Salesforce U Getting Started with Reports and Dashboards

Objectives Welcome to Getting Started with Reports and Dashboards. This is part of a series of online, on-demand training courses that are available to all Salesforce customers. At the end of this course, you will be able to: § Navigate the Reports tab. § Describe and run standard reports. § Customize standard and personal reports using Report Options. § Create new reports using the report builder. § Customize standard and personal reports using the report builder. § Create and view dashboards.

Why Reporting in Salesforce? Salesforce gives you a comprehensive, real-time view of your business. Managers, executives, and even individual sales reps are never more than a few clicks away from the insight needed to make smart business decisions and accurately estimate future sales. NOTE: Business Knowledge Salesforce Reports Report Builder = Superior Analytics To use the report builder, the report builder upgrade must be enabled for your organization.

The Reports Tab i Introduction The Reports tab shows your standard and custom reports, and dashboards. Here you can search for, run, and edit reports and dashboards, or create new ones.

+ Find and Use the filters to show all items, just those that you follow or create, or just reports or dashboards. Use search to find items by name.

+ Folders The Folders pane displays all the report and dashboard folders you have access to. You can search, view, edit, or create folders here.

+ Follow/Unfollow If Chatter is enabled, you can follow reports and dashboards directly from the Reports tab.

+ Create New Report and Dashboards Create new reports and dashboards using the New Report… and New Dashboard… buttons.

Custom View Resize, reorder, sort, or choose the columns in your view. +

Report Folders

Standard Reports

Opportunity Reports: § Designed to answer the top business questions of salespeople § Combine these reports with report options § Create tailored reports to help you analyze your business

Forecast Reports: § Quarterly Summary § Yearly Summary § Quota vs. Actual § Forecast History § Opportunity Forecasts

Support Reports: § Information about changes in case data over time § Number of inbound and outbound emails by case § Standard and custom field history on cases and solutions

Administrative Reports: § Active users in your organization and when they last logged in § All of the users who have logged in to Salesforce in the past seven days § Documents within each document folder § Approval requests awaiting approval for each approval process

The Reports Tab in Lightning Experience NOTE: You cannot subscribe to a report or search follow a report onand Chatter from create, delete, share, or for report dashboard the Reports tab in Lightning Experience. folders in Lightning Experience.

Running a Reports may be launched from: § Reports tab. § Record home page.

Report Formats Tabular Reports Summary Reports Matrix Reports Joined Reports Introduction Salesforce supports four report formats: § Tabular § Summary § Matrix § Joined

Report Formats Tabular Reports A simple listing of data without any subtotals. Examples: Contact mailing lists, list of all accounts, activity reports.

Report Formats Summary Reports A listing of data with groupings and subtotals. Summary Reports Example: All opportunities for your team subtotaled by sales stage and owner.

Report Formats Matrix Reports A comparison of related totals, with totals by both row and column. Example: Summarize opportunities by month vertically and by Account horizontally. Matrix Reports NOTE: Details displayed in matrix reports are available only in Salesforce Classic.

Report Formats Joined Reports Blocks of related information in a single report. Example: You can build a report to show opportunity, case, and activity data for your accounts. Joined Reports NOTE: Joined reports are available only in Salesforce Classic and not in Lightning Experience.

Reporting and Data Access If you can Isee it inon? Salesforce, you can report on What report §it. Records you own § Records to which you have read or read/write access § Records that have been shared with you § Records owned by or shared with users in roles below you in the hierarchy

Modifying a Report with Report Options § Always available at the top of every report. § Options depend on the type of data being reported on. § Make changes in a few clicks, then save as a new report.

Demo: Running a Report and Using Report Options

Things to Consider When Running Reports § To run a report, click the report name. § Most reports run with default criteria. § Some reports require you to select additional criteria. § To modify a report, use Report Options and rerun report. § Data is reported on: – Records that you own. – Records that you have read or read/write access to. – Records that have been shared with you. – Records owned by or shared with users below you in the role hierarchy. § Export reports with over 2, 000 records to Excel.

Customizing Reports in the Report Builder Standard reports can be used “as is” or as a starting point for the reports you need to run your business.

Report Builder The report builder: § Is a drag-and-drop visual editor for reports. § Needs to be enabled by the Administrator.

The Report Builder Interface

Customizing an Existing Report Why customize a report when you can change Report Options? Using Report Options, you can change: § Groupings. § Simple filters, using drill down. § Time Frame. § View. You can use the report builder to: § Change the report format. § Add custom formulas. § Add, remove, or reorder columns. § Add charts.

Demo: Create a Custom Report using the Report Builder

What is a Dashboard? A dashboard is a visual representation of summary data from multiple reports.

Dashboard Components Introduction Dashboards are made up of several components. Components can be charts, tables, metrics, and gauges. Click each tab to learn more about the components.

Chart § Graphically represents report data. § Display chart from source report or define new one.

Table § Lists the top or bottom records from a report. § Display leader boards for the top 10 performers or deals.

Metric A metric is a single data value from the grand total of a source report.

Gauge A gauge is a data value from the grand total of a report, displayed as a point in a defined range.

The Chart Component You can create following types of charts in a dashboard: § Horizontal Bar § Vertical Column § Line § Pie § Donut § Funnel § Scatter

The Dashboard Builder DEFINITION: The dashboard builder is a drag-and-drop tool for creating new dashboards or modifying existing ones.

Demo: Create a Dashboard

Knowledge Check 1 of 3 Reports are available on the following tabs in Salesforce: (Select all that apply. ) a. Reports tab b. Opportunities tab c. Accounts tab d. Contacts tab

Knowledge Check 2 of 3 Which of the following statements are true about standard reports in Salesforce? (Select all that apply. ) a. Dozens of standard reports are provided by Salesforce. b. Standard reports address the top needs of most users, from sales to marketing. c. Standard reports can be customized and saved under a new name. d. Standard reports give you access to data you can't normally see.

Knowledge Check 3 of 3 Choose the correct statement. a. You can overwrite a standard report and save it back into that same report folder. b. You can use a standard report as the basis for a new report but you must save it to a new folder under a new name.

Summary In this course, you learned that: § Salesforce provides a wide range of standard reports. § There are four different types of report formats: tabular, summary, matrix, and joined. § The Reports tab helps you access all reports. § The report builder is a powerful visual editor that is used to create and edit reports. § Dashboards provide instant access to key business metrics. § Dashboards contain various components such as charts, metrics, graphs, and gauges. We want your feedback! Click here to let us know how we’re doing.

Salesforce University Training and Certification Resources Training Webpage: www. salesforce. com/training Certification Webpage: certification. salesforce. com Follow us on Twitter: @Salesforce. U Salesforce Success Community: Log in to Salesforce Help & Training Collaboration © Copyright 2015 salesforce. com, inc. All rights reserved. Various trademarks held by their respective owners. 45