Salesforce Reports: Analyzing Your Data

1. Salesforce Reports:Analyzing Your Data Meghan Butler IT Applications Administrator Root Capital

2. AnalyticsOverview • Summarizes data from reports • Organizes data that meets report criteria • Defines data available in reports SALESFORCE REPORTS

3. Report Types Report Types define the records and fields available in a report based on the relationship between a primary object and its related objects What is a Report Type? SALESFORCE REPORTS

4. Creating Custom Report Types • Defining Custom Report Types • Once you save a Report Type, the primary object cannot be changed • Report Type Label – Maximum 50 characters (visible to users) • Report Type Name – Maximum 255 characters (used by API) • Description – Maximum 1,000 characters (visible to users) • Report Types are organized by Category • Custom Report Types Limits • Personal, Contact Manager, and Group – N/A • Professional – 50 • Enterprise – 200 • Unlimited – 2,000 • Developer – 400 SALESFORCE REPORTS

5. Creating Reports Design your report before you start creating it in Salesforce Choosing the right Report Type is the most important step!  What is the objective of the report?  Who is the audience for the report?  What is the primary record you want to report on?  Do you want to report on any records related to the primary record?  What are the report criteria?  Which fields do you want to display in the report?  Do you want to group or summarize the data in any way?  Do you want to create a chart?  Will the report be used as a source report for a dashboard component? SALESFORCE REPORTS

6. Creating & Customizing Reports Changing the report format will affect existing filters and groupings SALESFORCE REPORTS

7. Creating & Customizing Reports Not all users will be comfortable with field filters and filter logic – this is okay! • Report Criteria • Based on filters, filter logic, and timeframe • Timeframe • You don’t have to use the From and/or To filters • To pull all records, use a required field (e.g., Last Modified Date) • You can use phrases to represent a Time Frame in report filters • Charts • When possible, create charts when you create reports • Well-designed reports and charts make it easier to create dashboards SALESFORCE REPORTS

8. Saving & Exporting Reports • Saving Your Report • Write useful Report Names and Report Descriptions • Report Name – Maximum 40 characters • Report Description – Maximum 255 characters • Exporting Your Data • Groupings will appear as columns in the far right of your export file • Remove the export details before you start manipulating your data SALESFORCE REPORTS

9. Organizing & Managing Reports • Report Folders • Folders define access • Public, hidden, or shared • Sharing based on Public Groups • Read Only or Read/Write • Folder Name – Maximum 40 characters • Less than 20 characters visible in the Folders list on the Reports tab • Managing Public Reports • Users must have the “Manage Public Reports” permission • to create, edit, save, and delete reports in public (and shared) folders • This permission extends across ALL public report folders SALESFORCE REPORTS

10. User Permissions Try creating permission sets to manage report permissions SALESFORCE REPORTS

11. Charts Sorting Formulas Report Blocks Hide Details Tabular Reports Filter Logic Analytic Snapshots Buckets Limiting Rows Grand Total Exporting Cross Filters QUESTIONS? Matrix Reports Scheduling Reports Customizing Summary Reports Limits Groupings Cross-block Formulas Sub-Total Conditional Highlighting Joined Reports Folders Scheduling Reports Report Builder User Permissions SALESFORCE REPORTS