How to Create Dynamic Reports and Dashboards in Salesforce

While working as a Salesforce admin for an organization, the sales manager asked me to create a report and dashboard to show important data like total sales, lead conversion rates, and sales pipeline status per user who is currently logged in.

In Salesforce, we have dynamic reports and dashboard features, allowing us to create individual reports and dashboards.

Here, I will explain dynamic reports and dashboards and, using an example, show you step-by-step how to create dynamic reports and dashboards in Salesforce.

Table of Contents

Dynamic Reports in Salesforce

In Salesforce, a dynamic filter report refers to a report that uses filter criteria that can be adjusted dynamically by users when they run the report. Usually, we set the filter criteria while creating the report. In dynamic reports, instead of setting fixed criteria, you can add dynamic filters like “current user,” “current month,” or “my opportunities,” which change based on the person running the report or the current time period.

The dynamic reports can be executed using the custom link and button method, and parameters can be passed via URL.

Create Dynamic Reports and Dashboards in Salesforce

Here, first, I will explain how to create dynamic reports in Salesforce. After that, we will see how to create a dynamic dashboard in Salesforce.

Create Dynamic Report in Salesforce

For example, you want to see all records in the report based on the current account’s record. Here, the filter does not support dynamic values, so the user needs to create multiple reports with multiple filter conditions.

Points to be remembered when creating the dynamic filter report.

Dynamic filter does not contain any value.
The field filter order is important.
We also need a Record ID.

We can create a dynamic filter report in Salesforce using the following steps.

1. Go to “App Launcher” -> Search “Reports” -> Click on Reports.

2. Click the “New Report” button to create a new report.

3. Go to All category -> to select a Report Type, Search “Account“, you can search on which object you want to create a report. -> Select Account.

4. To apply the dynamic filter, use the following steps.

Step 1: Click on the Filter option to apply the filter.
Step 2: Then click on the Add Filter option. You can select any field to apply the filter. Here, I have selected the Account ID field.
Step 3: Select the operator as equals.
Step 4: As we discussed in the value field, the dynamic filter does not contain any value; that’s why it should be kept empty.
Step 5: Click on the Apply button.

5. After applying the filter, you need to save and run and save a report. As you click on the Run Report button, all records that we can see earlier will disappear, and you will see 0 records. This will happen because we have left the value field empty.

Create Dynamic Reports and Dashboards in Salesforce

7. After that, copy the URL of the window where you have run the report.

Create new dynamic Report in Salesforce Lightning

8. Now, you need to create a Detail Page Button and add this button in Page Layout on which object you have created the report.

You can read the whole article on Add Button, Links, and Actions.

9. When creating the button, you need to add this URL to link to this page. In this URL, you need to add some extra text, which I have shown below.

In the URL, at last, after the view, you need to add – ?fv0={!Account.Id}&fv1={!$User.FirstName}. You can add any fields related to which object you are creating the report.

How to Create Dynamic Reports and Dashboards in Salesforce

10. Go to the Object on which you have created a Dynamic Report.

Step 1: Here, I have selected Account Object.
Step 2: Then Click on the details button.
Step 3: On the right corner, you will see a dropdown arrow. Click on that arrow.
Step 4: In that, you will View Acc Report button name I have given while creating the Button.

Apply dynamic Report in Salesforce Lightning

11. After clicking on the View Acc Report button, you will be redirected to the Report Page.

How to Create Dynamic Dashboard in Salesforce Report

In this way, we can create a dynamic filter report in Salesforce.

Dynamic Dashboards in Salesforce

A dynamic dashboard in Salesforce displays data designed for the specific user viewing it. This is in contrast to standard dashboards, which display data that is static and based on the report owner or a specific user.

Dynamic dashboards automatically adjust to display data relevant to the logged-in user. This allows multiple users to view the same dashboard but see different data based on their own access, roles, and records.

Create a Dynamic Dashboard in Salesforce

Dynamic dashboards cannot be stored in a personal/private folder, so we need a separate public folder for the report and the dashboard. Here, I have created a public Dynamic Dashboard Folder in which I will store the dashboard.

1. To do so, click the New button to create a New Dashboard and enter the dashboard Name as Dynamic Dashboard for Leads. The Description is optional. Then, 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

2. Similarly, select + Widget and click on the Chart or Table option. We also have the option to Use chart settings from the report. If we check that checkbox, then if we have a chart on that report, it will fetch it in the dashboard chart.

Here, we have to select the Gauge Chart component. When we click on that, the Preview will be displayed. Then, click on the Add button to display the dashboard.

Dynamic Dashboard in Salesforce Lightning

3. The dashboard will display on the canvas. Click on the gear icon 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.

4. The dashboard’s Properties setting allows us to change the standard dashboard to a dynamic one. Under the view dashboard, select the dashboard viewer.

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.

Click the Save button and save your dashboard as a dynamic dashboard.

In this way, we can create a dynamic dashboard in Salesforce.

Conclusion

I hope you have an idea about dynamic reports and dashboards in Salesforce. We have seen how they are different from static reports and dashboards, and then, with the help of examples, I have explained how to create dynamic reports and dashboards in Salesforce.