Create Reports and Dashboards for Sales and Marketing Managers Flashcards
Creating Report Folders
Click App Launcher and select ‘Sales’ – click the ‘Reports’ tab – click ‘New Folder’ and enter the details – for Folder Label, enter ‘Global Sales Reports’ – click in the Folder Unique Name text box to auto-populate the unique name – click ‘Save’
Creating a Dashboard Folder
Click the ‘Dashboards’ tab – click ‘New Folder’ and enter the details – click in the Folder Unique Name text box to auto-populate the unique name – click ‘Save’
Creating a Summary Report
Click ‘Reports’ – click ‘New Report’ – under ‘Recently Used’ on the left, click ‘All’ – in ‘Search Report Types’, enter ‘Opportunities’ and select ‘Opportunities’ – under ‘Details’ section on the right, click ‘Start Report’
4 Components of the Lightning Report Builder
- ) ‘Fields’ pane
- ) ‘Outline’ pane
- ) ‘Filters’ pane
- ) ‘Preview’ panel
‘Fields’ pane
- Displays fields from the selected report type, organized by folder
- Find the fields I want using the Quick Find box and field type filters, then drag them into the Outline pane or double click them to add them to my report
‘Outline’ pane
- Makes adding, removing and arranging columns a breeze with a simple drag and drop feature
- I can also add Bucket Columns and Summary Formula Columns in the pane
‘Filters’ pane
Allows me to set the view, time frame, and custom filters to limit the data shown in a report
‘Preview’ panel
- Offers a dynamic preview that makes it easy for me to customize my report
- I can add, reorder, and remove columns, summary fields, formulas, groupings, and blocks
- This shows only a limited number of records
- I need to run the report to see all my results
Using Report Filters
Click the ‘Reports’ tab – click ‘New Report’ – in Recently Used on left, click ‘All’ – click ‘Continue’ – ensure ‘Update Preview Automatically’ is enabled in the upper-right of the Report Builder – click the ‘Filters’ pane – click ‘Show Me’ and select ‘All accounts’, then click ‘Apply’ – click ‘Created Date’, select ‘All Time’ from the Range picklist, then click ‘Apply’ – click the ‘Outline’ pane and select the ‘X’ next to the following fields to remove these columns from the report: – click the ‘Fields’ pane to expand the list of fields – double-click ‘Annual Revenue’ to add it to the report – click the ‘X’ to close the ‘Fields’ pane – click and drag the ‘Annual Revenue’ column so it is placed between the ‘Account Name’ and ‘Billing State/Province’ columns – add the necessary filters and filter logic – click the ‘Filters’ pane – search for ‘Type’ in ‘Add filter’… search box and select it – in the ‘Operator’ field, select ‘contains’ from the drop-down menu – type ‘customer’ in the value field – click ‘Apply’ – in the ‘Filters’ pane, click the arrow icon next to ‘Filters’ and click ‘Add Filter Logic’ – in the ‘Edit Filter Logic’ field, change the logic to 1 AND 2 AND (3 OR 4) and click ‘Apply’
Using Relative Dates
Click the ‘Reports’ tab – click ‘New Report’ – in ‘Recently Used’ on left, click ‘All’ – in ‘Search Report Types’, enter ‘Users’ and select ‘Users’ – under ‘Details’ section on right, click ‘Start Report’ – ensure ‘Update Preview Automatically’ is enabled in the upper-right of the Report Builder – click the ‘Outline’ panel – in the ‘Add’ column… search box, enter ‘login access’, and then select ‘Login Access Exp. Date’ – click the ‘Filters’ pane – click the ‘Last Login Filter’ – under ‘Date’, click ‘Last Login’ and select ‘Login Access Exp. Date’ from the dropdown list – leave ‘Range’ as ‘All Time’ and click ‘Apply’ – in the ‘Add filter…’ search box, enter ‘Last Login’, then select ‘Last Login’ – create the filter – click ‘Save & Run’ – for ‘Report Name’, enter ‘Users Not Logged in Last 7 Days’ – click in the ‘Report Unique Name’ text box to auto-populate the unique name – click ‘Select Folder’, choose ‘Adoption Reports’ from the ‘Global Sales Reports’ folder, and click ‘Select Folder’ – click ‘Save’
Grouping Data in Reports
Click the ‘Reports’ tab – click ‘All Folders’ – click ‘Global Sales Reports’ – click the downarrow icon next to ‘Opportunities by Rep’, and select ‘Edit’ – ensure the ‘Opportunity Owner’ column is grouped by row. Note: If there is a number in parentheses next to the ‘Opportunity Owner’ name, the column is grouped. If not, click the arrow next to the ‘Opportunity Owner’ column heading and then select ‘Group Rows by This Field’ – in the ‘Preview’ pane, click the down arrow icon next to ‘Close Date’ and select ‘Group Columns by This Field’ – click the down arrow icon in the ‘Close Date’ summary row, hover over ‘Group Date By’, and then select ‘Calendar Month’ – at the bottom of the ‘Preview’ pane slide the toggle next to ‘Detail Rows’ and ‘Stacked Summaries’ to deselect them – click the down arrow icon next to ‘Save’, and click ‘Save As’, then complete the ‘Save Report’ details: – ensure that this report is being saved – click ‘Save’ – click ‘Run’
Using Bucket Fields
Click the ‘Reports’ tab – click ‘New Report’ – in Recently Used on left, click ‘All’ – in ‘Search Report Types’, enter ‘Opportunities’ and select ‘Opportunities’ – under Details section on right, click ‘Start Report’ – ensure ‘Update Preview Automatically’ is enabled in the upper-right of the Report Builder – click the ‘Filters’ pane – ensure Close Date is set to ‘Current FQ’ – click ‘Opportunity Status’, select ‘Open’ then click ‘Apply’ – click the ‘Outline’ pane and click the X next to the following column headers to remove them – Add a bucket field to categorize the opportunities as small, medium, or large: – in the ‘Outline’ pane, click the down arrow icon next to Columns and click ‘Add Bucket Column’ – remove current selection within the Field box, then search for and select ‘Amount’ – enter Bucket name – complete the first range – click ‘Add’, then complete the second range: – for the third range (> 100,000), in the ‘Name’ field enter ‘Large’ – ensure ‘Treat empty Amount values in the report as zeros’ is selected – click ‘Apply’ – Group the report by Stage and Opportunity Owner, and by Size – in the ‘Preview’ pane, click the down arrow icon next to Opportunity Owner and select ‘Group Rows by This Field’ – in the ‘Preview’ pane, click the down arrow icon next to ‘Stage’ and select ‘Group Rows by This Field’ – click the down arrow icon next to ‘Size’ and select ‘Group Columns by This Field’ – at the bottom of the ‘Preview’ pane, slide the toggle next to ‘Detail Rows’, ‘Subtotals’, and ‘Grand Total’ to deselect them – click ‘Save & Run’ and complete the report details: – click ‘Select Folder’, choose ‘Global Sales Reports’, and click ‘Select Folder’ – click ‘Save’
Summary Formulas
A great way to calculate additional totals based on the numerical values in my report
Exporting a Report as CSV
Click the down arrow icon next to ‘Edit’ – click ‘Export’ – click ‘Details Only’ and select the following options: – click ‘Export’ – locate the file on your computer and open it. Note that the report data is displayed and can be manipulated in the spreadsheet software and printed – save the file
