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Chapter 10 - Reports & Dashboards >

Dashboards in Salesforce

Dashboards in Salesforce

What You’ll Learn


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The abundance of data in CRMs like Salesforce can be overwhelming. But here is when the dashboards in Salesforce come in handy. You can use dashboards and reports in Salesforce to take data from different places and visualize them in a way that makes sense for you and your team.

Reports are useful, but reading through and obtaining insight from rows upon rows of data can be difficult. You can arrange how dashboards show the data from your reports so that it is most useful to you.

Here, we will explore different types of dashboards and how they are created in Salesforce.

What are Dashboards in Salesforce?

Dashboards enable you to make decisions based on the real-time data that you have collected with reports by providing you with a visual representation of changing business situations. You can utilize dashboards in Salesforce to assist users in determining patterns, allocating resources, and assessing the results of their actions. 

Dashboards in Salesforce are simply graphical representations of the report(s). It shows data from source reports as visual components. These components show the organization’s key metrics and performance indicators.

Each dashboard can have up to 20 components, and they display data as per the last time the report was run. Eleven different dashboard components in Salesforce are used to show comparisons.

  1. Horizontal Bar Chart
  2. Vertical Bar Chart
  3. Stacked Horizontal Bar Chart
  4. Stacked Vertical Bar Chart
  5. Line Chart
  6. Donut Chart
  7. Metric Chart
  8. Gauge Chart
  9. Funnel Chart
  10. Scatter chart
  11. Lightning Table

How to Access Dashboards in Salesforce?

There are two factors through which the access to any dashboard is determined. These are:

1. Folders: The visibility of dashboards is based on the folders in which they are stored. Only the users who have access to the folder can run the dashboard.

2. Running User: The data available on dashboards are based on the running user’s security and sharing settings. Running User can be set to:

  • Run as specified user: It shows the data on the dashboard according to the specified user’s security and sharing settings, irrespective of the user’s security and sharing settings. All users who have access to the dashboard can see the same data.
  • Run as a Logged-in user: It shows data on the dashboard based on the running user’s security and sharing settings. These dashboards will be termed dynamic dashboards.

The dashboard data is based on the report’s data. But when a user views the drill-down report for a dashboard component, running the user’s access permissions determines what data is displayed on the drill-down report. Hence, it is possible that the data in the drill-down report does not match the associated dashboard data. 

What is Dynamic Dashboard in Salesforce?

A single dynamic dashboard in Salesforce can display a standard set of metrics (per the user’s sharing settings) across all levels of an organization. It enables each user to see the data they have access.

With dynamic dashboards, we can control data visibility without creating separate dashboards. A single dynamic dashboard can display a standard set of metrics across all levels of an organization.

Difference Between Dynamic Dashboards and Dashboards 

Here are some key differences between Dashboards in Salesforce and Dynamic Dashboards in Salesforce:

DashboardsDynamic Dashboards
It displays data/information based on a single user’s perspective.Displays data/information tailored according to the security and sharing settings of the running user.
They are used when we need to show organization-wide data to users.They are used when we need to show data based on running user’s security and sharing settings.

Note:

  1. Dynamic dashboards cannot be saved to personal folders.
  2. Dynamic dashboards cannot be scheduled for refreshes.
  3. Dashboards also support automatic refresh and email. It can be scheduled on a daily, weekly, and monthly basis.
  4. Dynamic dashboards are not stored in a private folder.
  5. The private folder is accessible only to you, not the system admin.
  6. In reports, our security and sharing settings matter, but in the dashboard, a user’s security and sharing settings don’t matter (data displays as configured).
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How to Create Dashboards in Salesforce?

It is easy to create dashboards in Salesforce. We have curated the step-by-step guide for you to follow:

Step 1: Select the Dashboards tab

Salesforce dashboard

Step 2: In the upper-right corner, select New Dashboard.

Step 3: Choose a folder and give your dashboard a name. You may also include a description if you’d like.

Step 4: To extract data from a report, click Add Component or Widget. Choose a chart or table from the options provided. Click Select after selecting your report of choice.

Step 5: Choose the data you want to extract from the report, add components on your dashboard, and the format you want it to appear to personalize your component. Click Add after you’re done customizing.

Step 6: Continue adding any additional elements you desire to your dashboard.

Step 7: After all your components have been inserted, click Save and then Done.

Step 8: It has generated your dashboard! Verify that everything appears as it should by reviewing your published dashboard.

Security Settings for Dashboards

The dashboard needs someone’s security and sharing settings. In the Salesforce dashboard, let’s say someone does not have access to all the data, but the dashboard has to share the settings of:

  1. View Dashboard as Me: Then, the user who does not have access to all the data can still see the full dashboard. Everyone can see the data on the dashboard as per the security and sharing settings of the dashboard creator.
  2. View Dashboard as another Person: Another person’s security and sharing settings are applied to view the dashboard. 
  3. View Dashboard as dashboard Viewer: Known as Dynamic dashboard. Data will be seen in our security and sharing settings.
Security Settings for Dashboards

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