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

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Presentation on theme: "Salesforce Reports: Analyzing Your Data Meghan Butler IT Applications Administrator Root Capital."— Presentation transcript:

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

2 Analytics Overview SALESFORCE REPORTS Defines data available in reports Organizes data that meets report criteria Summarizes data from reports

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

4 Creating Custom Report Types SALESFORCE REPORTS Defining Custom Report Types Custom Report Types Limits 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 Personal, Contact Manager, and Group – N/A Professional – 50 Enterprise – 200 Unlimited – 2,000 Developer – 400

5 Creating Reports SALESFORCE REPORTS Design your report before you start creating it in Salesforce  What is the primary record you want to report on?  Do you want to report on any records related to the primary record?  Which fields do you want to display in the report?  What are the report criteria?  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?  What is the objective of the report?  Who is the audience for the report? Choosing the right Report Type is the most important step!

6 Creating & Customizing Reports SALESFORCE REPORTS Report Format Use When You Want To… Tabular Create a simple list of data Summary Group data Up to 3 groupings Subtotal data Create charts Matrix Group and summarize data by rows and columns Up to 2 groupings each for rows and columns Compare and summarize a high volume of data Joined View the same data in different ways at the same time Changing the report format will affect existing filters and groupings

7 Creating & Customizing Reports SALESFORCE REPORTS 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 Report Criteria Based on filters, filter logic, and timeframe Charts When possible, create charts when you create reports Well-designed reports and charts make it easier to create dashboards Not all users will be comfortable with field filters and filter logic – this is okay!

8 Saving & Exporting Reports SALESFORCE 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 Active Users Copyright (c) 2000-2013, inc. All rights reserved. Confidential Information - Do Not Distribute Generated By: Meghan Butler 2/22/2013 9:15 AM Root Capital

9 Organizing & Managing Reports SALESFORCE 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

10 User Permissions SALESFORCE REPORTS PermissionDescription Create and Customize Reports Create, edit, and delete reports Export Reports Use Export Details and Printable View to export reports Manage Analytic Snapshots Create, edit, and delete analytic snapshots Manage Custom Report Types Create and edit custom report types Manage Dashboards Create, edit, and delete the user's personal dashboards Manage Dynamic Dashboards Create, edit, and delete dynamic dashboards Manage Public Reports Create, edit, and delete public reports Report Builder Create, edit, and delete reports through the drag-and-drop report builder interface Run Reports Run reports and dashboards Schedule Dashboards Schedule when dashboards refresh, and send email notifications that include refreshed dashboards in HTML format Schedule report Schedule reports to run and have the results emailed to Salesforce users View My Team's Dashboards View dashboards owned by people under them in the role hierarchy Try creating permission sets to manage report permissions

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

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