Reports and Dashboard

Preferred Start Time

9M, 12Am, 3AM

Level of object association in custom report type

4 level

Report Type Limits

A custom report type can contain up to 60 object references. For example, if you select the maximum limit of four object relationships for a report type, then you could select fields via lookup from an additional 56 objects. However, users will receive an error message if they run a report from a custom report type and the report contains columns from more than 20 different objects. You can add up to 1000 fields to each custom report type.

Running User (Viewing As)

A dashboard only displays data that the dashboard's running user can access. For example, say you're viewing a dashboard describing Leads. Emily is a sales operations manager who sees all Leads, and Marcus is a direct sales specialist who sees only the leads he owns. If the Emily is the dashboard's running user, then the dashboard shows data about all the Leads in Salesforce. If Marcus is the running user, then the dashboard only shows data about Leads that Marcus owns.

Access to Dashbaord

Administrators control access to dashboards by storing them in folders with certain visibility settings. Dashboard folders can be public, hidden, or restricted to groups, roles, or territories. If you have access to a folder, you can view its dashboards.

analytic snapshot

An analytic snapshot lets you report on historical data. Authorized users can save tabular orsummary report results to fields on a custom object, then map thosefields to corresponding fields on a target object. They can then schedulewhen to run the report to load the custom object's fields with thereport's data. Analytic snapshots enable you to work with report data similarly to how you workwith other records in Salesforce. For example, a customersupport manager could set up an analytic snapshot thatreports on the open cases assigned to his or her team everyday at5:00 PM, and store that data in a custom object to build a historyon open cases from which he or she could spot trends via reports.Then the customer support manager could report on point-in-time ortrend data stored in the custom object and use the report

Components

Dashboards are made up of components. Each component contains a chart or metric which shows data from one report. Different components can show data from different reports.

Chart Types

Bar Charts Column Charts Line Charts Pie Charts Donut Charts Funnel Charts Scatter Charts

Bucketing

Bucketing lets you quickly categorize report records without creating a formula or a custom field. You can define bucketing based on existing field. Bucketing can be used for grouping.

Report Limits

By default, reports time out after 10 minutes. You can add up to 10 custom summary formulas to each block in a joined report. A joined report can have a total of 50 custom summary formulas. Reports display a maximum of 2,000 rows. To view all the rows, export the report to Excel or use the printable view for tabular and summary reports. For joined reports, export is not available, and the printable view displays a maximum of 20,000 rows. The report builder preview shows a maximum of 20 rows for summary and matrix reports, and 50 rows for tabular.

Dashboard Component Types

Chart, Gauge, metrics, table, visualforce, custom scontrol,

Printable view, export details buttons not displaying on reports

Check their User Profile to see if they have Export Reports permission disabled on their User Profile under System Permissions

Dynamic Dashboard

Dynamic dashboards enable each user to see the data they have access to. With a dynamic dashboard, you can control data visibility without having to create a separate dashboard, with its own running user and folder, for each level of data access. You can't save dynamic dashboards to personal folders. You can't schedule refreshes for dynamic dashboards. They must be refreshed manually.

Folder Limit

Each folder can contain up to 200 data sources.

Create Bucketing and formula during report creation

For formulae field, only numeric is supported Number Percentage Currency

Why do we need conditional highlighting ?

Highlight field values on summary or matrix reports based on ranges and colors you specify. To enable conditional highlighting, your report must contain at least one summary field or custom summary formula.

Dashboard Refresh

If your dashboard data doesn't refresh after ten minutes, the refresh automatically stops. If necessary, click Refresh again. When you refresh a dashboard, the dashboard data refreshes for anyone else in your organization that has access to that dashboard. Additional refreshes submitted during a refresh and up to one minute after the completion of a refresh are ignored; users view the most current data

Joined report

Joined reports let you create multiple report blocks that provide different views of your data. Each block acts like a "sub-report," with its own fields, columns, sorting, and filtering. A joined report can even contain data from different report types. Common Fields are used for grouping. "Add Report Type" button is enabled for joined report to add another report. Example: Report of Account with open, closed opportunities alongwith open cases. The following items aren't supported in joined reports, and aren't converted: Bucket fields Cross filters The Rows to Display filter

Metrix

Matrix reports are similar to summary reports but allow you to group and summarize data by both rows and columns.

Standard Reports

Standard Reports are not available in search

Summary

Summary reports are similar to tabular reports, but also allow users to group rows of data, view subtotals, and create charts. They can be used as the source report for dashboard components.

Report Format Tabular

Tabular reports are the simplest and fastest way to look at data. They can't be used to create groups of data or charts, and can't be used in dashboards unless rows are limited. Examples include contact mailing lists and activity reports. You can use filters on Tabular report They can't be used to create groups of data or charts, and can't be used in dashboards unless rows are limited.

Export Details

The "Export Details" to Excel option will produce only the detail rows. With only the detail rows available, the exported file is raw data that is easily modifiable. This also allows for a smoother import. The fields used as grouping for summary format reports will also be placed as the last column in excel once the report is exported via Export details hence any report will be rendered as tabular report.

Printable View

The "Printable View" of a report retains the format and summary information of a report. This includes Custom Summary Formula fields. Note: Because the intention of the "Printable View" is to produce an export which represents what is shown on the screen, opening it in Excel, might show some data as text instead of numbers. Data shown as text, can not be used in Excel formula's as numbers. If you want to use the data, we advise you to use the "Export Details" button.

Run as specified user

The dashboard runs using the security settings of that single, specific user. All users with access to the dashboard see the same data, regardless of their own personal security settings. This approach is perfect for sharing the big picture across a hierarchy or motivating team members by showing peer performance within a team. If you don't have "View All Data," you can only choose yourself. If you have "View My Team's Dashboards," you can choose any user below you in the role hierarchy.

Bucketing Limitations

The following text types can't be bucketed. Text area Text area—long Text area—rich Text area—encrypted URL Date Date/Time Number ranges, Picklist and Text

Report Filters

There are 4 types of report filter Field Cross Filter (Account with or without opportunities -- Parent Child kid of search) Filter Logic (And OR etc) Number of Rows (Limit 99 and Allows you to sort on columns)

When to use metrics component

Use a metric when you have one key value to display. For example, if you have a report showing the total amount for all opportunities in the Closed, Commit, and Base Case stages in the current month, you can name that value and use it as a revenue target for the month displayed on the dashboard.

Delete Custom report type

When you delete a custom report type, any reports based off it as a sourcefor a dashboard componentwill also be deleted. Furthermore, any dashboard components created from a report based off of a deleted custom report type display an error message when viewed.

Hide reports Type

You can Select Report Types to Hide while "creating new report"

Droping component and source

You can also drop the data source first, then drop a component type onto it.

Limit on Dynamic Dashboard

Your organization can have up to 5 dynamic dashboards for Enterprise Edition, 10 for Unlimited and Performance Edition, and 3 for Developer Edition.Additional dynamic dashboards may be available for purchase. Each dashboard can have up to 20 components A dashboard table or chart can display up to 20 photos. You must wait at least one minute between dashboard refreshes. A dashboard filter can have up to 50 options. By default, 10 options are enabled. Contact Salesforce to extend your limit.