Topic: Reports Presenters: Jessie Rymph

Agenda● Custom Report Types● Reports: creating and customizing

Intro

Report TypesA report type defines the set of records and fields available to a report based on the relationships between the primary object and its related objects. Reports display only records that meet the criteria defined in the report type.

Categories of Standard Report Types Account and Contact ReportsOpportunity ReportsSales LeadSupportCampaignAdministrativeActivityProduct and AssetCall CenterFile and Content

Report Types and Custom Objects• When you create a custom object, and

select “Allow Reports,” a report type for that object is created automatically.

• Select “Allow Activities” on that custom object and a report type will be created automatically of that object and activities.

• Select “Track Field History” and a report type of that object’s history will be created as well.

• When you link two objects with a master detail relationship and have “Allow Reports” enabled on both, a report type of Master Object with Detail Object will be automatically created as well.

Custom Report Types Custom report types allow you to build a framework in the report wizard, from which users can create and customize reports.

You build custom report types off of the relationships (master-detail and lookup) between objects so that you can:• Choose which standard and custom objects to display to users creating and

customizing reports• Define the relationships between objects displayed to users creating and

customizing reports• Select which objects' fields can be used as columns in reports

Custom Report Types, cont.Why create a custom report type? • To relate objects to each other in different ways than in standard report types. • To show Parent Objects with or WITHOUT their children.

For example, the Standard Report Type: Accounts with Contacts, shows you only Accounts that have contacts.

If you want a list of all Accounts, plus their Contacts, if they have them, create a custom report type.

• To Create a Custom Report Type, choose the primary object your new report type will support, then give it a name and a useful description. Mark it as “in development” until you’re ready to make it available for users to create reports.

To Design the Field Layout for Reports Created From Your Custom Report Type – choose which fields will be included in the report.

Custom Report Types, cont.

Here you’re selecting Accounts that may or may not have contacts.If you choose the first option you will only see accounts that have contacts.

Report BuilderReport Builder – a drag and drop visual editor for reports. A number of fields are already in the report by default. Use report builder to customize standard reports and build custom reports.

Filterso Field Filtero Filter Logic o Cross Filter• Row Limit

Show: My Accounts, My Team’s Accounts or All Accounts

Date Field: Pick which date field to limit your report on. Range allows for specific dates or flexible periods of time.

In Preview, you Choose a Report Format and Choose to what to Show, which depends on your report format. Choose a Report FormatTabularSummaryMatrixJoined

Filters on ReportsFIELD FILTER: Filter on fields for the objects included in the report type. e.g.: Account Name = Acme

FILTER LOGIC:Filter on a specific combination of the field filterse.g. Filter 1 AND (Filter 2 or Filter 3)Example from Seattle University: we report on students who are Graduates and their citizenship not American OR their Visa is an international student visa (F1).Student Type = Graduate AND (Citizenship <> USA or Visa = F1)

ROW LIMIT:Limit how many rows are included. Pick which fields to sort by to determine which records show up at the top, and if it’s ascending or descending. Tabular report types need row limits to be source reports for dashboardse.g. Limit your report to 5 top sales people for the month of August.

Filter on Reports: Cross Filters• Used to filter results by fields on child objects.

• For example, Accounts without contacts!

• Use Subfilters to filter further – up to 5 subfilters per each Cross Filter.

• You can also have multiple Cross Filters.

• Your report only needs to include the parent object, for example: Accounts, to then use a Cross Filter of any child object, like Contacts.

• However, if the child object is not included in the report type you cannot include any fields from that object in your report columns.

Report Format: Tabular• Simple and Fast• Similar to a spreadsheet: ordered set of fields in

columns, with each matching record listed in a row.• Best for creating lists of records or a list with a single

grand total. • NOT FOR: groups of data, charts or in dashboards

unless rows are limited. • Examples include contact mailing lists and activity

reports.

Report Format: SummaryUses• Similar to Tabular and lets you group rows of data by

specific field, view subtotals, and create charts. • As sources for dashboard components. • To show subtotals based on the value of a particular field

or when you want to create a hierarchical list, such as all opportunities for your team, subtotaled by Stage and Owner.

• Note: Summary reports with no groupings show as tabular reports on the report run page.

• Example

Report Format: Matrix• Similar to summary, but lets you group by rows and

columns. Two dimensions! • Analyze sales by month and location to see seasonal sales

trends across the region. • Also used as source report for dashboard components.• Comparing related totals, especially if you have large

amounts of data to summarize and you need to compare values in several different fields, or you want to look at data by date and by product, person, or geography.

• Matrix reports without at least one row and one column grouping show as summary reports on the report run page.

• Example

Report Format: Joined• 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. Example

• A joined report can even contain data from different report types.

Note on joined reports: • You can’t drag fields over to filter on them.• You can't use joined reports as the source for a dashboard

component and you can't schedule future runs for a joined report.

• Two types of custom summary formulas available: standard and cross block formula.

Types of ChartsUse Charts on Tabular, Summary, Matrix Reports ExampleTypes of Charts:Bar ChartsUse a bar chart when you have a summary report with a single grouping, or you only want to display one grouping.Column ChartsUse a column chart when you have a summary report with a single grouping, or you only want to display one grouping.Line ChartsUse a line chart when you have one important grouping representing an ordered set of data and one value to show.Pie ChartsUse a pie chart when you have multiple groupings and want to show the proportion of a single value for each grouping against the total.Donut ChartsUse a donut chart when you have multiple groupings and want to show not only the proportion of a single value for each grouping against the total, but also the total amount itself.Funnel ChartsUse a funnel chart when you have multiple groupings in an ordered set and want to show the proportions among them.Scatter ChartsUse scatter charts to show meaningful information using one or two groups of report data plus summaries.

Charts

Combination ChartA combination chart allows you to plot multiple items on one chart.

You need to make a combination chart to make custom table components in a dashboard.

Custom Summary Formulas

• A formula is an algorithm that derives its value from other fields, expressions, or values.

• Build on summary, matrix and joined reports• They can't be shared across multiple reports.• You can have up to five per report• Formulas cannot reference other summary formulas• Formulas CAN reference formula fields in the data• They only display on summary rows, not detail record

rows

Custom Summary Formulas, cont.

Operators

Some of the Function Options

Example,

Custom Summary Formulas, cont.Pregroupval and Parentgroupval are two examples of complicated custom summary formulas that make calculations based on other summaries.

Some examples,With Pregroupval you can compare this week’s total sales to last week’s total sales.

With Parentgroupval, you can compare this week’s total to the total over the whole year.

Cross Block FormulasCross-block custom summary formulas let you calculate values across multiple blocks in a joined report.

For example, you can use a cross-block formula to calculate the ratio of open to closed opportunities for an account or the ratio of closed pipeline deals to sales targets.

Building a cross-block formula is similar to creating a standard one. The same data formats, formula options, functions, and calculation display locations are available. The formula syntax is also similar, except that block information is also included.

Bucket FieldsBucketing lets you quickly categorize report records without creating a formula or a custom field. When you create a bucket field, you define multiple categories (buckets) used to group report values.

5 Bucket Fields per Report with up to 20 Buckets each.

Bucket fields can have as source column of Text, Numeric and Picklist.

Examples• Text: Make a Bucket based on the text field Mailing City and group by

regions. Put Seattle, Portland and Tacoma into the Northwest Region.• Numeric: Bucket numbers into categories like small, medium and large. • Picklist: Bucket specific industry types into larger industry types.

• Example

Conditional HighlightingMake it easier to understand what you’re seeing with colors!A. Only 3 conditions maximum per report.B. Conditional Highlighting only applies to summary rows.C. Available for numerical analysis only.D. Conditional Highlighting is available only in Matrix and Summary Reports. Example

Historical Trend ReportingHistory trend reporting uses a special custom report type designed to highlight changes between five snapshot dates, such as five business days or five business weeks. You can visually represent the data changes in charts and on dashboards.

A historical trending report helps you analyze change over time. When you compare historical and current values of data such as dates, amounts, and status changes, you can make informed decisions about what to do next.

More on Historical Trend ReportingOnly saves data for past 3 months!

Set Up Historical Trend ReportingTo make historical trend reports available to your users, use filters to configure the amount of data that’s captured and which fields.

Shape your historical trend data so that there’s enough for users to exploit but it doesn’t exceed the space limits. Consider which fields contain historical data that your users will want to analyze, and which fields contain data you can leave out.

ImportantRetaining historical data increases the amount of data you need to store. The effect depends on the ways your organization works. For example, if someone updates the status of a typical opportunity record every day or two, the historical trending data for the Status field on the Opportunity object will take up more space than it would if opportunity status values changed only once or twice a month. You’ll get an email alert if any of your trended objects is in danger of exceeding the data limit.

NOTE: This is not Field History Tracking

• Field History tracking can be reported on using a “History” report type, which just shows changes to fields over any date or other criteria you choose.

• For example, who edited the field last and what did they change on it.

• You need to enable Field Tracking by object and then select the fields to track before you can use these types of reports. Field history tracking is not limited to three months. It stays forever.

Quiz Questions on ReportsI want a report to tell me when my Birthday Party campaign goes over its budget.

What components should it include:

a) Conditional Highlighting to show me when the campaign goes over budget.

b) A bucket field of campaign cost categories. c) A tabular report format.d) A simple custom summary formula field of budgeted

cost minus actual cost.

Further Study Resources• Quick start – Reports and Dashboardshttps://help.salesforce.com/HTViewQuickStarts?id=000113375

• Reporting/ Analytics Workbookhttp://www.salesforce.com/us/developer/docs/workbook_analytics/workbook_analytics.pdf

• Dashboards – Visualforce http://www.salesforce.com/us/developer/docs/pages/

• Scheduling Reportshttps://na17.salesforce.com/help/pdfs/en/salesforce_reports_schedule_cheatsheet.pdf

• Tips and Implementation Guides on Reports

• You Tube Playlist on Reports:https://www.youtube.com/playlist?list=PL0D95738791A97DF1&feature=edit_ok