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ANALYTICS :

REPORTS

Arianne Mae Cruz

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Agenda

•  What and When of Reports

•   Report Types

•

  Report Filters•  Troubleshooting – common issues

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BUILDING REPORTS

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What are reports?

•  Simply, reports are lists or summaries of your

data.

•  It allows you to aggregate and analyze your

data in different ways.

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Building Reports

•  What do you want to see?

•  What type of report is needed?

•

 Who will use/run the report?•  What data is in the system?

•  How many objects will the report pull from?

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REPORT FORMATS/ TYPES

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Report Formats

•   Tabular - Tabular reports are the simplest and fastest way to look at

data.

•   Summary - Summary reports are similar to tabular reports, but

also allow users to group rows of data, view subtotals, and createcharts.

•   Matrix - Matrix reports are similar to summary reports but allow you

to group and summarize data by both rows and columns.

•   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.

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Report Types

•  Standard Report Types – out of the box

report types

•  Custom Report types –   If you select that object A may or may not have object B, then all subsequent objects

automatically include the may-or-may-not association on the custom report type

 –   Blank fields display on report results for object B when object A does not have object

B. For example, if a user runs a report on accounts with or without contacts, then

contact fields display as blank for accounts without contacts.

 –   On reports where object A may or may not have object B, you can't use the OR

condition to filter across multiple objects.

 –   The Row Limit option on tabular reports shows only fields from the primary object on

reports created from custom report types where object A may or may not have object

B. on to filter across multiple objects.

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FILTERING REPORTS

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Filtering your Report

Filter Choices

Field Filter - Field filters are available for reports, list views, workflow rules,

and other areas of the application. For each filter, set the field, operator,

and value.

Filter Logic - Add Boolean conditions to control how field filters are

evaluated. You must add at least one field filter before applying filter logic.

Cross Filter - Filter a report by the child object using WITH or WITHOUT

conditions. Add sub filters to further filter by fields on the child object.

Row Limit - For tabular reports, select the maximum number of rows to

display, then choose a field to sort by and the sort order. You can use a

tabular report as the source report for a dashboard table or chart

component, if you limit the number of rows it returns.

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Filtering your Report

Filtering on Text Fields

 –   Separate terms using commas

 –   Is not case sensitive

Filtering on Date Fields

 –   Use locale format

 –   Allows special date values: TODAY, NEXT WEEK, NEXT YEAR etc..

Filtering on Numeric Fields

 –   Place quotation marks around numbers or other data that includes commas

 –   To search for phone numbers, include the exact phone number formatting or

example, Phone starts with (561).

Filtering on Picklist Values –   multi-select picklist fields, use a semicolon between values to specify an exact match.

 –   If you change the label for a picklist value that is used as a filter criteria, the picklist

value is automatically removed from the filter criteria.

 –   If the changed picklist value was the only value specified for a particular filter, it will

continue to show up in your filters, but an error will display.

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FAQs - Reports

•  Who can run reports? –   Users with Run reports permission

 –   Users who has access to the folder where the report is saved

•  What data is visible on a report? –   Depends on the following:

•  Profile level access

•  Record level access

•

  Role

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TroubleshootingCommon

Issues

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Insufficient Privileges Error

•   Insufficient Privileges Error for Inaccessible Report Types

ü   https://org62.my.salesforce.com/kA030000000Zn0I?lang=en_US 

•   "Insufficient Privilege" error message when opening a reportü   https://org62.my.salesforce.com/kA030000000PDf0?lang=en_US 

•   Report inaccessible or producing Insufficient Privileges error

in Portal or Communityü   https://org62.my.salesforce.com/kA030000000lqFw?lang=en_US 

•   Why do Portal Reports receive an 'Insufficient Privileges'

error or are missing columns?ü   https://org62.my.salesforce.com/kA030000000PDSu?lang=en_US 

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Missing Records

•   Why am I missing records in my report?ü   https://help.salesforce.com/apex/HTViewSolution?urlname=Why-am-I-missing-records-in-

my-report&language=en_US 

•   Why is my report not displaying all Activities?ü   https://help.salesforce.com/apex/HTViewSolution?urlname=Why-is-my-report-

not-displaying-all-Activities-Tasks-and-Events&language=en_US 

•   Different results between Opportunities with a StandardReport Type and a Custom Report Type

ü   https://help.salesforce.com/HTViewSolution?id=000004564&language=en_US 

•   Role Hierarchy best practices in relation to Activity andOpportunity reports

ü   https://help.salesforce.com/apex/HTViewSolution?urlname=Best-practices-around-role-hierarchy-in-relation-to-activity-and-opportunity-reports&language=en_US 

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Report Performance

•  Top 10 Ways to Run Reports Fasterü   https://developer.salesforce.com/docs/atlas.en-

us.salesforce_reportperformance_cheatsheet.meta/salesforce_reportperformance_cheats

heet/reportperformance_cheatsheet.htm 

•

  Tuning Inefficient Reportsü   https://org62.my.salesforce.com/kA230000000ZMLY?lang=en_US 

•   How to escalate a report/dashboard performance case to

Tier 3ü   https://org62.my.salesforce.com/kA230000000PDbu?lang=en_US 

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•   Missing recipient – scheduled reportsü   https://help.salesforce.com/apex/HTViewSolution?urlname=Schedule-Reports-Dashboards

-to-be-sent-to-individual-users-when-the-Report-Dashboard-Folders-are-restricted&language=en_US

•   Add up to 4 columns to a Dashboard Tableü   https://help.salesforce.com/apex/HTViewSolution?urlname=Add-up-to-4-columns-to-a-

Dashboard-Table&language=en_US 

•   Scheduled Reports Limitations Considerationsü   https://help.salesforce.com/apex/HTViewSolution?urlname=Scheduled-Reports-

Limitations-Considerations&language=en_US 

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Resources

•   Chatter Grouphttps://org62.my.salesforce.com/0F9300000008Ohg  

•   Weekly Knowledge Updatehttps://org62.my.salesforce.com/ _ui/core/chatter/topics/TopicPage

?name=Weekly+Knowledge+Update&ref=hash_mention 

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Thank You!