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May 2, 2017

6 easy steps to build a Salesforce report

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The ability to build your own customised reports is one of Salesforce’s greatest features. You can report on pretty much anything within your Salesforce org, whether that's the ROI of a recent marketing campaign or the number of deals closed by industry.Salesforce's drag-and-drop report builder makes it easy for everyone to get the reports they need. Let’s get started.

  1. The first step in building a report is choosing the Report Type.
  • Navigate to Report.
  • Select New Report and click Report Type from the folders. This is important because it will determine how fields in the report will be laid out.

Note: Salesforce has standard reports available and the logic behind them is that the name of the report determines the layout of the fields in the reports. If the report is called Contacts & Accounts then “Contacts” is the primary object and “Accounts” is the related object. You can’t actually edit a standard report type so if you want to make a custom report you can find instructions here.[embed]https://www.youtube.com/watch?v=FXwVFBilu3s&feature=youtu.be[/embed]

2. Once you have selected the Report Type you will be taken to the Report Builder. Here you can add and edit all the Fields and Filters you want to include and see a preview of your report.

Note: If you don’t see any data: check the Date Fields above (the Range may be wrong).

3. Select the Fields that you want to report on.

  • Choose from the Fields list which fields you want to report on. For example in the Accounts report you might want to add the Industry field to see which industry the accounts belong to.
  • Drag and drop this field into the report and it will automatically adjust to it.

[embed]https://www.youtube.com/watch?v=Ht_NHxYEU_8&feature=youtu.be[/embed]Note: You can also remove fields by selecting and dragging them out. Or regroup the report by selecting the arrow on each field on the top of the report. For example you can group the report by Country. More info here.

4. Filters allow you to get more specific data from your report. There are several different filter types that you can find here but for now we will use a simple example.

  • If you want to filter the Accounts by the Type of account: click Add in the Filters pane and select the field filter.
  • Select Equals from the drop down menu and add the type of account from the Lookup Picklist you want to filter the accounts by.
  • In our case we will filter by Direct Customer accounts.
  • You can also drag the desired Filter from the drop down menu on the right to the Filter pane.

[embed]https://www.youtube.com/watch?v=-bHH5kalJwU&feature=youtu.be[/embed]

5. Save the Report

  • Click Save and you will get a pop-up. Name your report and put it in the desired folder.

Note: If you place the report in the folder “My Personal Custom Reports” you will not be able to share it with your colleagues. Make sure you create another non personal folder. Instructions to that here.

  • Click Run Report to see final report.

[embed]https://www.youtube.com/watch?v=Vu7cVH2SzAc&feature=youtu.be[/embed]

6. Now that you have created you report, you can make it even more detailed and adapted to your needs. For example:

  • Cross-Filters: these allow you to report even further on the objects in the original report. For example you can use them to define all the Accounts that do not have Opportunities in them. You can find instructions here.
  • Filter Logic: you can specify what the filter is showing by using and / or / not operators. For example you could make a report where you want to filter by all Industries EXCEPT Manufacturing. Instructions here. If you want to learn more about Reports, you can check out the Trailhead module about reports by Salesforce. Happy reporting!

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