Learn from industry experts! Admin batch starts from 19 Feb.
Hurry up!
Book your slot now!

10

Reports in Salesforce

Every action that takes place in a team needs a statistical report that provides information regarding performance. Reports and dashboards in Salesforce give answers to questions that are important for an organization/business.

For example,
How many leads got converted into accounts?
Which sales team has generated the maximum leads?
How many employees got a bonus of more than 20% this year?

The answers to these questions are provided using Reports & Dashboards in Salesforce. This feature automatically gives answers to these questions by using the data (records) present in the different objects in the organization.

What are Reports in Salesforce?

A set of records displayed in a list form based on specific criteria is called Reports in Salesforce. These are tabular or similar to tabular representation (with the option to display charts) of the list of records that meet your criterion that gives an answer to question(s). This list of records in reports can be filtered or grouped based on any field.

Important Features of Salesforce Reports

  • Customizable Views: Any custom filtering and sorting of data can be done by the user.
  • Real-Time Data: Reports focus on real-time data for accuracy.
  • Interactive Dashboards: Reports can be plotted on dashboards for visualization and clear understanding.
  • Scheduling Options: Reports can be scheduled to run on a regular basis. 

With the appropriate reports, organizations can keep track of key metrics, spot trends, and make decisions.

Know the Types of Salesforce Reports

Based on the requirements, records, and fields available, there are different report types in Salesforce. Every report that you build is based on a particular report type. The report type is selected first when you create a report. Every report type has a primary object and one or more related objects. All these objects must be linked together either directly or indirectly. However, a report type cannot include more than four objects. Once a report is created, its report type cannot be changed. Let’s look at the types of reports in Salesforce.

Report Types in Salesforce

There are two main types of reports in Salesforce: standard and custom. Both have different features and object fields.

1. Standard Report Types

Standard Report Types cannot be customized and automatically include standard and custom fields for each object within the report type. They get created when an object or relationship is created. Standard report types always have inner joins.

2. Custom Report Types

Custom report types are reporting templates created to streamline the reporting process. An administrator or a user with “Manage Custom Report Types” permission can make these reports. When standard report types cannot specify which records will be available on reports, a custom report is the go-to option.

In custom report types, you can identify objects that will be available in a particular report. The primary object must have a relationship with other objects present in a report type, either directly or indirectly. Object relationships that Custom Report Types support can:

  • Include all records that have children.
  • Include all records that may or may not have children.

Note:

  • Once a report type is saved, its primary object can’t be changed.
  • Suppose the primary object on a report type is a custom object, and the custom object is deleted. In that case, the report type and any reports created from it will also be automatically deleted.
  • If you remove an object from a report type, all references to that object and its associated objects are automatically removed from reports and dashboards based on that type.
  • After selecting the report type, we switch to the report builder to create a report.

Read More:

Salesforce Interview Questions on Reports and Dashboards (2024)

Formats of Reports in Salesforce

There are four formats of reports available in Salesforce that provide a variety of options. 

1. Tabular Reports

This is the most basic report format. It just displays the row of records in a table with a total. While easy to set up, they can’t be used to create groups of data or charts. They are mainly used to generate a simple list or a list with a total sum.

Use Case: A list of all leads generated in the last month.

For example, a company is having customer support representative who resolves customer’s cases. The company wants to see the data of all the solved cases. So, a tabular report can be created.

2. Summary Reports

It is the most commonly used type of report. It allows the grouping of rows (not columns) of data, viewing subtotal, and creating charts. Whenever we want a number with respect to another column, we need a summary report. The summary report is possible only after making a group.

Use Case: A report showing total sales by region, grouped by sales representatives.

For example, a company’s sales team needs to analyze how many leads are converting from each lead source; in this case, a report is required to be created, which will display the data of converted leads of every lead source.

3. Matrix Report

It is the most complex report format, which summarizes information in a grid format. As such, records are grouped by both column(s) and row(s). It can also be used to generate dashboards. Charts can be added to this type of report.

Use Case: A report displaying monthly sales performance for different products and sales reps.

For Example, Sales Managers in a company sell products in different regions and industries. To see which products are performing well, we need to create a matrix report grouped by region and industry.

Note: The “Stacked Bar” chart can be added to the matrix report but cannot be added to the summary report.

4. Joined Reports: 

These types of reports allow us to create different views of data from multiple report types. Data in joined reports are organized in blocks. Each block acts as a sub-report with its fields, columns, sorting, and filtering. Joined reports are used to group and show data from multiple report types in different views.

For Example, A company sells both software and hardware products. They need to analyze their sales in various regions for hardware products as well as software products. So, two reports (“Hardware Sales by Region” and “Software Sales by Region”) are created. After that, a joined report can be made to display both reports.

KeyPoints To Remember:

  • Only the configurations of the report get saved when we save a report. The data is always evaluated in real-time (when a report is run). The report can be run manually, and it can be scheduled to run automatically based on the running user.
  • The data which is displayed in reports is based on the running user’s sharing and security settings. But when we schedule a report, we have to select a running user based on the security and sharing settings in which the report is generated.
  • Every report is saved in a particular folder. Users who have access to the report folders can run the report.
  • Each user, group, or role can have its own level of access to a folder.
  • When we want to show the data of 2 objects on the same report, these objects may or may not be related. In this type of report, we can select multiple report types.

Note: The preview pane only shows a limited number of records. Run the report to see all the results.

Sometimes, the same kind of report is required at frequent intervals. Scheduled reports in Salesforce were introduced to ease the process without running a report manually. These are designed to schedule reports for future runs to get the latest report data.

In this process, you have to assign a starting date, end date frequency, and time to which the report is to be triggered automatically. You can set up to 200 scheduled reports. Remember that joined reports can not be used to schedule reports.

Benefits of Scheduling Reports in Salesforce

There are various benefits to scheduling a report in Salesforce.

  • 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.

Formats of Reports in Salesforce

There are four formats of reports available in Salesforce that provide a variety of options. 

1. Tabular Reports

This is the most basic report format. It just displays the row of records in a table with a total. While easy to set up, they can’t be used to create groups of data or charts. They are mainly used to generate a simple list or a list with a total sum.

For example, a company is having customer support representative who resolves customer’s cases. The company wants to see the data of all the solved cases. So, a tabular report can be created.

2. Summary Reports

It is the most commonly used type of report. It allows the grouping of rows (not columns) of data, viewing subtotal, and creating charts. Whenever we want a number concerning another column, we need a summary report. The summary report is possible only after making a group.

For example, a company’s sales team needs to analyze how many leads are converting from each lead source; in this case, a report is required to be created, which will display the data of converted leads of every lead source.

3. Matrix Report

It is the most complex report format, which summarizes information in a grid format. As such, records are grouped by both column(s) and row(s). It can also be used to generate dashboards. Charts can be added to this type of report.

For Example, Sales Managers in a company sell products in different regions and industries. To see which products are performing well, we need to create a matrix report grouped by region and industry.

Note: The “Stacked Bar” chart can be added to the matrix report but cannot be added to the summary report.

4. Joined Reports 

Joined reports allow us to create different views of data from multiple report types. Data in joined reports are organized in blocks. Each block acts as a sub-report with its fields, columns, sorting, and filtering. Joined reports are used to group and show data from multiple report types in different views.

For Example, A company sells both software and hardware products. They need to analyze their sales in various regions for hardware products as well as software products. So, two reports (“Hardware Sales by Region” and “Software Sales by Region”) are created. After that, a joined report can be made to display both reports.

Key Points To Remember

  • Only the configurations of the report get saved when we save a report. The data is always evaluated in real-time (when a report is run). The report can be run manually, and it can be scheduled to run automatically based on the running user.
  • The data which is displayed in reports is based on the running user’s sharing and security settings. But when we schedule a report, we have to select a running user based on the security and sharing settings in which the report is generated.
  • Every report is saved in a particular folder. Users who have access to the report folders can run the report.
  • Each user, group, or role can have its own level of access to a folder.
  • When we want to show the data of 2 objects on the same report, these objects may or may not be related. In this type of report, we can select multiple report types.

What are Scheduled Reports in Salesforce?

Sometimes, the same kind of report is required at frequent intervals. Scheduled reports in Salesforce were introduced to ease the process without running a report manually. These are designed to schedule reports for future runs to get the latest report data. In this process, you have to assign a starting date, end date frequency, and time to which the report is to be triggered automatically. You can set up to 200 scheduled reports. Remember that joined reports can not be used to schedule reports.

Benefits of Scheduling Reports in Salesforce

There are various benefits to scheduling a report in Salesforce. You can: 

  • 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.

Understanding About Types of Access Level of Folders

With the help of these access settings, you can decide who gets to see the reports in Salesforce in which access level. There are three types of access levels of folders:

  1. Viewer: With this access level, users can see the data in a report but cannot make any changes except cloning it into a new report.
  2. Editor: With this access level, users can view and modify the reports it contains. In Edit access, we can’t add the user.
  3. Manager: With this access level, users can do everything Viewers & Editors can do, plus they can also control other users’ access levels to this folder. Also, users with Manager Access levels can rename or delete the report.

After knowing about different types of access levels of folders, it is also essential to know how to set it up:

Setting the Levels of Access:

  • Proceed to the Reports tab.
  • Find the report folder.
  • Hit the dropdown menu and select “Share”.
  • Select the users or groups and assign the relevant access level.
  • Save changes. 

Folder access level management enables organizations to secure sensitive data while allowing collaboration.

Things to Remember

  1. By default, a person who creates a folder is the Manager of that folder.
  2. If a folder does not have Manager Access, then it is public, and users with “View Reports in Public folders” can view it. Depending on their object access, these users can run the report. Reports present in public folders can also be emailed to Salesforce users.
  3. If a user is not ready to share their report, then they should save it in the “My Personal Custom Reports” folder. Reports can be exported in .xlsx format or.csv format. The report displays up to 2000 rows of data. More extensive reports can be emailed to Excel.
  4. Access to run the report depends on the folder, but the data that is seen in the report relies on the security of the user (object level, field level, record level).
  5. We can not save the single report in 2 folders, but in another folder, a copy is saved, not the original.
  6. A user cannot create a report on an object to which they do not have access.

Conclusion 

Salesforce reports serve as excellent means for analyzing data, tracking certain key performance indicators, and making strategic business decisions. From tabular reports to matrix reports, Salesforce gives you the opportunity to work with whatever kind of report you need. 

Scheduled reports, together with adept handling of access levels, can help set up an automated business reporting system so that stakeholders are always adequately informed with the knowledge they need.

Next Topic

Need more support?

Get a head start with our FREE study notes!

Learn more and get all the answers you need at zero cost. Improve your skills using our detailed notes prepared by industry experts to help you excel.

Frequently Asked Questions

What is the difference between a report and a dashboard in Salesforce?

A report is a structured collection of data displayed in a table or visual format, while a dashboard is a visual representation of multiple reports using charts, graphs, and tables for easy data interpretation.

Can I create a report in Salesforce without having admin access?

Yes, if you have the necessary permissions assigned by your administrator. Standard users can create reports if they have access to the required objects and report folders.

How do I filter data in a Salesforce report?

You can filter data by clicking the “Filters” panel in the report builder. Common filters include date range, owner, status, and custom field values to refine your report results.

What happens if I edit or delete a scheduled report?

If you edit a scheduled report, the updated version will be sent in future schedules. If you delete a scheduled report, it will no longer be generated or sent to recipients.

Book A 15-Minutes Free Career Counselling Today!