Data & Analytics Management Flashcards
Data Validation Tools
- Tools which are used to ensure accurate data is entered into Salesforce by way of validation rules that ensure that what is acceptable as new or updated data meets the conditions set
- There are 2 types of rules
1.) System Validation
2.) Custom Validation
2 Types of Storage in SF
1.) Data
2.) File
Record Storage
Uses data storage
File Storage
This type of storage includes the following:
1.) Files in attachments
2.) Files
3.) Content
4.) Chatter files
5.) ‘Documents’ tab
6.) Knowledge article files
7.) Site.com assets
6 Data Management Considerations
1.) File Format
2.) SF Record ID
3.) Mass Transfer, Update, and Delete Records
4.) Data Quality Considerations
5.) Recycle Bin
6.) Duplicate Management
File Format
- 1st data management consideration
- ALL data files must be in CSV format
SF Record ID
- 2nd data management consideration
- Globally unique ID that every record has
- Can either be 15 or 18 characters that the API will accept
- An External ID can be used as an alternative to the record ID for matching when importing or updating data
Mass Transfer, Update, and Delete Records
- 3rd data management consideration
- SF allows for the Mass and Individual Transfer of Accounts, Leads, Custom Objects, approval requests, Opportunity teams, update Addresses, and mass deletion of records
Data Quality Considerations
- 4th data management consideration
- The quality of data is critical for the healthy functioning of an org
- To improve data quality, use org-wide standards for data entry, naming conventions, importing clean data, using Validation Rules, and removing duplicate records
Recycle Bin
- 5th data management consideration
- Deleted records are stored here for 15 days or until the limit is reached allowing for record restoration
Duplicate Management
- 6th data mangement consideration
- Controls whether and when duplicates records can be created using matching rule criteria
- Duplicate jobs can be run in Lightning Experience to find and merge duplicates across the org
5 Data Validation Methods in SF
1.) System Validation
2.) Required Fields
3.) Unique Fields
4.) Custom Validation Rule
5.) Validation Condition & Error
System Validation Rules
- 1st method of Data Validation in SF
- Performed by SF (ex: This ensures that the Data Type is correct for a field)
- Set up on the field itself, by limiting field length, requiring it be unique, or other simple requirements
Required Fields
- 2nd method of Data Validation in SF
- A custom field can be made required so that a record cannot be saved without specifiying its value during creation or update
Unique Fields
- 3rd method of Data Validation in SF
- Text, e-mail, and number fields can be marked as unique in order to prevent duplicate field values on records
- Prevents duplicate values on the fields across all records of the object
- Only certain field types can be marked unique (ex: text, email, and number)
- Case sensitivity can be set for text fields
Custom Validation Rule
- 4th method of Data Validation in SF
- Can be used to perform a complex validation that involves one or more fields
- 2 main parts:
1.) Error Condition Formula
2.) Error Message - More complex and can contain formulas or criteria that determine if data can be processed or rejected
- A message is displayed in the event that the right criteria is not met
- This ensures clean and accurate data is entered
Validation Condition & Error
- 5th method of Data Validation in SF
- Specified for a Validation Rule
- When the condition formula is true, the error is displayed
2 Main Methods for Mass Updating and/or Importing Data in SF
1.) Data Import Wizard
2.) Data Loader
3 Ways to Backup Data (Export) in SF
1.) Data Export Service
2.) Reports
3.) Data Loader
Data Export Service
- 1st way to backup data (Export) in SF
- Can be used to export SF data in .csv files
- Files, documents, images, and attachments can also be included in the export
- The export can be executed immediately or scheduled to run on a weekly or monthly basis
Reports
- 2nd way to backup data (Export) in SF
- Report data can be exported in CSV or XLS format by opening the desired report and selecting the ‘Export’ option from the drop-down menu
Data Loader
- 3rd way to backup data (Export) in SF
- Can be used to export ALL SF records in the form of .csv files
- Can be scheduled weekly or monthly
- If required, soft-deleted records can be excluded
- Exporting (backing up) with this tool allows me to write SOQL queries to selectively export (backup) records that fit a certain set of criteria and to choose which fields to include for each of these records
- Records are exported (backed up) in the form of .csv file(s) with 1 file per object
- Option to include (Export All) or exclude (Export) soft-deleted records, which are records that are in the SF Recycle Bin (any records deleted in the last 15 days will automatically be placed here)
- Does NOT support importing to or exporting from Sandbox environments
fData Import Wizard
- Simplest tool to Insert-only, Update, and/or Upsert records from SF
- Data export (backing up) CANNOT be done with this tool
- Accessed through Setup by Admins or End-Users
- Imports tasks (records) ONLY; Limit of importing 50,000 records
- Source file(s) MUST be in CSV format
- Only 1 Import job can be done at a time
- Validation rules and triggers WILL fire
- Running Workflow Rules and processes when records meet the critiera is optional
- Includes a feature which allows Users to turn off running Workflow Rules and Processes during Import
- ONLY:
1.) Accounts
2.) Person Accounts
3.) Contacts
4.) Leads
5.) Solutions
6.) Campaign Members
7.) Custom Objects
are allowed - Allows a User to choose which fields to find possible duplicates in and determine which action to take
- Existing records can be updated with this tool
- This tool catches duplicates
- Can choose which fields are used to determine if there is a duplicate record (ex: Contact – Name, Email or Salesforce Record Id, Account – Account Name and Site or Salesforce ID.)
- External ID’s can be used with this tool
3 Steps for using Data Import Wizard
1.) Choose data
2.) Edit field mapping
3.) Import data
Data Loader
- Client app that is downloaded and installed on my computer
- This app can be used to Add (Mass Import), Update, Delete, or Export records
- This tool is ONLY available to Admins
- Up to 5 MILLION records can be loaded
- This tool supports Exporting and Deleting records, in addition to data loads
- Workflow Rules, Validation Rules, and Triggers WILL fire for any inserted or updated records that meet the workflow rule criteria (NOT optional)
- Supports ALL objects and uploading attachments
- NO OPTION to find duplicates; an Admin would have to either engage in data cleaning and possibly use the ‘Upsert’ command to avoid unwanted duplicates
- Data to be loaded can be specified from the UI or Command Line Interface (Windows only)
- Extra layer of security can be added to protect unwanted users from importing or exporting data
- ‘Hard Delete’ will delete records without moving to the recycle bin. The ‘Use Bulk API’ setting must be enabled AFTER installing this tool
- ‘Upsert’ will update an existing record if a match is found; if not, then a new record is inserted
- ‘Export All’ will include records in the recycle bin when using this tool
- Command Line Interface (Available for Windows only) allows the automation of the loading process by setting up the configuration, sources, actions and mappings from a command line. Useful for batch operations such as nightly imports
- Import and Export is done via CSV files with each row in a CSV file creating a record while each column maps to a field
- Loading process can be scheduled/automated
5 Steps for Inserting, Updating, and Upserting files in Data Loader
1.) Login to Data Loader
2.) Select Query (Insert, Update, or Upsert)
3.) Select object and CSV files
4.) Map fields
5.) View success and error files
Import Articles
- Tool where existing articles can be imported into Salesforce Knowledge
- In Lightning Knowledge, articles of multiple record types can be imported at once
- When using this tool, a .zip folder with the following files MUST be created:
1.) The .csv file for each article
2.) The .properties file setting the article’s parameters (such as date format, character encoding, etc.) - The .zip file should contain the .csv file with the article, its corresponding .properties file, and any related HTML, or image files that need to be imported with it
- These articles MUST be sorted out by type and match its predefined Article Type in Salesforce Knowledge (for example, when importing an FAQ article, make sure that there is an FAQ article type in Salesforce Knowledge first)
- Field-level security settings allow restricting users’ access to view and edit specific fields
- Fields seen on edit and detail pages are a combination of page layout and field-level security settings
- Field-level security can be defined for multiple fields on a single permission set or profile, or a single field on all profiles
- The structure of the article needs to be predefined in Salesforce Knowledge as well
- The Salesforce Knowledge Article Type needs to have the corresponding fields to accommodate the article to be imported
- The fields will be mapped, similarly to the Data Import Wizard
- These articlees do NOT support subfields
- If the org has enabled multiple languages for its Knowledge base, use the option to Import and Export Articles for Translation from the Setup Menu
4 Steps for Importing Articles
1.) Create the .csv file
2.) Specify important parameters
3.) Zip the files
4.) Select Knowledge Base, Record Type, and Import .zip file
4 Tools for Maintaining an Org’s Data Quality
1.) ‘Mass Update Addresses’ Feature
2.) Validation Rules
3.) Duplicate Rules
4.) Merging Records
‘Mass Update Addresses’ Feature
Feature which can be used to ensure standardized country and state/province fields such as the official two-digit ISO codes
Duplicate Rules
- References matching rules, and together they define what constitutes a match and what action to take if the duplicate is found
- Determines whether and when duplicate records can be created
- Works together with matching rules to prevent users from creating duplicate records
- Salesforce has provided standard rules as well as the ability to create custom ones
Merging Records
Records considered as duplicates can be optionally merged
Matching Rules
- Determines whether the record a user is creating or updating is similar enough to other records to be considered aduplicate
- These rules will need to be activated first before it can be used in a duplicate rule
Dynamic Forms-Enabled Page
Page which has the ability to let Users know if they are working on a potential duplicate even before a save attempt
Duplicate Jobs
- Useful for periodic clean-up
- Used in Lightning Experience Performance and Unlimited Edition with standard or custom matching rules to scan existing Accounts, Contacts, or Leads for duplicates
- Can be run on custom objects; please note it’s not possible to compare and merge duplicate records
‘Duplicate Jobs’ feature
Feature in which duplicates can be found across an org
Big Objects Storage
- Storage which stores and manages massive amounts of data on the Salesforce platform
- I can archive data from other objects or bring data sets from outside systems into a big object to get a full view of my customers
3 Data Backup Options in SF
1.) Reports
2.) Data Loader
3.) Data Export Service
Reports
- 1st Data Backup option
- Data can be exported in either .csv or .xls formats by opening the ______ and selecting the ‘Export’ option from the drop-down menu
Data Loader
- 2nd Data Backup option
- App which can be used to export selected SF object data and records in the form of .csv files
- If required, soft-deleted records can be excluded
Data Export Service
- 3rd Data Backup option
- Can be used to perform an automated and scheduled export of complete sets of SF object data in .csv files
- Files, documents, images, and attachments can also be included in the export
- The export can be executed immediately (can only be done once every 7 days) or scheduled to run on a weekly or monthly basis
- Export from Sandboxes is NOT supported
Required File Type for Data Imported into SF
CSV
3 Required File Formats for Data to be Exported (Backed up) into SF
1.) CSV
2.) XLS
3.) XLSX
External ID
- An identifier for a record from another system that is added to a Salesforce object
- Useful when loading or identifying data froman external system
- Up to 25 custom fields can be used as these types of ID’s on an object
- Field type must be text, number, or email. It can also be marked as case sensitive
- Can be used for matching when importing or updating data. It is recommended to have the ‘Unique ID’ setting enabled
Mass Transfer Records Tool
- Tool which is used to transfer multiple records from 1 User to another within Salesforce
- Must be the record owner or User above in the role or territory hierarchy
- Found in the ‘Data’ section from Setup
- In some records, related recordsare transferred as well (ex: Accounts, Leads)
- When changing ownership, some related records are also transferred to the new owner
- Does NOT support all standard objects (Data Loader or the Data Import Wizard can be used as alternatives)
- Records to be updated can be exported through Data Loader or reports. The file should include the record IDs
- The import file can be then modified by replacing the owner ID column with the appropriate record owner ID
- Data Loader or the Data Import Wizard can be used to import the updated records. The Update command should be used in the operation.
8 Standard Objects that can be Mass Deleted
1.) Accounts
2.) Activities
3.) Cases
4.) Contacts
5.) Leads
6.) Solutions
7.) Products
8.) Reports
- Note: Related data is also deleted
Match Keys
Codes based on the fields referenced in a matching rule and applied to existing records
Record-Level Security
Determines the records that will be processed by a duplicate rule
‘Potential Duplicates’ component
- Components which can be added to the record page
- It will notify users of possible existing duplicates of a particular record
4 Conditions in which Duplicate Rules will NOT run
1.) Created with Quick Create or via Community-self-registration
2.) Restored with Undelete
3.) Added with Lightning Sync
4.) Manually merged
Duplicate Record Set
A list of items identified as duplicates
Backup & Restore
- A Salesforce product that can be used for automatically generating data backups
- Data can be backed up and restored in the event of integration errors, malicious attempts, or incorrect data updates
- Its main features include:
1.) Custom and Standard Object backups
2.) Daily incremental backups
3.) Backup-to-current-state comparisons
4.) Restoration to original org
5.) Backup dashboard and statistics - The ‘Backup’ tab can be used to create a backup policy
- The ‘Restore’ tab can be used to restore a backup
- The ‘Logs’ tab can be used to get information about previous backup and restore activity.
Validation Rules
- Used to verify that the data being entered by Users meets the standards set by their orgs before a record can be saved
- 2 Types:
1.) Standard
2.) Custom - Assignment rules, field updates, field-level security, or fields hidden on a page layout can make records FAIL validation
- These are only enforced during lead conversion if validation and triggers for lead conversion are enabled in the org
- These are run for records created via Web-to-Lead and Web-to-Case
- Workflow rules and some processes can invalidate previously valid fields since updates to records based on workflow rules and also on process scheduled actions don’t trigger these types of rules
- Campaign hierarchies ignore these types of rules
- Continues to run on individual records if the owner is changed
- If the Mass Transfer tool is used to change the ownership of multiple records, however, these types of rules don’t run on those records
Standard Validation Rules
Basic standard rules enforced by SF in order to maintain data quality and integrity
Custom Validation Rules
Rules that are created and incorporated with functions and logic in order to meet more business-specific validation requirements
Order of Processing Rules (from First to Last):
1.) Validation (Standard and Custom) rules
2.) Duplicate and Assignment Rules
3.) Auto-Response Rules
4.) Workflow Rules (with immediate actions)
5.) Escalation and Entitlement Rules
Standard Validation Rules
- Built-in and enforced by SF
- Specified when I define a field in Setup
- Ensures Data Type is correct for the field (ex: e-mail, phone, currency, number)
- Validates field length on text, currency, and number fields
- Enforced IMMEDIATELY on record save, prior to Workflows or Process Builders
- A value of the correct data type must be entered
- A field CANNOT have an empty value
- The same field value should NOT exist in another record:
1.) It applies to Text, Number, and E-mail fields
2.) A unique text field can be configured to be case-sensitive or case-insensitive
3 Important Implications when making a Field required:
1.) A record CANNOT be saved without a value, including when created or updated through Data Import Tools
2.) Field will be added to ALL page layouts and CANNOT be removed
3.) CANNOT be used for all field types (ex: text area (long)
5 Features of UI Required Fields
1.) Required at the UI level only
2.) Configured in the page layout editor
3.) Required only at the page layout level
4.) Field can be removed from the page layout
5.) NOT required in data imports
5 Features of Metadata Required Fields
1.) Required at BOTH UI and API level
2.) Configured at the field level
3.) Required everywhere in the system all the time
4.) Fields CANNOT be removed from the page layouts
5.) REQUIRED in data imports
Custom Validation Fields
- Custom rules configured on an object that validate field values before a record is created or updated to prevent Users from saving invalid data
- Complex Validation is applied to these fields, which are rules that can involve one or more fields (standard or custom)
- Defined using a formula or expression and return True or False, with the defined error message displaying when returned True
- Order of Execution are enforced prior to any any other processing rules, Workflows, or Processes
- Validation Rules apply to new or existing records even if fields referenced in a rule are NOT displayed on a page layout or an API call
- An Error Message can be displayed at the top of the page or next to the field that failed the Validation Rule
- If these are used in an object, it will be used to check against imported records
- If a violation occurs by meeting the criteria set in the Error Condition formula field, records CANNOT be saved
- Can be used to enforce formatting of input through the REGEX formula function
REGEX Function
- Regular expression function
- Function which only checks for the correct format in the data that was entered
Report Type
- Determines which records and fields are available in a report
- 2 Types:
1.) Standard
2.) Custom - These are the basis for Dashboards
- If this includes more than 1 object, the resulting data in the report is a Join of the records from those objects
Standard (Ready-Made) Report Type
- Defines the standard object or objects for the source data in a report
- The primary object and related objects available based on the report type are FIXED
- All standard and custom fields for each object in the Report Builder are included
- When a custom field is created, it will automatically be available in the report
- Fields CANNOT be hidden and will always be available to Users
- Use when objects and fields available in a report type meet the report requirements
- Use when building “with” reports
- ALL fields in the objects that are part of this type of report are available, including any custom fields
Custom (Make-Your-Own) Report Types
- Gives Admins the flexibility for which fields I want to make available for the Report Builder, and fields can be renamed as needed
- The primary object can be defined and up to 3 objects can be related to the primary object
- Fields available in the Report Builder can be limited, reorganized, and renamed
- If enabled in the ‘Reports and Dashboard’ settings, custom fields can be auto-added AFTER creation
- Fields can be hidden to prevent the field from being used
- Use when the report type does NOT meet the objects or fields required in a report
- Use when building “with” or “with/without” reports
- The ‘Without’ relationship is optional with this type of report type
‘With’ Condition
Condition which means there must be a matching record on each side of the relationship for the records to be included
‘Show Me’ Filters
- Filters which have to do with the ownership of records
- This type of filter tells the report which records to include
Reports
Used to report information based on object records in Salesforce and on criteria defined by the user
Report Format
- A description of the grouping that I specify in a report
- Not explicitly selected in the Lightning Report Builder; this automatically adapts based on the grouping that is configured in the report
4 Types of Report Formats
1.) Tabular Report
2.) Summary Report
3.) Matrix Report
4.) Joined Report
Tabular Report
- Report which displays an ordered set of fields in columns where each row represents an actual record
- List of records displaying their fields
- Report which is a simple listing of records
- CAN’T create a chart from this type of report
- This type of report CAN be used for a Dashboard table component
- NO GROUPINGS are added
- This report format is ideal for performing maintenance processes such as data cleanup, export, or backup
Summary Report
- Report format where rows are grouped (contains 1-3 levels of grouping); Subtotals can be viewed and allow they allow a Chart to be created
- These types of reports can be used as the source for dashboard components
Matrix Report
- Report format which involves records that are grouped or summarized by rows and columns
- Can be used to compare related totals or provide more detailed view of data
- These types of reports are useful for analyzing a large amount of data
- This type of report supports Charts
- Can be used as the source for a dashboard component
Joined Report
- Report composed of multiple reports
- Used for analyzing Salesforce data across multiple report types or getting multiple simultaneous views of an object
- Can be created by switching the report format and adding new report blocks
- The Run Page can be used to add a Chart, edit filters, add the report to a dashboard, and sort columns and groups
- Can consist of up to five (5) blocks, and each block shows data from one (1) standard or custom report type
- Each block of data returns up to 2,000 records. This type of report can return up to 10,000 records
- Allows an Admin to analyze data across multiple report types, and supports up to 5 blocks where each block shows data from 1 report type
- The filters panel displays filters by block. Each filter can be applied independently to each block
- Report blocks can be renamed, and its order rearranged
- Data can only be grouped across all blocks by common fields
3 Examples where Joined Reports can be used
1.) Sales representative performance scorecard
2.) Support cases by status with different blocks for new and closed cases
3.) Opportunity pipeline report with blocks for different opportunity statuses
6 Things that Joined Reports Do NOT support
1.) Bucket Fields
2.) Cross-Filters
3.) Rows to Display Filters
4.) Conditional Highlighting
5.) Reporting Snapshots
6.) Report Subscriptions
Charts
- Provides a visual display of the information in the report
- It can be a visual component in a dashboard, on a report, or in Lighting on List Views
- It can be created on Summary, Matrix and Joined reports
6 Types of Charts
1.) Bar
2.) Column
3.) Line
4.) Donut
5.) Funnel
6.) Scatter
Bar Charts
- Charts which are displayed as horizontal bars and are optimally used for comparing distances or time
- Can be used when a source report has a single grouping, or only one grouping needs to be displayed
Stacked Bar Charts
- This type of chart shows the proportions between values in each grouping and each groupings total
- For example, it can be used to compare the status of leads by campaign and also to compare the totals for each status
Column Charts
Similar to Bar Charts, but values are shown in vertical columns vs. horizontal columns
Line Charts
- Charts which show changes in values over some range, typically over time (ex: monthly leads by month)
- Useful for displaying changes in the value of an item over a series of points in time, such as week to week.
Donut Charts
- Charts which show data in wedges where each wedge represents a value in a grouping
- The total value of the briefing is shown in the center of this type of chart
- Used when there are multiple groupings and one needs to show both the proportion of a single value for each grouping against the total and the total amount itself
Funnel Charts
- Charts which are typically used to visualize the flow of records in a business process, such as a Sales Cycle
- These can be helpful to identify potential bottlenecks and sales processes
- These types of charts can be used to show the proportions among multiple groupings in an ordered set, such as the number of Opportunities in each stage
Scatter Charts
- Charts which require 1 or 2 summarized fields and display those values to understand groupings of data
- Used to show relevant information of one or two groups of report data and their summaries
Reporting Snapshot
- Provides information on historical data by sorting report data scheduled over a period of time
- Can be useful for analyzing changes to data over time
- Point-in-time comparative analysis on data or trend analysis can be performed
- A source report and a custom object are REQUIRED for reporting these. The custom object is used to store data from the source report
- This can be configured to run daily, weekly, or monthly
Report Subscriptions
- Reporting feature where Users can subscribe to report to directly receive report updates through e-mail
- To subscribe Users to a report, the Users must have access to the folder where the report is stored or located
10 Components of Reports in Lightning Experience
1.) Report Type
2.) Report Snapshots
3.) Exporting Reports
4.) Report Subscription
5.) Report Charts
6.) Report Format
7.) Report Fields
8.) Grouping Report Data
9.) Report Filters
10.) Joined Reports
Exporting Reports
Reports can be exported into a .csv, .xls, and .xlsx file
Report Fields
Fields determined by the report type that can be configured in a report
Grouping Report Data
Records can be grouped by rows or columns
Custom Report Types
- Users can create these if none of the standard or pre-made _________ meet the report requirements
- These can include additional fields (ex: fields related to a lookup, such as Parent Account Annual Revenue)
- Can include up to 4 levels, the primary object and 3 related objects
- The field layout defines what fields are available to be included in a report based on the report type
8 Reprt Builder Tools
1.) Bucket Fields
2.) Summary Fields
3.) Row-Level Formulas
4.) Summary Formula
5.) Count Unique
6.) Report Filters
7.) Conditional Highlighting
8.) Report Charts
Bucket Fields
- Can be used for grouping, filtering, and categorizing report values based on defined criteria
- There can be up to five (5) of these fields in a report and twenty (20) buckets for each field
- These types of fields CANNOT be created in joined reports
- Can be created from an existing column
- Fields can be defined on Number, Percent, Currency, Picklist, and Text fields
Summary Fields
- Can be used to find the sum, average, highest, or lowest value of a numeric column in a report
- Number or Currency fields can be summarized by SUM, AVERAGE, MIN, MAX, or MEDIAN
- Summary values are displayed at all grouping levels
- These types of fields also appear at the grand total level in Summary and Matrix reports
Row-Level Formula
- Creates a new dynamic column on the report that makes calculations on every report row
- Can be created for a report which requires specific information that is not available in a standalone field
- Only 1 of these types of formulas can be created per report
- Dashboard components support these
- Up to 5 unique fields can be referenced
6 Features that are supported by Row-Level Formulas in Reports
1.) Summary Fields
2.) Picklist Fields
3.) Conditional Formatting
4.) Report Charts
5.) Formatted Report Export
6.) Report Subscriptions
Custom Summary Formulas
- Can be used to a report group subtotals and grand totals
- Allows a formula to be defined on Number, Percent and Currency Summary fields
- Four (4) types of summary can be used for this type of formula: SUM, AVG, MAX, MIN, and MEDIAN
- Can be created for Summary, Matrix, and Joined reports. At least one grouping is required
- Up to five (5) formulas can be defined per report
Field-to-Field Filter
- Filter which can be used where only rows that match a criteria which compares values of two fields are returned
- The following field types are supported by these types of filters:
1.) Numeric
2.) Date
3.) Datetime
Cross Filters
Filter which can be used to display records based on whether or not they have child records of a particular type
Row Limit Filter
- Filter which can be used to limit the number of records to display in a tabular report
- A report with this filter can be used as the source for a dashboard table or chart component
Sub-filters
Filters which can be used with cross-filters to set filters on the child records
Report Builder
Allows the use of standard filters, cross filters, and historical field filters
Conditional Highlighting
- Allows summarized values to be colored depending on how they meet the value thresholds
- Can be used on summary fields such as grand totals, and custom summary formulas
- Not used to highlight fields on individual records in the detail rows or for tabular reports
Sharing Model
- Determines visibility to records
- If this type of model is Public Read/Write or Public Read-Only for an object, ALL Users will see the same records in the report
- If this type of model is Private for an object, the User will ONLY see the records they have access to. Different Users will see different results for the same report based on record ownership, access via sharing and their role
Public Folders
Can be shared to:
1.) Public Groups
2.) Roles
3.) Users
Private Folders
Cannot be shared
Record Ownership
Allows a User to see records which they own in a report
Access via Sharing
Allows a User to see records shared to them via Sharing Rules or Manual Sharing
User Role
Allows a User to see records owned by Users below them in the role hierarchy
4 Groups of People where Folders can be shared with
1.) Users
2.) Public Groups
3.) Roles
4.) Roles and Subordinates
3 Levels of Access Provided to a User, Group, or Role
1.) View
2.) Edit
3.) Manage
4 Impacts of Sharing Models on Reports
1.) OWD
2.) Page Layouts
3.) Folder Sharing
4.) Other Sharing Settings
OWD
Sharing settings which determine the default visibility to records that users see in reports
Page Layouts
- Has no impact on record visibility in reports
- A field can be viewed even if it is not visible on this
Folder Sharing
Determines access to folders in which reports are stored as User access to the folder is required
Dashboard
- A visual representation of information displayed through components which retrieve data from source reports, and provides filters to narrow the results
- Visual representations of data from reports which are very useful in analyzing data, keeping track of changes conveniently by way of subscribing to schedule receiving of up-to-date _________ data through email
- This tool maintains privacy of the report data by restricting access to authorized Users
- Organized by Folders
- Uses custom source reports created in Report Builder for displaying data
- Displays data according to the access level of the User viewing this or a specified User
- Loads component data based on when this tool was last refreshed
- Can be refreshed and e-mailed to subscribers based on a set schedule
- Aren’t automatically refreshed when a User views them
Fixed Dashboard
- Dashboard that is fixed to a specific User, and all viewers will see Dashboard data based on the access level of this User
- Supports subscriptions and scheduled refreshes, and can be stored in public folders for sharing
Dynamic Dashboard
- Data displayed on a dashboard which adapts or changes according to the access level of the logged-in User who is currently viewing the dashboard
- Set up to run as the User currently logged in
- Scheduled refreshes and e-mail subscriptions are NOT available
- These CANNOT be saved in Private folders
- Cannot be scheduled to refresh automatically and must be refreshed manually
Dashboard Component
- The visual representation of source report data
- Can be in the form of a Chart, Gauge, Metric, or Table
Chart Component
- Component which is used to graphically show report data from a matrix or summary report
- Different chart types are available to customize how data is displayed
Gauge Component
- Component which shows a single value within a range of custom values (ex: goals or performance levels)
- For example, the total opportunity amount is visualized within a range of custom target values
Metric Component
- Component which can be used to show a single key value
- For example, the total amount of all Closed-Won opportunities in the current quarter
Table Component
Component which can be used to display data from a Tabular report and show a list of records in row and column format such as a spreadsheet
10 Dashboard Components
1.) Bar Chart
2.) Line Chart
3.) Stacked Bar Chart
4.) Donut Chart
5.) Funnel Chart
6.) Gauge
7.) Scatter Chart
8.) Metric
9.) Lightning Table
10.) Legacy Table
Gauge
Displays a single value that can be used to see how far a User is from reaching a goal, such as how close a Sales User is to meeting the target revenue
Lightning Table
This type of table can show up to 200 records and 10 columns from any field that is made available in the report type of a source report even if they’re not included in the source report as columns
Legacy Table
- Dashboard component which shows columns of data from a custom report in a dashboard and allows one to use color and scale to improve interpretation of report data
- Can no longer be created in Lightning Experience; existing ones can still be edited
