How to Create Report on Notes in Salesforce

In this Salesforce tutorial, we are going to learn about how to create a report on Notes in Salesforce. We will discuss the method of creating a report on notes in Salesforce Lightning and classic editions respectively.

Notes Report in Salesforce

In Salesforce, we have a feature of notes that allows us to create and manage text-based remarks on records or objects within the Salesforce interface. These notes can be used to keep track of conversations, important details, or any other information related to a specific record.

The report on notes is created from the data stored in the File and the Content Report category of reports. By creating a report on the notes we can easily access the information or status of the records with the help of Notes attached to those records.

Create a Report on Notes in Salesforce Lightning

To create a Report on Notes in Salesforce Lightning, log in to your Salesforce developer account and follow the below steps.

1. On the Setup page of Salesforce Lightning, click on the App Launcher and search for sales, then from the options Sales under the heading Apps.

Create a Report on notes in Salesforce Lightning

2. In the Sales application, click on the Report tab.

3. In the Reports window click on the button New Report to create a new custom report.

Create a new report for notes in Salesforce Lightning

4. In this step, we must select the Report type for this custom report on notes. Now go to the Category section on the left side and select the category File and Content Reports.

In the Report Type Name select the option File and Content Report and click on the button Start Report that is on the right side under the heading Details.

Salesforce Create a Report on Notes

5. Now we need to adjust the report filters to generate records on the report table and for that click on the Filters tab in the left sidebar. In the Show Me field, I have set the filter to All Files to include all files having notes.

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In the Published Date field also, I have set the range to All Time to include the files created overall.

Salesforce Lightning Create a Report on Notes

6. We must add a custom filter to sort notes from other files. To add a filter go to Add Filter and add a field File type. In the Operator of the filter File type, select the option equals.

In the next field Use relative value, enter the value as SNOTE, and click the Apply button.

Create a Custom Report on notes in Salesforce Lightning

7. After applying filters, click the Outline tab and go to the Columns section. In the search bar Add columns, search, and select the fields File type, File Name, and File ID.

You can also add more columns in the report according to your requirements.

Salesforce Lightning Create a custom Report on Notes

8. We can see the added columns on the report table with applied filters. Now click on the button Save & Run Report to save this report.

Salesforce Create a custom Report on Notes in lightning

9. In this window, we will enter the following required details to save this custom notes report.

  • In the Report Name field, enter the relevant name for the notes report. In this example, I have entered the report name as a Leads Notes Report.
  • As we click on the field Report Unique Name, it will auto-fill according to the entered Report Name.
  • In the Folder, select the folder in which you have to save this report. In this example, I have selected the folder Public Reports to make this report public.
  • After making the above changes, click on the Save button.
Create a new custom report on Notes in Salesforce Lightning

As we click on the Save button the report will be saved in the selected folder and it will run in the next window where we can view all records of the notes report.

Salesforce Lightning Custom Report on Notes

Now we have successfully created and run a custom notes report in Salesforce Lightning with the help of the above steps.

Create a Report on Notes in Salesforce Classic

To create a custom report on Notes in Salesforce Classic edition, log in to your Salesforce developer account and follow the below steps.

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1. On the Home page of Salesforce Classic, click on the Reports tab.

Salesforce Create a custom Report on Notes in Classic

2. In the Reports and Dashboards window, click on the button New Report to create a report.

3. In this window, we need to select the Report type for this custom report, and to do that, go to the section select a report type, and click on the folder File and Content Reports -> select File and Content Report and then click on the Create button.

Create Custom Report on notes in Salesforce Classic

4. As we click on the Create button, the report table will appear but it won’t display any records on the table. Here, we need to apply some filters to generate records.

To apply filters, go to the Filters section above the report table, and in the Show field, select the option All Files, and in the Date Field set the Range as All Time to include all files.

Salesforce Classic Create a Report on Notes

5. To sort out the Notes from other files, we will add a new filter for that click on the Add button, and in the filter select the field as File Type, operator as equals, and enter the value as SNOTE.

After entering the fields in the new filter, click on the OK button to add and apply this filter to the report.

Create a Report on notes in Salesforce Classic

6. In the report table we don’t need all the columns, so click on the button Remove All Columns and in the next step we will add the columns that we require.

Remove columns to create a notes report in Salesforce

7. Go to the left sidebar and under the heading File and Content Fields select and drag the fields File ID, File Name, and File Type to the report table.

Create a Custom Report for notes in Salesforce Classic

8. Now the report is created with added fields and applied filters. After this click on the Save button that is on the upper left side of the screen.

9. In this window we need to enter the required fields to save this notes report.

  • In the field Report Name, enter the name relevant to the notes report. In this case, I have named the report label as a Notes from Leads Report.
  • As we click on the field Report Unique Name, it will auto-fill according to the  Report Name we have entered.
  • In the field Report Folder, select the folder to select a location where you will save this report. In this case, I have selected the folder Unfiled Public Reports to make this report accessed by all users.
  • After entering the above fields, click on the Save and Run button.
Create a Notes Report in Salesforce Classic

Now the report will be saved in the folder that you have selected and it will run in the next window where we can view all the records of the report.

Custom Notes Report in Salesforce Classic

In this way, we have successfully created a custom Report on notes with the help of the above steps in Salesforce Lightning.

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Conclusion

In this salesforce tutorial, we have learned about creating a custom report on notes with the help of the examples explained above. We discussed the process of creating a custom report for the notes in Salesforce Lightning and Salesforce Classic versions respectively. Along with this, we also learned to add a custom filter in the Salesforce Report.

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