How to Run a Report in Salesforce

Introduction

Making wise judgments requires instant access to actionable data in the hectic corporate world of today. One of the top customer relationship management (CRM) platforms, Salesforce, has strong reporting features that let users create comprehensive reports on a range of business-related topics. Leveraging the full capabilities of Salesforce requires knowing how to run a report in Salesforce. This blog post will walk you through the Salesforce report-running process so you can get valuable insights from your data.

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Comprehending Reports in Salesforce

Salesforce Reports: What Are They?

Customizable views of your data, Salesforce reports are made to shed light on particular areas of your company. These reports may contain data on marketing initiatives, customer interactions, sales performance, and other topics. They are crucial resources for keeping an eye on corporate indicators and making defensible decisions.

Salesforce Report Types

Salesforce provides a variety of report formats to meet various analytical requirements.

• Tabular Reports: Provide information in an easy-to-read table format that works well for simple data lists.
• Summary Reports: Provide subtotals and summaries while grouping data by rows.
• Matrix Reports: Perfect for complicated data analysis, these reports group data by both rows and columns.
• Joined Reports: This feature allows you to compare data from several sources by combining several report blocks into a single display.

The Advantages of Utilizing Salesforce Reports

• Data Analysis: Facilitates comprehensive examination of company indicators.
• Performance Tracking: Assists in monitoring critical metrics like as customer engagement, sales performance, and others.
• Decision Making: Offers practical guidance for making strategic decisions.
• Compliance: Makes sure that all regulations are followed by providing precise and thorough data reporting.

Setting Up Salesforce to Run a Report

Requirements

Make sure you have these things before running a report in Salesforce:

• Access Permissions: The right amount of access and creation permission for users.
• Data Setup: Salesforce records and fields containing pertinent data.
• Report Types: Knowledge of the various report formats and their functions.

Getting to the Reports Page

You must go to Salesforce’s Reports tab in order to start a report:

• Log into Salesforce: To access your Salesforce account, enter your login credentials.
• Go to the Tab for Reports: Select the “Reports” tab from the navigation bar. Use the App Launcher to locate and open it if it’s not visible.

Making a Fresh Report

Detailed Instructions

Step 1: select “New Report”

Click the “New Report” button located under the Reports tab. This will launch the interface for the Report Builder, allowing you to begin constructing your report.

Step 2: Select a Report Type

Based on the data you wish to study, select the right report type. For example, you could choose the report type “Opportunities” if you wish to evaluate sales data.

Step 3: Configure Report Filters

To limit the data you wish to include in the report, set the filters. Criteria like record kinds, date ranges, and certain field values can be used to establish filters. Making sure your report concentrates on the most pertinent information requires taking this critical step.

Step 4: Choose Report Columns

Choose which of the data fields (columns) to include in your report. Fields like “Opportunity Name,” “Close Date,” “Amount,” and “Stage” may be among them. Including the appropriate columns facilitates obtaining a thorough understanding of the data.

Step 5: Group Data (Optional)

You can arrange data according to particular fields in Summary and Matrix reports. For instance, to view monthly sales totals, you may categorize prospects based on their “Close Date.” Data can be better arranged for analysis and visualization by grouping.

Step 6: Optionally Add Summary Fields

To compute totals, averages, or other metrics for grouped data, add summary fields. This function is especially helpful for producing insights and performance measurements.

Step 7: Execute the Analysis

After all the options have been set up, click “Run” to start the report’s generation. Salesforce will show the report according to the parameters and criteria you’ve selected.

Tailoring Reports in Salesforce

Including Diagrams and Visual Aids

Add visual components to your report, including graphs and charts:

• Add Chart: Select the “Add Chart” button from the Report Builder.
• Select Chart Type: Decide which kind of chart (bar, line, pie, etc.) best illustrates your data.
• Configure Chart Settings: Adjust the display options, summary metrics, and grouping fields on the chart.
• Save and Refresh: To view the chart in the report dashboard, save the report.

Developing Unique Report Types

You can develop new report kinds if the pre-defined ones don’t satisfy your needs:

Include charts and graphs in your report to add visual elements:

• Add Chart: From the Report Builder, click the “Add Chart” button.
• Choose Chart Type: Choose the chart type (bar, line, pie, etc.) that most effectively displays your data.
• Configure Chart Settings: Modify the chart’s grouping fields, summary metrics, and display choices.
• Reload and Save: Save the report in order to see the chart in the report dashboard.

Creating Special Report Types

If the pre-defined report types aren’t enough, you can create new ones:

• Go to Setup: Choose “Setup” by clicking on the gear icon.
• Look for Report Type: Type “Report Types” into the Quick Find box and click on it.
• Create New Custom Report Type: Select “New Custom Report Type” and fill in the associated objects and principal object fields for the report by following the instructions.
• Save and Use: Utilize the Report Builder to utilize the customized report type after saving it.

Report Scheduling and Automation

Set up your reports to run automatically to guarantee that your team has regular access to updated reports:

• Open the Report: Select the report you wish to schedule by going to the Reports tab.
• Schedule Future Runs: Select the option by clicking the button.
• Set Schedule: Establish the report’s periodicity, start date, and end date.
• Email Distribution: Include the email addresses of the report’s recipients. Select the report format (such as PDF or Excel).
• Save Schedule: To automate the creation and dissemination of reports, save the schedule.

Advanced Methods of Reporting

Sub- and Cross-filtering

Utilize sub- and cross-filters to further narrow your data:

• Add Cross Filter: Click the “Add Filter” dropdown menu in the Report Builder and choose “Cross Filter.”
• Define Relationship: Select the object relationship (e.g., Accounts with Opportunities).
• Include Sub-Filters: To refine the data inside the cross-filter parameters, include sub-filters.

Bucket Fields

To categorize report data without using complicated formulae, create bucket fields:

• Add Bucket Field: Select “Add Bucket Field” from the Report Builder menu.
• Define Buckets: Establish the parameters for the buckets (e.g., classification of opportunity amounts into ranges).
• Apply Buckets: To make data categorization easier, add the bucket field to the report.

Personalized Summaries Formulas

Utilize unique summary formulae to compute intricate metrics:

• Add Custom Summary Formula: Select “Add Formula” from the “Columns” section of the Report Builder.
• Define Formula: Use the formula editor in Salesforce to define the custom formula.
• Apply to Grouped Data: You can apply the formula to the whole report or just to particular groupings.

Making Use of Joined Reports

With joined reports, you can create a single view by combining various report types:

• Create Joined Report: Choose “Joined Report” as the report format in the Report Builder.
• Incorporate Report Blocks: Incorporate several report blocks, each signifying a distinct kind of report.
• Set Up Columns and Filters: Set up columns and filters for every report block.
• Run and Save: To view merged data from several sources, run the joined report.

Useful Salesforce Reports Application

Tracking Sales Performance

Monitor sales results by executing opportunity reports:

• Pipeline Report: See the sales funnel broken down into phases.
• Win/Loss Report: Examine completed transactions to determine win percentages.
• Sales Forecast Report: Project future sales using data from previous periods.

Relationship Management with Customers

Organize client interactions by generating reports on contacts and accounts:

• Account Activity Report: Monitor actions and correspondence with important accounts.
• Contact involvement Report: Keep track of contacts’ levels of involvement.
• Customer Feedback Report: Examine customer satisfaction ratings and feedback.

Analysis of Marketing Campaigns

Examine the success of marketing initiatives:

• Campaign Performance Report: Evaluate the effectiveness of your campaigns using ROI and response rates.
• Lead Conversion Report: Monitor marketing efforts’ lead conversions.
• Marketing Funnel Report: Showcase the funnel and pinpoint any obstructions.

Management of Services and Support

Boost operations for support and service:

• Case Volume Report: Track the number of cases received over time in support.
• Resolution Time Report: Monitor the typical amount of time needed to settle cases.
• Customer Satisfaction Report: Determine how satisfied customers are with the assistance they receive.

Optimal Procedures for Report Execution in Salesforce

Establish definite objectives

Prior to starting a report, make sure you have a clear understanding of the goals and particular questions you hope to address. This guarantees the report’s relevance and focus.

Employ Applicable Filters

Utilize pertinent filters to focus the data on the most crucial information. Refrain from adding extraneous information that could clog the report.

Make Use of Visuals

To make data easier to interpret, use graphs and charts. Visual aids can communicate ideas more effectively than numerical data.

Make Time for Regular Reports

Set up reports to run on a regular basis and send them to important stakeholders. This guarantees that everyone gets access to the most recent data.

Verify Data Correctness

Verify the data accuracy in your reports on a regular basis. Make sure the data sources are current and trustworthy.

Passengers on Trains

Users should receive instruction on running and interpreting reports. This improves their capacity to use reports as a tool for making decisions.

Solving Typical Problems

Report Not Giving Expected Information

Check the following if the intended data is not being returned by your report:

• Filters: Verify that filters are appropriately configured and not overly restrictive.
• Availability of Data: Make sure the information is in Salesforce.
• Permissions: Verify that you possess the appropriate authorizations to view the information.

Performance Problems

Should your report be lagging, take into account these suggestions:

• Optimize Filters: To minimize the data set, apply effective filters.
• Limit Columns: To reduce data load, show just the columns that are required.
• Schedule Off-Peak: To lessen system burden, schedule reports to run during off-peak hours.

Incoherent Information

If data in your report appears to be inconsistent, look for:

• Data Duplication: Verify that the outcomes aren’t impacted by duplicate records.
• Data Updates: Ensure that the data is valid and updated on a frequent basis.
• Report Settings: Check for any incorrect configurations in the report settings.

Conclusion

Using Salesforce reports to run reports is an effective technique to learn more about how your business is run. You can take advantage of Salesforce’s powerful reporting features to monitor performance, make data-driven choices, and increase productivity by learning how to run a report in Salesforce.

To construct and modify reports that satisfy your unique requirements, adhere to the guidelines and best practices provided in this blog post. Salesforce reports are essential tools for success whether you’re monitoring sales performance, maintaining client connections, examining marketing efforts, or streamlining service operations.