Use this type for a report to show subtotals based on the value of a particular field or when you want to create a hierarchical list, such as all opportunities for your team, subtotaled by Stage and Owner. Summary reports with no groupings show as tabular reports on the report run page.
Matrix reports are similar to summary reports but allow you to group and summarize data by both rows and columns. They can be used as the source report for dashboard components. Use this type for comparing related totals, especially if you have large amounts of data to summarize and you need to compare values in several different fields, or you want to look at data by date and by product, person, or geography. Matrix reports without at least one row and one column grouping show as summary reports on the report run page. So why would you want to use a matrix report? If you’re looking for an at-a-glance overview of data, especially for something like totals of revenue or quantity of products sold, then the matrix report format is for you.
Joined reports let you create different views of data from multiple report types. In a joined report, data is organized in blocks. Each block acts like a “sub-report,” with its own fields, columns, sorting, and filtering. You can add a chart to a joined report. Why would you want to build a joined report? If you’ve got two reports and you want an easy way to view them side-by-side, check out joined reports. In fact, why stop at two? With joined reports, you can add up to five report blocks. Each block in our joined report has its own independent set of filters.
To customize an existing report using report builder, click the name of a report and click Customize. To optimize screen real estate, report builder uses a compressed page header. To view your application tabs, simply close the builder or click the Salesforce logo.
1. Choose a Report Type
A report type is a set of rules that determine which records and fields appear in a report. You can start with one of the available standard report types, or use a custom report type provided by your administrator.
2. Choose a Report Format
A report can use the tabular, summary, matrix, or joined format. Choose a format that’s complex enough to capture the data you want to show, but simple enough to communicate it effectively.
3. Create a Report
If you don’t have an existing report to clone, you can create a new report.
4. Creating a Custom Report
You can customize standard reports, or you can build custom reports from scratch to suit the exact needs of your organization.
5. Create a Custom Report in Accessibility Mode
6. Group Your Report Data
Group data in columns or rows in summary, matrix, and joined reports to display meaningful information. For example, group opportunities by Close Date to see closed opportunities or group cases by product to see the number of cases for each product. You can have groupings inside groupings.
7. Keep Working While Your Report Preview Loads
For most actions, you can continue working on your report while the preview loads. For example, when editing a report you can drag multiple fields into the report, then create a grouping while those columns load.
8. The Report Builder Screen
Report builder is a visual editor for reports. The report builder screen lets you work with report fields and filters, and shows you a preview of your report with just some of the data.
9. Report Fields
The Fields pane displays fields from the selected report type, organized by folder. It also lists custom summary formulas, which you can create, edit, and delete.
10. Summarize Your Report Data
A summary field contains numeric values for which you want to know the sum, the average, or the highest or lowest. Summary fields show at all grouping levels. In summary and matrix reports, they also appear at the grand total level.
11. Subtotal Report Results
Subtotaling your reports gives you a tool to analyze trends in the data. You can group sets of information, sort the groupings, and compare subtotals for each set against the overall total. In summary and joined reports, you can also subtotal by multiple fields to give you cascading sets of information.
12. Smart Totaling in Reports
“Smart” totaling means that duplicate data is counted only once in any subtotal or total. Salesforce uses “smart” totaling when you run reports that include duplicate data in any of the columns chosen for summing or averaging.
13. Work with Formulas in Report Builder
Formulas let you create custom summaries based on calculated values using report data. These formulas can then be used as columns in your report.
14. Filter Your Report Data
Focus your report on the data you’re interested in by setting up standard filters, field filters, filter logic, cross filters, and row limits.
15. Save Your Report
Click Save to update an existing report with recent changes, or Save As to clone the original report without changing it.
Dashboard Component Types
Dashboard components can be charts, tables, gauges, metrics, or other components that you can create with Visualforce.
Chart Use a chart when you want to show data graphically. You can choose from a variety of chart types.
Gauge Use a gauge when you have a single value that you want to show within a range of custom values. For example, to create a dashboard that measures where your current closed opportunity amounts fall within a range of values, set the Minimum Value, Breakpoint #1 Value, Breakpoint #2 Value, and Maximum Value for the gauge. The ranges that you set can indicate poor, acceptable, and good performance. Set appropriate colors for each of these ranges to visually indicate progress. To create a gauge with only two ranges, leave Breakpoint #2 Value blank.
Select Show Percentage or Show Total to display those values on the gauge. Values exceeding the maximum are shown as greater than 100%.
Metric Use a metric when you have one key value to display. For example, if you have a report showing the total amount for all opportunities in the Closed, Commit, and Base Casestages in the current month, you can name that value and use it as a revenue target for the month displayed on the dashboard.
Table Use a table to show a set of report data in column form. For example, to see the top 20 opportunities by amount, set Maximum Values Displayed to 20, click Customize Table and select opportunity name, amount, and other columns to display, choose the sort order, and set conditional highlighting. Available columns include all chart groupings and report summary fields, as well as the second-level grouping defined in the report.
Visualforce Page Use a Visualforce page when you want to create a custom component or show information not available in another component type. For example, a Visualforce page can display data from an external system or show Salesforce data in a custom way. Visualforce pages must meet certain requirements to be displayed in dashboards; otherwise, they don't appear in the Visualforce Page drop-down list. See Creating Visualforce Dashboard Components.
Bucketing lets you quickly group report records without creating a formula or a custom field. For example, say you also want to group by quantity into ranges. To do this, create a bucket field on Quantity and define the ranges.
First, create a bucket field based on Quantity with ranges for small, medium, and large. You'll use the bucket field to create the
grouping.
1. Click on Quantity and click Bucket this Field.
2. Enter a bucket field name, Quantity Range.
3. Define ranges as Small (500), Medium (between 500–1000), and Large (greater than 1000).
4. Click OK.
5. Grab the Quantity Range bucket field that's already on the report and make it the first-level grouping by dragging it onto the drop zone above Merchandise Name.
Now the report shows data grouped in two levels—first, by quantity range (small, medium or large), and second, by merchandise name.
You can filter a bucket field just like other fields in the report. For example, set a filter for Quantity Range not equal to Small to see only merchandise with quantities in the medium or large range.
What's the security model followed for Reports?
A report folder's sharing settings determine who can do what with reports in that folder. Click next to the folder in the Reports tab and click Share. You can give people three levels of access: Viewer, Editor, or Manager. For more information, see “Share a Report or Dashboard Folder” in the Salesforce Help.
How do you secure Dashboards?
Dashboard Running User
Show all users the same data in the dashboard by choosing a specific running user, or show data according to each viewer's access level by choosing to run as the logged-in user.
• Dashboards can be updated either manually or on a schedule, and they can be delivered through email and mobile.
• A dashboard won't automatically refresh unless it is set to do so. Each time you view a dashboard, it indicates in the upper-right
corner when it was last refreshed. To update the data in the dashboard, click Refresh.
• Try adding a filter when editing the dashboard by clicking Add Filter. A filter lets you see different views of dashboard data based on filter conditions. You can add up to three filters per dashboard with up to ten conditions on a filter. Instead of filtering at the report level, you directly manipulate dashboard data
What is a "cross filter" in Reports?
A cross filter from the Add drop-down list in the Filters pane. A cross filter lets you filter on the report's child objects using a simple with or without condition. To learn more about cross filters, watch Using Cross Filters in Reports.
What's a combination chart and how to develop a combination chart?
It’s often a good idea to give users a visual way to understand the data in your report. Let's add a combination chart to our report now.
1. In the Preview pane, click Add Chart to create a chart to represent your data. In the Chart Editor that appears, click the vertical bar
chart.
2. In the Y-Axis drop-down list, leave Sum of Quantity selected.
3. In the X-Axis drop-down list, select Merchandise: Merchandise Name. Notice the bucket field, Quantity Range, is also available, as
there are two groupings.
4. Select Plot additional values.
5. In the Display drop-down list, select Line.
6. Select Use second axis.
7. In the Value drop-down list, select Average of Price.
8. Click OK, then Save.
The combination chart shows merchandise in stock (bars) against average price (line)
What is Reports & Dashboards REST API?
Salesforce provides the Reports and Dashboards REST API that lets you access your data remotely and build your own apps and visualizations. There’s an API resource for almost anything you can do with reports through the standard web interface. For example, say you’ve used Visualforce to build a custom app, and you want to give that app a Reports tab. Or your users need a special kind of chart that isn’t one of the out-of-the-box report builder options.
* Row limit required. Learn more here.
** Bucket fields and formulas are not covered in this module.
Report TypeA report type is a set of rules that determine which records and fields appear in a report. You can start with one of the available standard report types, or use a custom report type provided by your administrator.
Choosing the right report type is one of the most important steps in creating a report.
To create a new report:
1. From the Reports tab, click New Report.
2. Select the report type for the report and click Create.
3. Customize the report.
Standard Report Types
Salesforce provides a rich collection of standard report types that you can tailor to your unique requirements. You rarely need to create a brand-new report.
If you can’t find a report to customize for your own needs, you can also create a new custom report to access exactly the right information.
Account and Contact Reports
Use account and contact reports to learn about active, neglected, or new accounts, as well as accounts by account owner or partner. The two standard contact reports let you create a mailing list of contacts or track opportunities by contact role.
Activity Reports
Activity reports are useful for gathering information about open activities, completed activities, multi-person events, or pending approval requests for which you are a delegated approver.
Administrative Reports
Administrative reports help you analyze your Salesforce users, documents, and pending approval requests. You can report on the active Salesforce users and see who has been logging in.
Campaign Reports
Use campaign reports to analyze your marketing efforts. You can report on the ROI of your campaigns, track who you targeted with your campaigns and who has responded, or analyze which opportunities resulted from your campaigns.
File and Content Reports
Run File and Content reports to analyze how users are engaging with files and Salesforce CRM Content.
Forecast Reports
Forecast reports give you information about your customizable forecast data.
Lead Reports
Use lead reports to show information about the source and status of leads, how long it takes to respond to leads, neglected leads, and the history of lead fields.
Opportunities Reports
View standard information about your opportunities, including owners, accounts, stages, amounts, and more. The default settings show you the most commonly used information from each object, but you can customize the report to view other information, such as primary campaign source, forecast category, and synced quote.
Product and Asset Reports
Use product and asset reports to view information about the products your users currently have installed. Find out what assets your customers have, list the cases filed for a particular asset, or identify assets that aren’t associated with a product.
Self-Service Reports
Self-Service reports help you analyze the effectiveness of your Self-Service portal. Find out how many cases are being viewed, how many customers are logging in, or what customers think of the solutions you’re offering.
Reporting on Support Activity
Use support reports to track the number of cases created, case comments, case emails, case owners, case contact roles, cases with solutions, the length of time since the case last changed status or owner, and the history of cases.
Custom Report Type
A report type defines the set of records and fields available to a report based on the relationships between a primary object and its related objects. Reports display only records that meet the criteria defined in the report type.
For example, an administrator can create a report type that shows only job applications that have an associated resume; applications without resumes won't show up in reports using that type. An administrator can also show records that may have related records—for example, applications with or without resumes. In this case, all applications, whether or not they have resumes, are available to reports using that type.
You can create custom report types from which users can report on your organization's reports and dashboards. When defining a custom report type, select Reports or Dashboards from the Primary Object drop-down list on the New Custom Report Type page.
When you’re done creating your report type, consider ways you can do more with it:
Add the custom report type to apps you upload to Force.com AppExchange.
Users designated as a translator with the “View Setup and Configuration” permission can translate custom report types using the Translation Workbench.
1. Create a Custom Report Type
Choose the primary object your new report type will support, then give it a name and a useful description. Mark it as “in development” until you’re ready to make it available for users to create reports.
2. Add Child Objects To Your Custom Report Type
To enable reports to pull data from more than just the primary object, consider adding one or more related objects to your report type.
3. Design the Field Layout for Reports Created From Your Custom Report Type
After you define a custom report type and choose its object relationships, you can specify the standard and custom fields a report can display when created or run from a custom report type.
4. Manage Custom Report Types
After you create a custom report type, you can customize, edit, and delete it.
5. Limits on Report Types
Custom report types are subject to some limits to ensure high performance and usability.
Different Report Formats
A report can use the tabular, summary, matrix, or joined format. Choose a format that’s complex enough to capture the data you want to show, but simple enough to communicate it effectively.
Tabular reports are the simplest and way to look at data. Similar to a spreadsheet, they consist simply of an ordered set of fields in columns, with each matching record listed in a row. Tabular reports are best for creating lists of records or a list with a single grand total. They can't be used to create groups of data or charts, and can't be used in dashboards unless rows are limited. Consequently, they're often best used for tasks like generating a mailing list and activity reports.
Summary reports are similar to tabular reports, but also allow users to group rows of data, view subtotals, and create charts. Summary reports give us many more options for organizing the data, and are great for use in dashboards. Summary reports are the workhorses of reporting—you'll find that most of your reports tend to be of this format. They can be used as the source report for dashboard components. Use this type for a report to show subtotals based on the value of a particular field or when you want to create a hierarchical list, such as all opportunities for your team, subtotaled by Stage and Owner. Summary reports with no groupings show as tabular reports on the report run page.
Matrix reports are similar to summary reports but allow you to group and summarize data by both rows and columns. They can be used as the source report for dashboard components. Use this type for comparing related totals, especially if you have large amounts of data to summarize and you need to compare values in several different fields, or you want to look at data by date and by product, person, or geography. Matrix reports without at least one row and one column grouping show as summary reports on the report run page. So why would you want to use a matrix report? If you’re looking for an at-a-glance overview of data, especially for something like totals of revenue or quantity of products sold, then the matrix report format is for you.
Joined reports let you create different views of data from multiple report types. In a joined report, data is organized in blocks. Each block acts like a “sub-report,” with its own fields, columns, sorting, and filtering. You can add a chart to a joined report. Why would you want to build a joined report? If you’ve got two reports and you want an easy way to view them side-by-side, check out joined reports. In fact, why stop at two? With joined reports, you can add up to five report blocks. Each block in our joined report has its own independent set of filters.
To customize an existing report using report builder, click the name of a report and click Customize. To optimize screen real estate, report builder uses a compressed page header. To view your application tabs, simply close the builder or click the Salesforce logo.
1. Choose a Report Type
A report type is a set of rules that determine which records and fields appear in a report. You can start with one of the available standard report types, or use a custom report type provided by your administrator.
2. Choose a Report Format
A report can use the tabular, summary, matrix, or joined format. Choose a format that’s complex enough to capture the data you want to show, but simple enough to communicate it effectively.
3. Create a Report
If you don’t have an existing report to clone, you can create a new report.
4. Creating a Custom Report
You can customize standard reports, or you can build custom reports from scratch to suit the exact needs of your organization.
5. Create a Custom Report in Accessibility Mode
6. Group Your Report Data
Group data in columns or rows in summary, matrix, and joined reports to display meaningful information. For example, group opportunities by Close Date to see closed opportunities or group cases by product to see the number of cases for each product. You can have groupings inside groupings.
7. Keep Working While Your Report Preview Loads
For most actions, you can continue working on your report while the preview loads. For example, when editing a report you can drag multiple fields into the report, then create a grouping while those columns load.
8. The Report Builder Screen
Report builder is a visual editor for reports. The report builder screen lets you work with report fields and filters, and shows you a preview of your report with just some of the data.
9. Report Fields
The Fields pane displays fields from the selected report type, organized by folder. It also lists custom summary formulas, which you can create, edit, and delete.
10. Summarize Your Report Data
A summary field contains numeric values for which you want to know the sum, the average, or the highest or lowest. Summary fields show at all grouping levels. In summary and matrix reports, they also appear at the grand total level.
11. Subtotal Report Results
Subtotaling your reports gives you a tool to analyze trends in the data. You can group sets of information, sort the groupings, and compare subtotals for each set against the overall total. In summary and joined reports, you can also subtotal by multiple fields to give you cascading sets of information.
12. Smart Totaling in Reports
“Smart” totaling means that duplicate data is counted only once in any subtotal or total. Salesforce uses “smart” totaling when you run reports that include duplicate data in any of the columns chosen for summing or averaging.
13. Work with Formulas in Report Builder
Formulas let you create custom summaries based on calculated values using report data. These formulas can then be used as columns in your report.
14. Filter Your Report Data
Focus your report on the data you’re interested in by setting up standard filters, field filters, filter logic, cross filters, and row limits.
15. Save Your Report
Click Save to update an existing report with recent changes, or Save As to clone the original report without changing it.
Dashboard Component Types
Dashboard components can be charts, tables, gauges, metrics, or other components that you can create with Visualforce.
Chart Use a chart when you want to show data graphically. You can choose from a variety of chart types.
Gauge Use a gauge when you have a single value that you want to show within a range of custom values. For example, to create a dashboard that measures where your current closed opportunity amounts fall within a range of values, set the Minimum Value, Breakpoint #1 Value, Breakpoint #2 Value, and Maximum Value for the gauge. The ranges that you set can indicate poor, acceptable, and good performance. Set appropriate colors for each of these ranges to visually indicate progress. To create a gauge with only two ranges, leave Breakpoint #2 Value blank.
Select Show Percentage or Show Total to display those values on the gauge. Values exceeding the maximum are shown as greater than 100%.
Metric Use a metric when you have one key value to display. For example, if you have a report showing the total amount for all opportunities in the Closed, Commit, and Base Casestages in the current month, you can name that value and use it as a revenue target for the month displayed on the dashboard.
Table Use a table to show a set of report data in column form. For example, to see the top 20 opportunities by amount, set Maximum Values Displayed to 20, click Customize Table and select opportunity name, amount, and other columns to display, choose the sort order, and set conditional highlighting. Available columns include all chart groupings and report summary fields, as well as the second-level grouping defined in the report.
Visualforce Page Use a Visualforce page when you want to create a custom component or show information not available in another component type. For example, a Visualforce page can display data from an external system or show Salesforce data in a custom way. Visualforce pages must meet certain requirements to be displayed in dashboards; otherwise, they don't appear in the Visualforce Page drop-down list. See Creating Visualforce Dashboard Components.
Bucketing lets you quickly group report records without creating a formula or a custom field. For example, say you also want to group by quantity into ranges. To do this, create a bucket field on Quantity and define the ranges.
First, create a bucket field based on Quantity with ranges for small, medium, and large. You'll use the bucket field to create the
grouping.
1. Click on Quantity and click Bucket this Field.
2. Enter a bucket field name, Quantity Range.
3. Define ranges as Small (500), Medium (between 500–1000), and Large (greater than 1000).
4. Click OK.
5. Grab the Quantity Range bucket field that's already on the report and make it the first-level grouping by dragging it onto the drop zone above Merchandise Name.
Now the report shows data grouped in two levels—first, by quantity range (small, medium or large), and second, by merchandise name.
You can filter a bucket field just like other fields in the report. For example, set a filter for Quantity Range not equal to Small to see only merchandise with quantities in the medium or large range.
What's the security model followed for Reports?
A report folder's sharing settings determine who can do what with reports in that folder. Click next to the folder in the Reports tab and click Share. You can give people three levels of access: Viewer, Editor, or Manager. For more information, see “Share a Report or Dashboard Folder” in the Salesforce Help.
How do you secure Dashboards?
Dashboard Running User
Show all users the same data in the dashboard by choosing a specific running user, or show data according to each viewer's access level by choosing to run as the logged-in user.
• Dashboards can be updated either manually or on a schedule, and they can be delivered through email and mobile.
• A dashboard won't automatically refresh unless it is set to do so. Each time you view a dashboard, it indicates in the upper-right
corner when it was last refreshed. To update the data in the dashboard, click Refresh.
• Try adding a filter when editing the dashboard by clicking Add Filter. A filter lets you see different views of dashboard data based on filter conditions. You can add up to three filters per dashboard with up to ten conditions on a filter. Instead of filtering at the report level, you directly manipulate dashboard data
What is a "cross filter" in Reports?
A cross filter from the Add drop-down list in the Filters pane. A cross filter lets you filter on the report's child objects using a simple with or without condition. To learn more about cross filters, watch Using Cross Filters in Reports.
What's a combination chart and how to develop a combination chart?
It’s often a good idea to give users a visual way to understand the data in your report. Let's add a combination chart to our report now.
1. In the Preview pane, click Add Chart to create a chart to represent your data. In the Chart Editor that appears, click the vertical bar
chart.
2. In the Y-Axis drop-down list, leave Sum of Quantity selected.
3. In the X-Axis drop-down list, select Merchandise: Merchandise Name. Notice the bucket field, Quantity Range, is also available, as
there are two groupings.
4. Select Plot additional values.
5. In the Display drop-down list, select Line.
6. Select Use second axis.
7. In the Value drop-down list, select Average of Price.
8. Click OK, then Save.
The combination chart shows merchandise in stock (bars) against average price (line)
What is Reports & Dashboards REST API?
Salesforce provides the Reports and Dashboards REST API that lets you access your data remotely and build your own apps and visualizations. There’s an API resource for almost anything you can do with reports through the standard web interface. For example, say you’ve used Visualforce to build a custom app, and you want to give that app a Reports tab. Or your users need a special kind of chart that isn’t one of the out-of-the-box report builder options.
Folder Sharing
Folder Sharing in Salesforce allows you to restrict access to reports and dashboards by users, roles, roles and their subordinates, and public and private groups.
With enhanced folder sharing, you can control who sees what. Each user, group, or role can have its own level of access to a single report and dashboard folder. Viewers can see the data; Editors can determine what data is shown; and Managers can control access.
- [1] With Viewer access you can see the data in a report or dashboard, but you can’t make any changes, except by cloning it into a new report or dashboard. All users have at least Viewer access to report and dashboard folders that have been shared with them. (Some users may have administrative user permissions that give them greater access.)
- [2] When you are an Editor on a folder, you can view and modify the reports and dashboards it contains, and move them to and from any other folders you have Editor or Manager access to.
- [3] With Manager access, you have the keys to the kingdom. You can do everything Viewers and Editors can do, plus control other users’ access to the folder, change the folder's properties, or delete the folder.
If you go back to the old folder sharing model, existing report and dashboard folders go back to the state they were in before.
- If a folder existed before analytics folder sharing was enabled, its properties and sharing settings are rolled back to their previous state.
- If a folder was created while enhanced analytics folder sharing was in effect, it is hidden from the folder list and all its sharing settings are removed. Administrative user permissions are still in effect.
Let’s practice setting up a notification.
- Go to the Reports tab and open one of the reports you’ve created earlier in this module. If you haven’t created a report yet, do so now by following the instructions in Using the Report Builder.
- From the Report Run page, click Subscribe.
- On the Report Subscription page, choose whether to be notified every time conditions are met or only the first time.
- Specify each condition in three parts: aggregate, operator, value. For example, trigger notifications whenever the sum of amount is less than $1 million.
- Aggregate is the metric that’s the basis of your condition. It can be Record Count, Average Amount, Smallest Amount, Largest Amount, or Sum of Amount.
- Operator is the basis of comparison, such as Equal, Not Equal, Greater Than, and so on.
- Value is the number that you want the aggregate compared to.
- Your conditions are evaluated when the report is run, and notifications are sent if all conditions are met (up to five conditions per report).
- Schedule how often (every weekday, daily, or weekly) and when to evaluate for your conditions.
- For example, run the report every weekday at 7 a.m.
- Select one or more notification types.
- Send a Salesforce1 in-app notification
- Post to Chatter
- Send an email notification
- Execute a custom Apex action, such as creating tasks or escalating cases
- Make sure the subscription is active if you’re ready to start receiving notifications.
- Click Save to schedule the notifications.
If you don’t see the option to follow a report or dashboard, you may need to enable Feed Tracking. From Setup, enter Feed Tracking in the Quick Find box and click Feed Tracking and then select Reports. Select Enable Feed Tracking, and optionally select fields to track, if you’d like to see updates in your feed when those fields change.
Repeat the same steps to enable Feed Tracking for dashboards. From Setup, enter Feed Tracking in the Quick Find box and click Feed Tracking and then select Dashboard. Select Enable Feed Tracking, and select any fields you want to track.
In addition, you can post a snapshot of a dashboard component at a specific point in time to the Chatter feed, and everyone following the dashboard will get an update in their feed. For example, post a snapshot of a regional sales chart to let your team know that sales are down in the Midwest.
You can also post a snapshot of a dashboard component to a particular user or group. For example, post a snapshot of a leaderboard component in your team Chatter group to showcase top performers.
In order to post a snapshot, you must have the appropriate setting enabled in Setup. From Setup, enter Reports and Dashboard Settings in the Quick Find box and click Reports and Dashboard Settings. Select the Enable Dashboard Component Snapshots checkbox, and click Save.
Now that you’ve done that, let’s walk through how you post a snapshot of a dashboard to Chatter:
- Hover over a component to display the Hover menu icon for dashboard components menu.
- Choose where you want your snapshot to appear.
- To show it in a dashboard, click Post Snapshot to Dashboard Feed.
- To show it to a user or group, click Post Snapshot to User or Group Feed.
- Write a comment in the text box and click OK. If you’re posting a filtered component, you may want to mention that in your comment.
The snapshot and comment immediately appear in the dashboard feed.
- Get the latest report data without having to run the report.
- Get the data automatically at regular intervals you specify, through scheduling on a daily, weekly, or monthly basis.
- Get the report sent to you in HTML format, with a link for easy access to the source report in your org.
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