How to Create a Dynamic Dashboard in Salesforce

In Salesforce, the dynamic dashboard provides individualized data relevant to specific logged-in users. It shows data that the user has access to.

In this Salesforce tutorial, we will learn about creating a dynamic dashboard in Salesforce. We will see what a dynamic dashboard is, its uses, and what to consider while creating one.

Additionally, we will see how to create a dynamic dashboard in Salesforce Lightning and Salesforce Classic.

Dynamic Dashboard in Salesforce

What is a dynamic dashboard in Salesforce?

In Salesforce, the logged-in user is the user who can open the dashboard, and the user who can change the viewing user that dashboard is the dynamic dashboard. The dynamic dashboard provides individualized data relevant to specific logged-in users. It shows data that the user has access to.

The following are the uses of a dynamic dashboard:

  • Multiple users can access a single dynamic dashboard based on the user’s access level on the profile level or record level.
  • The users can see a single dashboard in a different view based on their access.
  • The dynamic dashboard reduces the administrative efforts that are required to create and maintain different dashboards for every level of data access.
  • Dynamic dashboards are useful for displaying user-specific data and tracking goal users.
  • The dynamic Dashboard reduces the number of dashboards system admins need to create and maintain.

The following points should be considered while creating the Dynamic Dashboard:

  • There is a limit to the number of dynamic dashboards. This limit is based on the edition subscribed.
  • Needs additional Manage Dynamic Dashboards permission and View My Team’s Dashboards or View All Data permission.
  • Only public folder, cannot store dynamic dashboard in personal/private folder.
  • We cannot schedule to refresh a dynamic dashboard, and also we cannot subscribe to the dynamic dashboard.

How to Create a Dynamic Dashboard in Salesforce Lightning

We can create a dynamic dashboard in Salesforce Lightning using the following steps.

1. As we know, we cannot store dynamic dashboards in a personal/private folder. So, we need a separate folder for the report and the dashboard. Here, I have created a public Dynamic Dashboard Folder in which I will store the dashboard.

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2. First, log in to the Salesforce org. -> Click on the Gear icon. -> Under the gear icon, you will see the Setup option. Click on it. -> Then you can see the Home tab -> On the Home Page, you can see a dotted icon called App Launcher. Click on it.

Search for Dashboards. You will see the Dashboards option under the Items. Click on the Dashboards option.

How to create new dynamic dashboard in Salesforce Lightning

3. To create the new component here, we have a New Dashboard button on the right side of the screen. You can also edit an existing dashboard by circling on it and clicking on the Edit button. Here, I am creating a new dashboard. Click on the new dashboard button.

Create dynamic dashboard in Salesforce Lightning

4. As we click on the new dashboard button, we need to enter the dashboard Name; here, I have entered the Dynamic dashboard for Leads. The Description is optional; we can enter a short intro about our dashboard.

Click the Select Folder button to select the folder where we want to store our dashboard. Here, I have selected the Dynamic Dashboards folder. Then click the Create button.

Create a dynamic dashboard in Salesforce Lightning

5. Then, we need to add a report. For that, click on the + Widget option, and within that, click on the Chart or Table option.

Create new dynamic dashboard in Salesforce Lightning

6. Then, you will see the reports, and you can select the report on which you want to create a dynamic dashboard. I have selected the Lead Source Report and click the Select button.

How to create a dynamic dashboard in Salesforce Lightning

7. Here, you can see that your selected report is displayed in the Report field. Then, we have the option to Use chart settings from the report. If we check that checkbox, then if we have a chart on that report, that will fetch it in the dashboard chart.

After that, you can see there are some components. Here, we have to select the Gauge Chart component, and as we click on that, the Preview will be displayed.

Then click on the Add button to display the dashboard.

Dynamic Dashboard in Salesforce Lightning

8. When we click on the add button, the dashboard will display on the canvas. Here, we have the Gear Icon; click on it to change the setting to a Dynamic Dashboard.

We can also change the existing dashboard from standard to dynamic by clicking on this Gear Icon.

Dynamic Dashboard in Salesforce Lightning example

9. When we click on the gear icon, we can see the dashboard’s Properties setting, where we can change the standard dashboard to a dynamic one. Under the view dashboard as select the dashboard viewer.

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The following properties for the View Dashboard As:

  • Me: If you select the Me option, the other users will also see the dashboard as you see.
  • Another Person: When you select another user, the other user will see the dashboard like you select the user in another person option; the default person is you. You can deselect yourself and select another user.
  • The Dashboard Viewer: By selecting this, the user will see data themselves, according to their access to data. That means the user can see the dashboard by the logged in user. This is called a dynamic dashboard.

Then click the Save button and save your dashboard as a dynamic dashboard.

Create dynamic dashboard in Salesforce Lightning example

This is how we can create a dynamic dashboard in Salesforce Lightning.

How to Create a Dynamic Dashboard in Salesforce Classic

We can create a dynamic dashboard in Salesforce Classic using the following steps.

1. In Salesforce Classic, click on the Setup option. The Dashboard tab will appear on the Navigation bar. Click on it.

Create a dynamic dashboard in Salesforce Classic

2. To create a new dashboard, click on the New Dashboard button. Alternatively, click the existing dashboard to change it from standard to dynamic.

Create new dynamic dashboard in Salesforce Classic

3. You will see the Components tab, where we can see many charts. Here, you can select any component. I have selected the Horizontal Bar dashboard component; to display the bar chart on the canvas, drag and drop that component to the canvas.

Dynamic Dashboard in Salesforce Classic

4. Then, we need to select Data Sources. To do that, click on the Data Resources tab and find the report on which you want to create a chart. Here, I have selected the Lead Status Report Report. Again, drag and drop this report onto the bar chart dashboard component.

Dynamic Dashboard in Salesforce Classics

5. After creating the dashboard, you will see the View Dashboard as a lookup field and Dropdown Arrow at the top right of the dashboard window. Click on the drop-down arrow to change the view dashboard user and change it from standard to dynamic dashboard.

In the view dashboard as lookup dialogue, we can select the by which user point of view we want to see the dashboard. In the we have following two options:

  • Run as specified user: When we select this option, we need to select a specific user by clicking on the lookup dialogue and searching for the user. Once we select a user, another user can also see the dashboard as the selected user sees it.
  • Run as logged-in user: By selecting this, the user will see data themselves, according to their own access to data. That means the user can see the dashboard by the logged in user. This is called a dynamic dashboard.
  • Let authorized users change running users: This option allows users who have viewed all data permission OR someone at a higher level in the role hierarchy to see the dashboard as another user.
  • Then click on the OK button to save these changes.
Create a dynamic dashboard in Salesforce Classic example

6. After that, click the Save button and fill in the following details.

  • Title: Here, you need to enter by which name you want to save this dashboard.
  • Dashboard Unique Name: This API field will automatically populate as you enter the title.
  • Save to: As you click the dropdown arrow, you will see folders; you cannot select a private folder to save Dashboard. Here, I have selected the public Dynamic Dashboard Folder.
  • Then click on the Save and Run Dashboard button.
How to create a dynamic dashboard in Salesforce Classic

This is how we can create a dynamic dashboard in Salesforce Classic.

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Conclusion

I hope you have got an idea about creating a dynamic dashboard in Salesforce. We have seen what a dynamic dashboard is, its uses, and what important points to consider while creating one. Additionally, we have also seen how to create a dynamic dashboard in Salesforce Lightning and Salesforce Classic.

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