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Flashcards in Analytics: Reports and Dashboards Deck (35):

Describe the capabilities of reports and dashboards.

A report allows you to quickly summarize and chart record data. A dashboard can present summary data from multiple reports on a single page.


What is Smart Totaling in Reports?

Smart Totaling means that duplicate data is counted only once in any subtotal or total. Salesforce uses "smart" totaling when you run reports that include duplicate data in any of the columns chosen for summing or averaging.


What types of Report Formats are available in Salesforce?

Tabular, Summary, Matrix and Joined


What is a Tabular Report?

Tabular Reports are the simplest and fastest way to look at data. Similar to a spreadsheet, they consist simply of an ordered set of fields and columns. Best for creating lists of records or a list with a single grand total. CANNOT be used in groups, charts, dashboards (unless rows are limited).
Data can only be summarized across all records in the report (grand totals only).


What is a Summary Report?

Summary reports are similar to Tabular Reports, but also allow users to group rows of data, view subtotals and create charts. Can be used as the source report for dashboard components. Show subtotals based on the value of a particular field or when you want to create a hierarchical list.
Data can be summarized only along the X axis (up to 3 levels).


What is a Matrix Report?

Matrix Reports are similar to Summary Reports but allow you to group and summarize data by both rows and columns. Can be used as source report for Dashboard components.
Use for comparing related totals, especially with large amounts of data to summarize and compare.
Or if you want to look at data by date AND by product, person or geography.
Data can be summarized along the X and Y axes (up to 2 levels each).


What is a Joined Report?

Joined Reportsl et you create multilple report blocks that provide different views of your data. Each block acts like a "sub-report" with its own fields, columsn, sorting and filtering. A join report can even contain data from different report types.
A mashup of two or more reports into a single report.


Describe how to use filters to limit report results

All filters are used to exclude records from report results. The report type determines which records are included in the report when all filters are removed (explored below).


What are the Filter Types available in Salesforce?

Standard Filter
Field Filter
Cross Filter
Row Limit


What is a Standard Filter in Salesforce?

Standard filters are applied by default to most objects. Different objects have different standard filters, but most objects include the standard filters Show and Date Field. Show filters the object around common groupings (like “My accounts” or “All accounts”). Date Field filters by a field (such as Created Date or Last Activity) and a date range (such as “All Time” or “Last Month”).


What is a Field Filter in Salesforce?

Allows you to exclude data from a report based on fields within the record. For example, I want to only report opportunities owned by "James Smith".

Field filters are available for reports, list views, workflow rules, and other areas of the application. For each filter, set the field, operator, and value. With tabular, summary, and matrix reports, you can drag a field from the Fields pane to the Filters pane to add a report filter.


What is Filter Logic in Salesforce?

Add Boolean conditions to control how field filters are evaluated. You must add at least 1 field filter before applying filter logic.

When you are using more than one field filter, the default matching behavior is AND. If you want to change this behavior to OR, then you need to use filter logic.

For example, let's say that I want to report all opportunities owned by "James Smith" OR opportunities created by "James Smith". If I add both field filters, it will only report opportunities owned and created by "James Smith".

Using filter logic allows me to change this "AND" to an "OR" clause.


What are Cross Filters in Salesforce?

Filter a report by the child object using WITH or WITHOUT conditions. Add subfilters to further filter by fields on the child object.

Cross filters allow you to exclude data from your report based on records related to the primary report data.

For example, let's say that I want to run a report to identify accounts without opportunities. You could use a cross filter from an account report to identify accounts without opportunities.

In the above example, a field filter would not allow you to report on the number of opportunities associated with each account (unless you added a custom rollup summary field to count this number; prior to cross filters this would be have been required to get this data from a report).


What is Row Limit Filter in Salesforce?

For tabular reports, select the maximum number of rows to display, then choose a field to sort by and the sort order. You can use a tabular report as the source report for a dashboard table or chart component, if you limit the number of rows it returns.


Describe how report and dashboard folders are secured within Salesforce.

If access levels for sharing report and dashboard folders is enabled (Setup --> Customize --> Reports & Dashboards --> Folder Sharing), then permissions to report and dashboard folders is determined by access level (viewer, editor, manager). This is automatically turned on for orgs created after Summer '13.

If the above feature is not enabled, then report and dashboard sharing works similarly to other folders in Salesforce (e.g. documents, list views). This simple sharing model is less flexible, as you can only set the access level for all users to the folder (Read Only or Read/Write).


Describe Access Levels for Report and Dashboard Folders.

Each user, group, or role can have its own level of access to a report and dashboard folder. Viewers can see the data; Editors can determine what data is shown; and Managers can control access.


Described Enhanced Sharing for Reports and Dashboards.

When you enable analytics sharing, Salesforce converts your users’ existing folder access levels to use new, more detailed access levels.Enhanced Sharing for Reports and Dashboards (access levels) is enabled by default for orgs created after the Winter 14 release; for orgs created prior to the Winter 14 release, the administrator must enable the feature.


Describe the capabilities for bucketing in reports.

Bucketing allows you to group live values (withing a single field) into labels (buckets) within a report.


There are three types of buckets:



Numeric Buckets

Buckets (Ranges) based on numbers (e.g. Financials).


Picklist Buckets

Buckets reports using Picklist Values of a field.


Text Buckets

Buckets data using Text values.


What are Report Notifications?

Report notifications allow the user to be notified when a report meets specific criteria (for example more than 5 case escalations within a week).

The report notifications feature is enabled by default, but can be disabled by the administrator.


What is the Subscribe feature in Salesforce?

In Salesforce Classic, subscribe to a report to receive report notifications periodically when the metrics you care about most meet certain conditions. Set the conditions that trigger notification, and specify if you want to be notified via Salesforce1 notifications, Chatter, or email.


What is a Report Type in Salesforce?

A Report Type has two key functions:
1. The Report Type determines which records are included in a report. Report filters than determine which records are excluded.
2. The Report Type determines which fields can be added to the report.


When is it appropriate to create a Custom Report Type?

1. When Standard Report Types do not return the required set of records.
2. Standard Report Types do not include field(s) that you would like on the report.


List the mathematical operations that can be used to summarize field data within a report.



Describe the capabilities of custom summary formulas.

Custom summary formulas give you the ability to perform calculations against summarized data within a report.

For instance, let's say that I want to calculate the percent that each sales rep has contributed to the sales pipeline.

A custom summary formula is different than a custom formula field. In the above scenario, a custom formula field cannot calculate the sum value of all won opportunity records, and thus could not be used to calculate a percentage of that sum.


Describe the relationship between dashboard data and report data.

Dashboards provide a representation of report data at a point in time, as viewed by the running user.

A dashboard is only current as of its last refresh date, while reports are current whenever run.

The data collected from the source report and displayed within each dashboard component is determined by the dashboard running user. Therefore, it is possible for a user to drill into a report from dashboard and see different results than dashboard itself.


What is a Running User?

The Running User is the User assigned to a Dashboard and that User's security permissions are used to determine which results are displayed in the dashboard.


Describe the capabilities of historical trending.

Historical trending allows an organization to report on changes to field values over time. For example, compare opportunity amounts today with amounts 3 months prior.

Historical trending is enabled by default in orgs created after the Winter 14 release, but can be enabled in for previously created orgs (Setup --> Customize --> Reports & Dashboards --> Historical Trending).


What is Track Field History?

While track field history will create an audit trail of this information, it cannot be reported on easily for comparison. Analytic snapshots provides similar features, but is cumbersome to configure, maintain, and report on for this use case.


Describe the capabilities of embedded analytics.

Embedded Analytics allows an administrator to add report charts directly to a page layout.

The chart can be configured to show data relevant to the currently viewed record (e.g. when viewing an account, displaying a chart showing opportunities only associated with that account).


Describe the capabilities of reporting snapshots.

Reporting snapshots (previously called "Analytic Snapshots") can be used to create trend reporting (e.g. progression of opportunity pipeline over time).


Describe the high-level capabilities of Salesforce Wave.

Salesforce Wave (part of Salesforce Analytics Cloud) is business intelligence (BI) software built on the platform.

Wave is licensed separately from for an additional fee.