Describe the features and capabilities available when creating reports, report types, and dashboards.
Salesforce provides integrated reporting features to aggregate and visualize data. Reports are created based on report types, which define the available objects and fields. Dashboards can be used visualize report data.
Reports can be used to examine and share data stored in Salesforce. They can aggregate related data in different formats and based on different filters. To create and edit reports, Salesforce provides a visual drag-and-drop tool called Report Builder.
Each Salesforce report consists of following building blocks:
|Report Type||Governs which fields are available in a report. It defines on which a reports should be based upon, an how those object should relate to each other.|
|Fields||Defines the content of a report. Fields available in the selected report report can be added to the report via drag-and-drop as columns.|
|Report Format||Specifies how report results are displayed. Possible formats are tabular, summary, matrix, or joined.|
|Filters||Limits the data a report returns based on field values. Filter can be added in the Report Builder, or when viewing reports in Lightning Experience.|
Results of standard and custom reports of the format summary or matrix can be visualized, by adding charts to those reports. Charts summarize the report results and can be configured to specify the data, label, colors and highlighting that appears in the chart. Supported charts for reports are:
Salesforce reports run on-demand and show the current state of data. However, Salesforce also provides features to report on historical data. That is to analyze day-to-day and week-to-week changes in opportunities, cases, forecasts, and custom objects.
To report on historical data of opportunities, cases, forecasts, and custom objects, the historical trend reporting feature can be used. This feature uses special custom report types to highlight changes between five snapshot dates.
In addition to historical trend reporting, the Salesforce reporting snapshot feature can be used to report on historical data. Reporting snapshots repeatedly run tabular or summary reports based on a schedule, and save the report results in custom objects. The mapping of a report filed to the corresponding field on a target custom object can be mapped. That is to save data in custom object record at specific times, and report on the saved data.
Reports are shared with folders. Whoever has permission to the folder a report is stored in has access to that report. Users can be assigned Viewer, Editor or Manager access to a folder, which derives the actions a user can perform with reports in the folder.
When running a report, a maximum of 2,000 rows is displayed. To view all the rows, the report must be exported to Excel or printable view for tabular and summary reports. For joined reports, export to Excel is not available, and the printable view displays a maximum of 20,000 rows.
When creating a new report, a report type must be chosen first. The report type governs which objects and fields are available in the report.
Salesforce distinguishes between standard and custom report types. Standard report types give access to most standard objects, and custom report types give access to custom objects or custom views of standard objects.
Custom report types can be created based on master-detail and lookup relationships between objects. When creating a custom report type, the available objects, relationships and fields can be defined.
The joined report format allows combining multiple report types for a single report. As a result, a joined report can contain data from different standard or custom report types. Report types can be added to a joined report if they have relationships with the same object or objects. Adding a report type lets you expand the set of data available for analysis in a joined report.
Dashboards can be used to visually examine data of multiple reports in one view. This helps to understand changing business conditions and make decisions based on the real-time data gathered with reports. To create and edit the dashboard, Salesforce provides a visual drag-and-drop tool called Dashboard Editor.
Dashboards can be viewed from the perspective of different users. Because users can have different permissions to access data, dashboards display all data the running user has access to. However, if the logged in user opens an underlying report of a dashboard, only the data available to this user will be displayed.
Dashboards are consists of up to 20 components, which summarize data from one report each. Supported charts and metrics for dashboards are:
The same as reports, dashboards are shared via folders. Whoever has permission to the folder a dashboard is stored in has access to that dashboards. Users can be assigned Viewer, Editor or Manager access to a folder, which derives the actions a user can perform with dashboards in the folder.