Category: reports

Creating custom reports in salesforce

Creating custom reports in salesforce : In our previous salesforce tutorial we have created standard reports in salesforce. In this crm salesforce training tutorial we are going to learn how to create custom report types in salesforce.

Creating custom reports  in salesforce

Before creating custom reports types in salesforce we should follow some steps. They are

  1. Define custom report type template.
  2. select related object.
  3. Specify the layout to display custom fields in custom report type.
  4. Create a report  from the custom report type template to verify that the object and field definitions are correct or not.

If we delete custom report types template that we created and the reports in that custom report type template will also be deleted . Dashboards which are created from that report types will show error message when we try to view that deleted custom report types dashboard.

Step 1:- Defining custom reports in salesforce.

To define custom reports in salesforce follow the path Setup=>Create=>Report types.

Creating custom reports in salesforce

Creating custom reports in salesforce

Now select new custom report type as shown below.

new custom report type

Creating custom report types in salesforce

Now we are taken to new page which we are required to define report type template .Enter primary object name from the drop -down list, Report type label, report type name, Description, store in category all these fields are required. After saving custom report type template we can not change primary object name. Report type label field can be up to 50 characters long and description can be up to 255 characters long.

Creating custom reports in salesforce

Creating custom reports in salesforce

Now select Next.

Step 2 :- Defining report records set.

Select object relationship which will be displayed when we run custom report type. Relationships determines the object and the fields to be displayed when we run a report.

Creating custom reports in salesforce

Creating custom reports in salesforce

In this example Event Object has relationships with sessions and speaker. To enter relationships click to relate another object as shown above and select from the pick list. Objects associated with primary object can only be selected as secondary object.

Select save button.

step 3 :- Specify the layout to display custom fields in custom reports in salesforce.

After saving  we are taken to detailed view of the custom report. In this step we have to edit the custom report to specify which standard and custom fields a report can display when we run a report.

Creating custom reports in salesforce

Creating custom reports in salesforce

Select Edit layout button as shown above.

Creating custom report types in salesforce

Creating custom report types in salesforce

Select object fields from View which is at right hand side and arrange the fields in order as you wish. We can add up to 1000 fields to each custom report type template in salesforce.

Select Edit Properties to rename or to set fields.

Creating custom reports in salesforce

Creating custom reports in salesforce

Now select Checked by default check box and the name you want then click on OK and Save all the settings you made.

Now go to Report Tab.

Creating custom reports in salesforce

Now Select New Report.

Creating custom reports in salesforce

Now we are taken to new screen.

Creating custom reports in salesforce

Now go to the report folder and select that report to create Report. Click on report as Shown above.

Creating custom reports in salesforce

Select the fields from left panel and drop on the Header as shown above.

  • Select the Format.
  • Click on Show to display the fields.
  • Clear Date Range and select as All.
  • Now finally Save the settings.

Creating custom reports in salesforce

  • Enter report name.
  • Report description.
  • Select the folder to save the report.
  • Now Save and Run the report.

Creating custom reports in salesforce

  • Select the summarized information by any of your required field.
  • Run the Report.
  • Save the report.

Note :- “With out selecting summarized information by any field and report and is saved. When we creating dashboards for this report we get Error as this report cannot be used as the source for this component. If it is a summary or matrix report, add one or more grouping in the report. If it is a tabular report with a row limit, specify the Dashboard settings in the report.”

Data Analytics with Reports and Dashboards in salesforce

Reports and Dashboards in salesforce : In this salesforce tutorial we are going to learn briefly about Reports and Dashboards in salesforce. In this Salesforce Training Tutorial we are going to earn about Reports, dashboards, How to use Report folders.

In salesforce.com we have Reports, Dashboard and folders which are used for data analytics. Trough Reports and Dashboards we generate customized data in the form of visual representation Graphs. pie charts etc. Graphical representation of data is done through Dashboards.

Reports and Dashboards in salesforce

Reports and Dashboards in salesforce are the analytics tools which allows all the users in an organization to manage the data in the form of reports and visual representation of data.Through reports and Dashboards in salesforce sales team can produce reports of sales pipeline, marketing team can produce reports on the progress of campaigns and users can also create custom reports in salesforce.

Report in Salesforce overview

 Reports are very important in salesforce.com which helps to get all the data analytics in salesforce CRM. When creating reports in salesforce the data is displayed in the form of rows and columns. we can set rule criteria to which form the data to be displayed.

Reports can be generated for two types of objects. They are

  • Standard Objects
  • Custom objects.

Standard Reports : In Salesforce.com we can generate Standard reports for Accounts and Contacts. When a standard report is generated we can forecast details about opportunities, products,Sales, leads and so on.

Custom Reports : Custom Reports are generated for Custom objects. We can create custom reports by the following directions. Go to Setup=>Build=>Create=>Report Types.

Dashboards in Salesforce Overview

Dashboards in salesforce are the pictorial representation of reports using graphical elements. IN salesforce.com to represent Dashboards we use Dashboard components which are also known as Graphical elements.Some of the dashboard components / graphical elements are

  • Charts.
  • Gauges.
  • Tables.
  • Metrics.
  • Scatter chart.
  • Funnel chart.
  • Donut chart.
  • Pie chart.
  • Line chart.
  • Vertical bar chart.
  • Horizontal Bar chart
  • And also through visualforce pages.

Through Dashboards we are able to get data in the form of Diagrams. Visual representation of data is done through Dashboards in salesforce CRM. We can present data in the form of Charts, gauges, tables, metrics, scatter chart, funnel chart, Donut chart, pie chart, Line chart, Vertical bar chart, horizontal Bar chart and also through visualforce pages.

reports and dashboards in salesforce

Folders in reports and Dashboards

Data Analytics with Reports and Dashboards in salesforce

Folders in Salesforce.com are those which stores data, files, images,  reports and Dashboards analytics data. . The list of  folders, which is represented by folder icon will have all report folders.We can create new folders in to store Reports and Dashboards. We can set security to these folder as read-only and read/write.

Scheduling Reports in Salesforce.com – Salesforce Tutorials

Scheduling Reports in Salesforce.com : In our previous Salesforce Tutorial we have learned how to create Web to Case Forms. In this Salesforce Training Tutorial we are going to learn about How to Schedule a report in Salesforce.com for future run.

Scheduling Reports in Salesforce.com

Scheduling reports in Salesforce.com are designed for scheduling reports for future run to get latest report data with out running a report manually.

In this process we have to give starting date, end data date frequency and time to which the report is to triggered automatically. We can set up to 200 scheduled reports and joined reports can not be used for scheduling for future run.

Scheduling Reports in Salesforce.com steps.

Follow the steps given below for scheduling reports in Salesforce.com.

Go to Reports Tab.

Scheduling Reports in Salesforce.com

Now select the report to which you want to schedule.

Scheduling Reports in Salesforce.com

Click on the Report name  to edit in detailed mode.

Scheduling Reports in Salesforce.com

Now click on Run report pick list and select Schedule future Runs as shown above.

Scheduling Reports in Salesforce.com

Scheduling Reports in Salesforce.com

Now a new screen will be displayed and enter all the details as shown above.

  • Select the running user from
  • Select Email report option to which an email will be sent when a report is scheduled.
  • Select the frequency to which the report to be run.
  • Enter starting date and Ending date.
  • Select preferred time.
  • Select the option as Save the report modifications with this schedule.
  • Finally Save report schedule.

How to delete Report Scheduling run ?

To delete report  Scheduling go to Run report picklist and select Schedule future runs.

Scheduling Reports in Salesforce.com

Click on Schedule Future runs.

Scheduling Reports in Salesforce.com

Select unschedule report button to cancel.

How to view which report is scheduled for future run ?

To view which reports are scheduled for future run in salesforce.com follow the steps.

Go to Monitor=>Jobs=>Scheduled jobs.

Scheduling Reports in Salesforce.com

Click on Scheduled jobs.

how to schedule reports6Now we find the list of reports which are scheduled for future run. Successfully we created scheduling reports in salesforce.com.