Wednesday, November 5, 2014

Salesforce - Creating Reports

You should be familiar with the Reports tab, if not its along the top as a tab. Once there you can click on New Report and you will see the following screen. Here you can select which Objects you would like to report on, you can see a few examples below. You can only report on Objects that are related to one another, if you cannot find the particular report you would like to work on then its you should ask your administrator.

Once you have selected your report and hit next you will see the report screen. Once you understand what the different sections of this screen do, its easy to create a report in less than 5 minutes and give you exactly what you are looking for. 

1. The first section is straightforward. This is a list of the available fields that you can report on from your selected objects. You can drag and drop these fields into different areas on the report page to add in filters and columns.. The icons next to the fields indicate what kind of field it is. The “a” represents text, the “#” a number and the calendar symbol is a date/time field.  If you cannot find a particular field then you might not have permissions to view it or you might need to ask your administrator. 

2. The second section is the filter section. This is where you can filter your report to only show the records that you need. We’ll use Opportunities as an example as this has the most variables. In the image below you can see the different filters available, from the drop down this is where you can filter whose records you see; everyone’s, your teams or just your own. You can also filter by Probability Percentage, for example below or above 80%.  Also Opportunity Stage (Open, Closed, Closed Won) you can also drag and drop Opportunity Stage into the section below if you want to report on more stages. Lastly you can report on the date ranges. You have two choices here, a fixed value which you can input manually or create a report, which is a bit more dynamic, if you click on the drop down which in the picture has Current FQ you can choose between values like Today, Yesterday, Last Week, Month, Year.

3.  This is the preview section. This area will give you a preview of your report if it is over 50 records, if it’s fewer than 50 records it will pretty much show you your whole report. You can interact with the preview area by dragging and dropping fields in from section 1 in the place where you would like them to appear. You can also interact by the fields by hovering over them and clicking the drop down menu, here you can sort the fields, group the fields and also summarize.

There are four types of reports you can create in Salesforce; Tabular, Summary, Matrix and Joined Reports.  

Tabular – The images in this post have all been from a tabular report. This is the simplest of reports and is suited to just showing lines of data and nothing else. 

Summary – Summary reports are probably the most commonly used and are great for showing groups of data. For example, if you want to see your recent account opportunities they will be grouped by account and you can see each opportunity under the account. From then you can do calculations, you can see the total amount of sales under an account, you can see the maximum, minimum and also average amount. 

Matrix – Matrix reports are very similar to Summary but they allow you to group by rows as well as columns to see different totals. Matrix reports aren’t commonly used unless you have to display lots of complex data. 

Joined Reports – Joined reports allow you to create two separate reports so that you can compare data.