How to Use Filter by Scope In Salesforce Report

In Salesforce, the scoping rule allows us to control the records that users see based on the criteria that you select. We can set up scoping rules based on user criteria so that specific users can focus on the records that matter to them.

In this Salesforce tutorial, we are going to learn about Filter by Scope in Salesforce Report, what is the scoping rule, what is filters by scope in Salesforce report, and what are the uses of it.

Additionally, step by step, we will see how to use the filter by scope in Salesforce Lightning and Salesforce Classic.

Scoping Rule and Filter by Scope

What is the scoping rule in Salesforce?

The scoping rule we have to set on the object. In the scoping rule, we set criteria for users that which records users can see in Org, and we can also set record-based criteria using this, users can focus on records that matter to them.

In Salesforce, we need to create a Scoping Rule on an object that we want to create a report. If the user selects “Filter by Scope”, the list view or report 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 as per user needs, and we can filter it by different values on user records, but the user can still access the records that he allowed in the sharing settings.

You can read the whole article on Scoping Rule: How to Create Scoping Rule in Salesforce

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What is filter by scope in the Salesforce report?

After creating the Scoping Rule, we can use that rule in Salesforce reports in the Show Me option. After applying Filter by Scope, we will get only records of which criteria have been applied to that object.

What are the uses of the filter by scope in Salesforce Report?

The following are the uses of the filter by scope –

  • Users can see only those records that matter to them.
  • Using the filter by scope, we can create a more structured and understandable report, which helps us to analyze and visualize data.
  • This enables the user to narrow down our data and makes it more straightforward to analyze data. It makes our task easier.

How to Use Filter by Scope Report in Salesforce Lightning

Let’s suppose on the Account object, a specific user should see only those records that the Account Rating would be Hot. In this scenario, we can add a specific user, or we can add multiple users if they come under the specific criteria.

Criteria –

  1. User Criteria – “User alias” equals “emusk”.
  2. 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, click on the Home tab, and then you will see the App Launcher option. Click on App Launcher.

In the search box, Search the Report, and click on the Report option.

Create Filter Reports in Salesforce

2. To create the new report, there is a button in the right corner; click on the New Report button.

Create New Report in Salesforce

3. Now, you need to select the Object to create the report. To select the object, you will see the Category option on the left side of the screen. You need to click the All option, and you can select Account Object directly or search for the object.

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Then click on the Start Report button.

Filter by scope Report in Salesforce Lightning

4. Here, you can see before applying the filter by scope rule in the rating field, all ratings are displayed.

Apply filter by scope in Report in Salesforce

5. Now we will apply the filter, for that click on the Filter option. then click on the Show Me option that comes under the Filter. After clicking on Show Me, you will see a dropdown list that selects the Filter by scope option.

Then click on the Apply button and Save the report.

How to apply filter by scope in Report in Salesforce

6. Now, we will log in to Salesforce org. by the different users that we have set up user criteria in the Scoping rule. Now, as we open the report, we can see the ratings according to the defined criteria.

In the Rating field, only that value is displayed, which we have defined in the Record Criteria.

How to apply filter by scope in Report in Salesforce Lightning

This is how we can use the Filter by Scope in the Salesforce Lightning report.

How to Use Filter by Scope Report in Salesforce Classic

Let’s suppose on the opportunities object, a specific user should see only those records that the opportunity stage would be closed-won. In this scenario, we can add a specific user, or we can add multiple users if they come under the specific criteria in the Scoping rule.

Criteria –

  1. User Criteria – “User alias” equals “Alexa”.
  2. Record Criteria – “Opportunity Stage” equals “Closed-won”.

Using the following steps, we will see how to use the Filter by Scope in the Salesforce report with the above example.

1. In Salesforce Classic, on the Setup page, you will see the + Plus icon in the right corner; click on that icon. As you click on the + Plus icon, you will see All Tabs displayed on your screen.

From these Tabs, click on the Report Tab.

Filter by scope valuer in Salesforce Classic

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

Create Filter by scope Report in Salesforce Classic

3. Then you need to search, or you can select the Object that you want to create a Report. Here, I have selected Opportunities Object and then clicked on the Create button.

Filter by scope Report in Salesforce Classic

4. Now, we will add the Filter to display records as per our scoping rule criteria. For that, click on the Filter option. Then click on the Show option. In that, you will Filter by Scope option, click on that.

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But here you can see records haven’t filtered. This happened because in User Criteria, we have selected user alias = Alexa. So we need to log in to Salesforce.org as that username.

How to apply filter by scope in Report in Salesforce Classic

5. Here, you can see we have logged in from different usernames for whom we have set criteria in the Scoping rule and then open the saved report.

6. As you open the report, you can see the Stage field is filtered with which criteria we have defined for the records. In the Scoping rule, we have set Record criteria Opportunity Satge = Closed-Won.

How to apply filter by scope in Report in Salesforce Classics

This is how we can use the Filter by Scope in the Salesforce Classic report.

Conclusion

I hope you have got an idea about filter by scope in Salesforce Report, what is the scoping rule, what is filter by scope in Salesforce report, and what are the uses of it. Additionally, we also have seen how to use the filter by scope in Salesforce Lightning and Salesforce Classic with examples.

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