Salesforce Fundamentals · Topic 3 of 3
Reports, Report Types and Dashboards
Salesforce reports for app builders: report formats, standard and custom report types, with and without relationships, and dashboard running users.
- 4 min
- Four formats: tabular, summary, matrix, joined.
- Custom report types: one primary object plus up to three related objects.
- "With" excludes parents with no children; "with or without" includes them.
What it is
Reports list and summarize Salesforce records. A report type decides which objects and fields a report can use. Dashboards show report results as charts, gauges, metrics and tables.
For an app builder, the key skill is choosing or building the right report type so a new custom object and its relationships can be reported on in the way the business asks.
How it works
Report formats
| Format | Use it for |
|---|---|
| Tabular | A simple list, such as a contact list or an export |
| Summary | Rows grouped with subtotals, such as opportunities by stage |
| Matrix | Grouping by rows and columns, such as amount by stage and month |
| Joined | Several report blocks, each possibly from a different report type |
Summary and matrix reports can drive dashboard charts. Tabular reports can feed a dashboard only when they show a limited number of rows.
Report types
Standard report types are created automatically for standard objects and for custom objects with reporting enabled. Relationships also get report types, such as Accounts with Contacts.
A custom report type is built when the standard ones do not fit. You choose:
- A primary object, plus up to three related objects, each linked to the one before it.
- For each related object, "with" (only parent records that have related records) or "with or without" (all parent records, with related records where they exist).
- Which fields appear, and optionally fields from lookup objects through Add fields related via lookup.
- A deployment status: In Development while testing, Deployed to make it available to users.
| Requirement | Report type choice |
|---|---|
| Accounts that have at least one open case | Accounts with Cases |
| All accounts, including those without cases | Accounts with or without Cases |
| Accounts that have no cases at all | Accounts with or without Cases, then a cross filter "without Cases" |
Useful report features
- Bucket fields group values into categories without creating a field, such as Small, Medium and Large accounts.
- Summary formulas calculate across groups, such as win rate.
- A row-level formula calculates a value for each row.
- Cross filters show records with or without related records.
- Reporting snapshots save report results into a custom object on a schedule, for trend reporting.
Dashboards and the running user
A dashboard shows data as one user sees it.
| Setting | Effect |
|---|---|
| Run as a specified user | Everyone sees the data that user can see |
| Run as the logged-in user (dynamic dashboard) | Each viewer sees only the data they can access |
Reports themselves always respect the viewer's sharing and field-level security. Dashboard filters let viewers switch values, such as region, without new dashboards.
A worked example: Project__c is the master of Timesheet__c. Managers want all projects listed, including projects with no time logged yet. The builder creates a custom report type with Project__c as the primary object and Timesheet__c related with "with or without" related records, sets it to Deployed, and builds a summary report grouped by project.
When an exam scenario says "including records that have no related records", look for a "with or without" custom report type.
How the exam asks about this
- "Report on a new custom object with its child object." A custom report type.
- "Each manager should see only their own team's numbers." A dynamic dashboard.
- "Group accounts into size bands without a new field." A bucket field.
What to remember for the exam
- Four formats: tabular, summary, matrix, joined.
- Custom report types: one primary object plus up to three related objects.
- "With" excludes parents with no children; "with or without" includes them.
- Custom report types must be Deployed before users can use them.
- Dynamic dashboards run as the logged-in user; others run as a specified user.
A dashboard that runs as a specified user shows that user's data to everyone who opens it, which may expose more than viewers can normally see.
Common mistakes
Choosing "with" when the requirement includes records without children. Use "with or without".
Forgetting to deploy a custom report type. It stays invisible to users while In Development.
Expecting a report to show records the user cannot access. Reports follow sharing and field-level security.
Check yourself
How many objects can a custom report type include?
One primary object and up to three related objects.
Which dashboard setting lets each viewer see only their own data?
Run as the logged-in user, which makes it a dynamic dashboard.
Which tool groups report values into categories without a new field?
A bucket field.
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