Sort Report by Record Count in Salesforce

I was working as a Salesforce admin. Recently, the sales manager asked me to create a lead conversion report with the record count of each sales representative who converted leads to understand which sales representatives are converting the most leads.

To achieve this requirement, I created a report that sorts the number of leads by sales representative in descending order.

Here, I will explain how to sort by record count in the Salesforce report, and then provide a step-by-step guide on how to do so.

Sort by Record Count in the Salesforce Report

In Salesforce reports, sort by count is a feature that allows us to arrange Salesforce report data based on the number of counts of a specific field value.

This can be very useful when working with summary or matrix reports, where specific criteria group data, and you want to see which group has the highest or lowest count of records.

Uses of Sort by Record Count

• Using sort by record count, we can quickly analyze data and identify what will help the organization grow.
• The case team can follow up on customers’ most frequent issues by sorting the Salesforce report by record count.
• Sorting by count in Salesforce reports makes it easier to understand data trends.

Create Report Sort by Record Count in Salesforce

Here, I created a report to display each sales representative’s record count of lead conversions. I explained how to create a report sorted by record count in Salesforce in the following steps.

1. Go to App Launcher, search for Report, and click on it. Then click the New Report button. As per the scenario, I’m creating a report on the Leads object.
   • The lead owner column has different owners, and the lead status column has different values, but here, we want only closed converted leads by each owner.

2. To display only closed converted leads, we need to apply filter in the lead status field. To do that, click on Filter, select values accordingly, and then click the Apply button.

3. After applying the filter, the lead status column displays only closed converted leads. Now, we need to group the lead owners to understand which lead owners converted the most leads.

4. To apply a group report, click on the arrow next to the column on which you want to create a group. Then select the Group Rows by This Field option. As you click on it, the column converts into a group.

5. Here, you can see the lead owner column has converted to a group, and the records are divided into owners who own them individually. We need to sort the records by record count to identify the number of records in a particular order.

6. To sort records by record count, click on the arrow next to the grouped column. You will see the Sort By option. As you click on it, another pop-up will open, and you need to select the Record Count option.

7. By default, the sort function displays the records in ascending order. However, if we sort the records by record count, they will be displayed in ascending order.

Here, we want to display the owners who converted the most leads, so we need to sort the record count in descending order.

8. To sort the record count in descending order, click on the arrow next to the group column. There, you will see the Sort Descending; click on it.

9. As you click on sort, descending records get sorted in descending order by record count.

In this way, we can create a report to display the records by using the sort by record count in Salesforce.

Conclusion

I hope you have got an idea about sorting by record count in the Salesforce report. In that, we saw why we needed to use the sort-by-record count, and then I explained how to create a report sort-by-record count in Salesforce with examples and step-by-step explanations.

You may like to read:

• Count unique values in Salesforce reports?
• Create a Lead Conversion Report in Salesforce
• Use Add Filter Logic in Salesforce Report

Bijay Kumar

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.