How to Apply Filter by Scope in Salesforce

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.

Table of Contents

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.

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2. Click the New Report button to create the new report.

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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. Click the All option, and you can choose Account Object directly or search for the object.

Then click on the Start Report button.

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

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

Then click the Apply button and Save the report in the Public Folder.

6. Now, we will log in to Salesforce.org using the different Users for whom we have set up user criteria in the Scoping Rule. We can view the ratings based on the criteria for opening the report.

Only that value is displayed in the Rating field, defined in the Record Criteria.

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

Apply Filter by Scope on List View in Salesforce

Using the following scenario, we will see how to apply a Filter by Scope to the List View.

Let’s consider a scenario: when we want to display only those records where users from a specific time zone and the opportunity object record’s opportunity stage are Closed-Won, we can use Filter by scope.

1. Click on “App Launcher” -> Search the Object on which you have created the Scoping Rule. Here, I have created a Scoping Rule on the “Opportunities” object. -> Click on “Opportunities“.

2. Here, All Opportunities are displayed before applying the filter by scope with all Opportunity Stages.

3. Now, we need to apply the filter by scope to the list view.

Step 1: Click on the Filter icon.
Step 2: Click on the Add Filter option to add the filter.
Step 3: Select the Filter by scope option. -> Click on the Done button.

4. After applying the filter by scope only those records are displayed which stage is closed won.

In this way, we can apply a filter by scope on the list view in Salesforce.

Conclusion

In this article, I have explained filter by scope In Salesforce, the scoping rule, and what is filter by scope. Additionally, we have seen how to use filter by scope in the Salesforce report and Salesforce list view with examples and step-by-step explanations.