How to Filter Report By Current User in Salesforce

In Salesforce, security is very important, and when we don’t want to show our records to another user or want to see only the current user’s records, then Salesforce gives functionality in the report to do so.

In this Salesforce article, we are going to learn about filtering reports by current users in Salesforce, what is meant by filtering reports by current users, when we can use it and what are the uses of that.

Additionally, we will see how to filter reports by the current user in Salesforce Lightning and Salesforce Classic.

Display Records by Current User in Salesforce Report

What is meant by filtering reports by current users in Salesforce?

In Salesforce, you may have many users, and they also have owners of records while creating the report. When you need to create a report, only the current users, or you can display only those records owned by you.

When we use filter reports by current users in Salesforce?

In Salesforce, when there is a requirement that creates a report, only the user who logged in to the Salesforce org. This is done for security purposes, after this, you can see only those records that are owned by yourself.

What are the uses of filter reports by current users in Salesforce?

Following are the uses of filter reports by current users –

  • Using this, we can secure our records and reports, which will improve the data’s security and privacy.
  • When we want to see only records that are owned by ourselves, this filter makes our task easy.
  • This enables the user to narrow down our data and makes it more straightforward to analyze data. It makes our task easier.
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Example:

Suppose in Salesforce.org you may have multiple users, and they also have records. While creating the report, you want only see those records that are owned by you. Then, we can use a filter by the current user in the Salesforce report.

We will see the implementation of this example in the next section.

How to Filter Reports by Current User in Salesforce Lightning

Using the above example, we will see step by step how to achieve this requirement.

1. First log in to your Salesforce Org, and you will see the Home Page on the home page right side you will see nine dots called App Launcher, click on it. Search for the Reports and click on Reports.

Create report by current user In Salesforce Lightning

2. To create the new report, click the New Report button.

Create Report filter by current user in Salesforce

3. Then go to the left sidebar, and under the Category, click on option All. Then select which Object you want to create a report or you can search that Object.

Here, I have selected the Account object. Then click on the Start Report button.

Create Report filter by current user in Salesforce Lightning

4. Here, you can see before applying the filter in the Account Owner Alias column, all users are displayed, and we want only those records owned by the Current User.

How to filter records by current user in Salesforce

5. To apply the filter, click on the Filter option. Then click on the Show Me option, in which you will see the My Accounts option, click on My Accounts.

Click on the Apply button. In the report, only those records will display that are owned by the current user.

How to filter report by current user in Salesforce

OR

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6. We have another option to achieve this requirement, for that click on the Filter option. Then, select the Account Owner field, select the equals operator, and select the $USER option.

After that, click on the Apply button.

How to display report by current user in Salesforce

7. When you click on the Apply button, the report returns only those records that are owned by the current user. You can see in the Account Owner Alias column only one user is displayed.

Apply filter records by current user in Salesforce

This is how we can filter reports by the current user in Salesforce Lightning.

How to Filter Reports by Current User in Salesforce Classic

Using the following steps, we can filter reports by current user in Salesforce.

1. Go to the Setup Page in Salesforce Classic, then go to the navigation bar. You will see the + icon (which is All Tabs); click on the + icon.

Then you can see that the Reports tab is there; click on Reports.

Create report by current user In Salesforce Classic

2. Now, to create the new report, see the upper side of the screen. You will see the New Reports button; click on the New Reports button.

How to display report by current user in Salesforce Classic

3. Select the Object on which you want to create a report to select the object. Click on that object and then click on the Create button. Here, I have selected the Lead object.

How to filter records by current user in Salesforce Classic

4. To apply the filter view records by Current User, below the filter option you can see the Show option, click on the dropdown arrow and select the My Leads option to filter records by current user.

Apply filter records by current user in Salesforce Classic

5. After applying the filter, you can see in the report only those records displayed that are Owned By You.

Create Report filter by current user in Salesforce Classic

This is how we can filter reports by the current user in Salesforce Classic.

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Conclusion

I hope you have got an idea about filtering reports by current users in Salesforce, what is meant by filtering reports by current users, when we can use it and what are the uses of that.

Additionally, we also have seen how to filter reports by the current user in Salesforce Lightning and Salesforce Classic.

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