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Salesforce ADMIN -201-Winter2021 > Reports & Dashboards > Flashcards

Reports & Dashboards Flashcards

1
Q

What are the 4 reports types available?

A
  • Tabular
  • Summary
  • Matrix
  • Joined
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2
Q

The Tabular Report

A

You can:
- Use to make a list
- Supported in Dashboards
- Use Fields Buckets
you can’t:
- Report Charts not supported
- Use formulas

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3
Q

The Summary Report

A
  • *You can:**
  • Use to Group tows of data and summarize /subtotals
  • Supported in Dashboards
  • Use Report Charts
  • Use Fields Buckets
  • Use formulas
  • The most commonly used*
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4
Q

The Matrix Report

A
  • *You can:**
  • Use to Group and summarize by row and column
  • Supported in Dashboards
  • Use Report Charts
  • Use Fields Buckets
  • Use formulas
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5
Q

Report Builder

A

a visual, drag-and-drop tool that you use to create reports and edit existing ones

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6
Q

Improve Report Performance: Best Practices

A
  • Filter out unnecessary data to return fewer records
  • Filter with defined date ranges instead of open-ended relative date ranges
  • Filter with EQUALS instead of CONTAINS
  • Filter with NOT EQUAL TO instead of DOES NOT CONTAIN
  • Don’t filter by row-level formulas
  • Remove unnecessary columns
  • Write efficient formulas
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7
Q

How can you share Dashboards?

A

Dashboards are shared via folders. Whomever has permission to the folder your dashboard is saved in also has access to your dashboard. Ensure that you save your dashboard in an appropriate folder.

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8
Q

Dashboard Editor

A

The Dashboard Editor is a visual, drag-and-drop tool, which you use to create dashboards and edit existing ones. The Dashboard Editor is where you add, edit, and arrange dashboard components.

To launch the Dashboard Editor, click New Dashboard.

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9
Q

Sort Data in Dashboard Components

A

Dashboard components support two-level sorting.

So you can sort by Stage and then by Sum of Amount, or by Average Age and then Record Count.

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10
Q

What is Dynamic Dashboard?

A
  • People view data according to their own access to data
  • Users with “view all data” can choose any user view
  • Users with “View My Team’s Dashboards,” can choose any user below in the role hierarchy.

Same as choosing a “running user” Classic

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11
Q

Dynamic Dashboard limitations

A
  • You can’t follow components on dynamic dashboards.
  • You can’t save dynamic dashboards in private folders.
  • You can’t schedule refreshes for dynamic dashboards. They must be refreshed manually.
  • Deleted dashboards that are in the recycling bin count towards the 5 dynamic dashboards limit and must be permanently deleted to no longer count towards the limit.
  • You can’t subscribe to dashboards that are set to display data as The dashboard viewer.
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12
Q

What are the available options when choosing “View Dashboard As”?

A
  • Me
  • Another person (See data according to the data access level of that person)
  • The dashboard viewer (readers see data according to their own access to data - often called dynamic dashboards)
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13
Q

How do you allow viewers to choose whom they view the dashboard as?

A

Select “Let dashboard viewers choose whom they view the dashboard as” to enable a reader with appropriate user permissions to choose who they view the dashboard as.

  • With the “View My Team’s Dashboards” user permission, the reader can view the dashboard as themself or as anyone beneath them in the role hierarchy.
  • With the “View All Data” user permission, the reader can view the dashboard as anyone.
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14
Q

Subscribe to Dashboards in Lightning Ex.

A
  • Subscribe to dashboards to refresh them on a schedule that you set (daily, weekly, or monthly),
  • Receive the refreshed dashboards results by email.
  • You can subscribe to dashboards yourself and also add other users, groups, and roles
  • Subscription emails are sent to the email address set in Settings | Email | My Email Settings.
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15
Q

How many dashboard subscriptions can each user set up?

A

Each user can set up subscriptions for up to 5 dashboards

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16
Q

Dashboards subscription limitations

A
  • You can subscribe to filtered dashboards, but dashboard filters aren’t applied to emailed dashboards. When you open the email, the dashboard is displayed without filters.
  • Emails don’t reflect changes made to color palette and theme.
  • You can’t subscribe to dashboards that are configured to display data as The dashboard viewer
  • Each Email subscription supports up to 500 recipients (same as reports subscriptions)
17
Q

What happens If a subscription has more than 500 users as recipients?

A

Users are prioritized over roles, roles are prioritized over roles and subordinates, and roles and subordinates are prioritized over groups.

  1. Users
  2. Roles
  3. Roles & Subordinates
  4. Groups
18
Q

If your report gives you more data than you need how should you reduce the data?

A

Use filters

19
Q

Report Subscription

A
  • Subscribe yourself and other users, groups, or roles to receive refreshed report results by email on a schedule that you set
  • Optionally, add up to 5 conditions so report is emails if all conditions are met
20
Q

Report Subscription - considerations

A
  • Each user can set up subscriptions for up to 5 reports.
  • The folder containing the report must be shared with the subscribed user, group, or role.
  • up to 500 recipients.
21
Q

Which items can be stored in Folders?

A
  • Dashboard
  • Report
  • Email Templates
  • Macro (Enable folder on the Macro Settings first)
  • QuickText (Enable folder on the quickText Settings first)
22
Q

What access can be given to Report/Dashboard while Sharing a folder?

A
  • View
  • Edit
  • Manage access to the folder
23
Q

Report and Dashboard folders

Considerations

A
  • A Report or Dashboard is saved in the user’s private folder by default. Users can select a different folder while saving
  • Users must have access to the folder in which the report/Dashboard is saved to be able to open them
  • Even admin can’t access other’s Private folders

Salesforce ADMIN -201-Winter2021 (14 decks)

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