I was working as a system admin for an organization that uses Salesforce CRM. Recently, I was tasked with creating an account report that displays account records owned by specific users, along with their record criteria, in either report or list views within Salesforce.
In Salesforce, we have the feature “Filter by Scope,” which allows us to display the records according to user and record criteria.
Here, I will explain the scoping rule and filter by scope in Salesforce. Then, we will see how to apply a filter by scope in the Salesforce report and list view.
Scoping Rule in Salesforce
In Salesforce, the scoping rule allows us to control the records that users see based on our selected criteria. We can set up scoping rules based on user criteria so that specific users can focus on the records that matter to them.
In Salesforce, we need to create a Scoping Rule on an object on which we want to create a report. If the user selects “Filter by Scope,” the report or list view results are further filtered by the scoping rule’s record criteria.
Scoping rules are available for custom objects and the account, case, contact, event, lead, opportunity, and task standard objects. You can create up to 2 active rules.
Important:
In the scoping rule, we can define the criteria for the user according to their needs and filter them by different values on user records. However, the user can still access the records he has allowed in the Sharing Settings.
Uses of the filter by scope in Salesforce
The following are some uses of the filter by scope in Salesforce.
- If the User selects “filter by scope,” the list view and report results are further filtered by the scoping rule’s record criteria.
- After creation, we can use it in the List View and Reports. It helps after applying a filter by scope; we will get only the records for which the criteria have been applied to that object.
Filter by Scope in Salesforce
After creating the Scoping Rule, we can use it in Salesforce Reports or Salesforce List View in the Show Me option. After applying the Filter by Scope, we will get only the records for which the criteria have been applied to that object.
Apply Filter by Scope on Salesforce Report
Suppose we want to set up the Account object so that a specific user can only view records with a Hot Account Rating. In this scenario, we can add a specific user or multiple users if they meet the specific criteria.
Scoping Rule Filter Criteria –
- User Criteria – “User alias” equals “emusk”.
- Record Criteria – “Account Rating” equals “Hot”.
Using the following steps, we will see how to use the Filter by Scope in the Salesforce report with the above example.
1. Go to the Home page. -> Home tab. -> App Launcher. In the search box, search for the Report, and click on the Reports option.