The reports are the collection of structured data with graphs and charts using which one can understand the overall performance of the company. In this salesforce tutorial, we will learn how to create reports in salesforce. Also, we will cover these topics:
- How to create a report in salesforce
- how to create a tabular report in salesforce lightning
- how to create a tabular report in salesforce Classic
- How to create joined report in salesforce
- How to create report type in salesforce
- How t create a bucket field in a salesforce report
- How to create matrix report in salesforce
- How to create matrix report in salesforce lightning
- How to create matrix report in salesforce classic
- How to create formula field in salesforce report
- How to create a custom report in salesforce lightning
- How to create a summary report in salesforce
How to create report in salesforce
The report is a collection of data gathered over a period of time. One can get access to salesforce data using reports. Reports give an insight into what is happening today and allow us to predict what could happen in the future.
In salesforce, reports are presented on the dashboard in the form of charts, pie charts, graphs, bar graphs, etc. This pictorial representation of the report allows the reader to analyze the data quickly.
A good report has the following things:
- It answers the questions
- Runs faster
- It can be accessed by authorized people only
Salesforce have two user experiences and both of them have different interface for creating a table in salesforce. So let’s see how we can create reports in salesforce lightning and classic user experiences.
How to create a report in salesforce lightning
In Salesforce Lightning if you are not seeing the Report option already on the screen then click on the menu option available in the top left corner below the cloud salesforce icon and from there click on the View All option as shown in the below image.
On the search app or items bar search for reports. Click on the reports to open it.
You start seeing the report icon on the home screen at the header section of the page. Since we have data that is why we have multiple tabs like Leads, Accounts, contacts, etc. are present in the below image.
Click on the reports and you will see data that is present in the salesforce database. Click on any of the available categories to generate a report or you can create a new report as well.
After clicking on the Report Name, you will see the report in both and graphical forms. click on the gear icon to change the type of graph for your data as shown in the below gif.
This is how to create a report in salesforce lightning.
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How to create a report in salesforce classic
The Salesforce Classic is a traditional interface for salesforce that looks basic and is preferred by most of the people in the USA for daily work as this gives a clean and basic look.
Click on the Report tab is present on the header of the website. We have marked it on the below image.
After clicking on the report tab you will see a list of already created reports. You can either click on any one of them or create a new report.
The below Gif show to generate the report in salesforce and how to create different graphs and charts using the report in salesforce.
This is how to create a report in salesforce classic.
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How to create tabular report in salesforce lightning
Tabular reports in salesforce lightning display the data in row and column format. You can apply a filter to the table and can remove, shift and adjust the data as per the requirements.
By default, all the reports are created in a tabular format only. Follow these steps to create a tabular report in salesforce lightning.
Step 1: Click on the Report tab on the salesforce dashboard and from there click on the New Report button.
Step 2: Select the object name from the list of objects available on the left side of the screen. Each object has a different Report Type Name, click on the Report Type Name whose report you want to create.
After selecting Report type Name you will see a new tab added to the same window click on the Start Report button there.
Step 3: On this window, you can customize your report by adding or removing the columns and rows from the salesforce report dashboard. Once done click on the Run button to create tabular report in salesforce lightning
In this section, we have learned how to create tabular report in salesforce lightning.
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How to create joined report in salesforce
Joined report in salesforce is similar to the SQL outer join where it ignores the common columns and joins the uncommon columns. This section is about how to created joined report in salesforce.
If you are working on the demo data that is available with the trial version of the salesforce account then please read the limitations of joined report below:
Joined report cannot be created on the following Standard Report types:
| Objects | Report Type |
|---|---|
| Accounts and Contacts | Account History Account Owners Contact History |
| Opportunity | Opportunities with Contact Roles Opportunities with Opportunity partneres Opportunity Field History |
| Customer Support Reports | Case History Solution History |
| Leads | Leads Leads with converted lead information Lead History |
| Campaign | Campaigns Campaigns with Campaign Members Campaigns with Leads and Converted Lead Information |
| Activities | Activities with Accounts Activities with Opportunities Activities with Campaigns |
| Individuals | Individual Individual History |
These name may change in future, more report types and objects can be added. We will keep updating this blog to deliver the latest content.
Now we have understood things that are not compatible with the creation of joined reports in salesforce. Follow these steps to create joined report in salesforce:
Step 1: Create a new report by selecting the appropriate Report type in salesforce.
Step 2: In the report builder, on the left top side you will notice a Report with dropdown next to it.
Step 3: Click on the dropdown and select Joined Report from the chosen format and then click Apply.
Step 4: A new button “Add Block” will start appearing next to the Report. Click on it Choose Report Type and then click on Add Block button.
You will notice a new block of table is inserted in the same screen. Likewise, you can add total of 5 blocks in the salesforce table builder interface. Each of them has a separate column section.
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How to create report type in salesforce
Report type in salesforce is the standard report created with a certain template. If you don’t want to start the scratch and need a ready template then select from the available options.
Click on the New Report and from there select the Report Type. There on the left side of the screen, you will see categories or objects like Account, etc and in the center, you will see report type.
Select the report type of choice by clicking on it and then click on the Start Report button that will appear on the right side of the screen.
So this is how one can create a report type in salesforce lightning user experience. The same thing applies to salesforce classic user experience as well.
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How to create bucket field in salesforce report
A bucket is a tool in salesforce that helps in creating salesforce reports based upon the categories. One can categorize the data of a particular column in multiple parts and then a report can be generated based upon those categories.
For example, Netflix has data of all the customers in the United States of America (USA) and now they want to categorize the data based on age. So using the Bucket tool in salesforce they can divide the age into three parts:
- 12 and Below are Kids
- Between 13 to 19 are Teenagers
- Between 20 to 59 are Adults
- and 60 and above are Senior Citizens
So after creating this category Netflix can analyze which age group of the United States of America (USA) is spending more time on Netflix and vice versa.
The report can be generated based upon the type of content, time duration, peak hours, and many more, and using this insight Netflix send recommendations & messages to the users in the USA.
The bucket field in salesforce can be of 3 data types:
- Numeric: which contains only numbers and involves range.
- Picklist: Involves numeric, alphanumeric, and characters
- text: involves alphabetical characters, similar to the picklist.
Below are the steps for how to create a bucket field in the salesforce report:
Step 1: Click on the Report tab from the Salesforce dashboard
Step 2: Select the Report name in which you want to create a bucket field in the salesforce report and click on the Edit option.
Step 3: After a reload you will notice a dropdown bar next to each column name. Click on the dropdown for the column you want to create a bucket field. From the dropdown menu click on the Bucket this column option.
Step 5.1: Now here options will appear based on the type of column you have chosen. If the column has numeric values then a comparison-creating screen will appear where you can create a logic based upon the numbers.
For demonstration purposes, we have selected the column with Characters so this is how the screen will appear.
Step 5.2: If the data type of column is text or alphanumeric then it will display unique values and you can create a new bucket and add values from those options.
Here we are bucketing the Age which is a numeric column. We have divided the age values into 4 categories based on the number ranges.
- 12 and Below are Kids
- Between 13 to 19 are Teenagers
- Between 20 to 59 are Adults
- and 60 and above are Senior Citizens
Step 6: Once done, you will be able to see the newly created column in the column section at the bottom left of the screen. Drag and drop the column to the place of your choice.
In the image, you can see that the Age type column has been created, drag this to the top so that it will be visible, and then click on the Run button.
Step 7: Run the report to see the changes. In the below image you can see that Age type is displayed based on age. The first age is 3 which is less than 12 that is why it is showing kids.
In this way, we have learned How to create a bucket field in salesforce report.
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How to create matrix report in salesforce
Matrix reports in salesforce are the most complex type of summarized form of salesforce data. Matrix report in salesforce includes filter, formulas, cross-tabulation, and pivot table formation to present the report.
People with the skills to present the data using matrix in salesforce are always in high demand by most of the giant industries in the USA.
How to create matrix report in salesforce classic
Salesforce classic is a simplified user interface provided by salesforce. This interface displays limited options on the screen and is preferred by most middle-aged users in the United States of America (USA).
Want to learn how to create a matrix report in salesforce classic? Follow the below steps:
Step 1: On the Salesforce classic dashboard, click on the Report tab. A report builder will open from there click on the New Report.
Step 2: Select the Report type from the available options and then click on the Create button.
Step 3: From the report builder screen clicks on the Table Format dropdown and select Matrix from there.
In this way, you can create the matrix report in salesforce classic. Using formulas, filters, and groupby options you can improve this report as per the requirement.
How to create matrix report in salesforce Lightning
Salesforce Lightning is the advanced Interface provided by salesforce which is based upon the latest web standards. It is fast, displays more options on the screen, and is easy to use.
Most of the new users in the United States prefer to use salesforce lightning because of its advanced UI and fast speed.
Want to learn how to create a matrix report in salesforce lightning? Follow the below steps:
Step 1: From the salesforce dashboard click on the Report tab. The table builder will open and click on the New Report from there.
Step 2: Select the Report type and click on the Start Report button
Step 3: Unlike classic, salesforce lightning doesn’t have a specific option to create a matrix report. Rather here we can provide the column name in the Groups to create a cross-tabulation matrix report.
In the below diagram, I have filled Lead Status in the groups. Now the generated report is based on the Lead Status.
This was just an example of how to create a matrix report in salesforce lightning. Reports are always created with a purpose and in matrix reports, we include lots of things like graphs (diagrams), cross-tabulation, pivot, group by, filters, etc.
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How to create formula field in salesforce report
Salesforce Lightning has a new feature Add Row-Level Formula which saves a few steps for a salesforce developer or users.
For example, earlier if you want to find the difference between created date and the closing date then first you manually need to perform the difference and then rebuild the report.
But using Add row-Level formula feature one can reduce the number of steps for the same operation. You can find Add row-level formula on the report builder click on the dropdown for columns.
After clicking on the Add Row-Level Formula, a window will appear that will allow you to create a formula field in the salesforce report.
- Column Name: The name of the new formula field
- Description: It is optional but a good practice to describe your work briefly
- Formula Output Type: Select the data type from the dropdown menu of the output for this formula.
- Decimal Points: Since we have selected Number so we need to select how many digits are allowed after a decimal.
- Formula: This field will have formula.
- Fields: You can select the field names from the list of fields here.
- Functions: You can add a predefined function to the formula.
In this way, we have learned how to create a formula field in the salesforce report.
How to create a custom report in salesforce lightning
The reports are generated based on the requirements. so far in this tutorial, we have learned how to create reports in salesforce. Since there was no requirement mentioned so we were creating a report of the entire data.
Suppose Netflix wants a Salesforce report of all the viewers from the United States of America (USA) who watch more than 8 hours a day and they also want to categorize the audience based upon their age and gender.
In that case, as a salesforce developer, I have to add filters, formulas, and groupby to the salesforce data in order to fulfill the report requirements.
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How to create a summary report in salesforce
The summary report in salesforce is a quick snapshot of the salesforce data. In salesforce these are the following options available for creating a summary report:
- Sum – The sum of the date
- Average – total sum divided by total count
- Max – maximum value in the column
- Min – minimum value in the column
- Median – Average or the middle value
Suppose Netflix wants a summary of the number of users based on the different states in the United States (USA). So they can sum up the total users group by state. This way the result will show the total number of users in each state of the United States (USA).
Let’s learn how to create a summary report in salesforce: –
Step 1: From the salesforce dashboard, click on the Report app navigation items. Select the Report Name on which for which you want to create a summary salesforce.
Step 2: On the Report Dashboard, click on the Edit button present on the top right of the screen.
Step 3: You can summarize the data only for the numerical columns. Click on the dropdown present next to the selected column name. From there hover the mouse cursor on the Summarize option.
It will further expand into 5 options (Sum, Average, Max, Min, and Median). Multiple selections are allowed.
Step 4: Reload the page if not set to automatic reload to view the results. The results will appear in the selected column for each row. you can also implement this on multiple columns with numeric data.
Step 5: Group by the data based on the selected column name. The group by option is present on the left side of the screen. Click on the Run button to create summary report in salesforce. This is an additional step to generate better reports in salesforce.
With this, we have learned how to create a summary report in salesforce.
Conclusion
The report in salesforce plays an important role as it gives an insight about company’s performance and based upon that data future predictions can be made. In this tutorial, we have learned how to create reports in salesforce. Also, we have covered these topics:
- How to create a report in salesforce
- how to create a tabular report in salesforce lightning
- how to create a tabular report in salesforce classic
- How to create joined report in salesforce
- How to create report type in salesforce
- How t create a bucket field in a salesforce report
- How to create matrix report in salesforce
- How to create matrix report in salesforce lightning
- How to create matrix report in salesforce classic
- How to create formula field in salesforce report
- How to create a custom report in salesforce lightning
- How to create a summary report in salesforce
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I am Bijay Kumar, the founder of SalesforceFAQs.com. Having over 10 years of experience working in salesforce technologies for clients across the world (Canada, Australia, United States, United Kingdom, New Zealand, etc.). I am a certified salesforce administrator and expert with experience in developing salesforce applications and projects. My goal is to make it easy for people to learn and use salesforce technologies by providing simple and easy-to-understand solutions. Check out the complete profile on About us.