Analytics: Reports and Dashboards Flashcards
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).
