Reporting Basics (Advanced Tools)

Salesforce Tech Lounge – Spend an hour with an Expert!

October 30th, 2017

Aiyaz Ahmed

Salesforce

Salesforce Experts

Casey Dell & Darryl Brown

CSG, Community Moderation

Forward Looking Statements

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Forward Looking Statements: Link

First, some logistics Questions, answers, and staying in touch.

• How do you ask a question?

Please ask in the “Getting Started” Trailblazer Community using the hashtag

#SFTechLounge

• Will this be recorded?

Yes, it is being recording LIVE right now!

• Where can you get the presentation?

All resources from this series can be found here:

http://bit.ly/SALESFORCE-TECH-LOUNGE-RESOURCE-ARCHIVE

• Where can you go to get more information?

Use the “Success-Getting Started “ community

www.salesforce.com/success-gettingstarted

What is your level of Experience

with Salesforce Reporting?

Poll

Agenda

Reporting Basics: The basics of report creation using our Advanced Tools

• Recap of Reporting Basics (Part 1)

• What you should know for today

• Cross Filters

• Joined Reports

• Bucketing**

Recap of Reporting Basics (Part 1)

What was covered:

• Tabular Reports

• Summary Reports

• Report Formulas

• Matrix Reports

• Bucketing, Exporting and Printing

Recording for Reporting Basics (Part 1)

What should you know for today’s session

Key concepts and features you should now about:

Report Builder

Summary Reports

Filters / Filter Logic

Custom Report Types

Report Builder | Filtering Report Data | Summarizing Reports | Setup Custom Report Types

Cross Filters

WITH or WITHOUT Logic

• Specify inclusion or exclusion of records using the WITH or WITHOUT Condition .

Using Cross Filters in reports

Combine Logic

• Apply cross filters just by themselves or in combination with field filters.

NOTE:

• Filter Logic only applies to Field Filters – not Cross Filters.

• Create up to three (3) Cross Filters per report.

• Add up to an additional five (5) Subfilters for each Cross Filter.

Demonstration 1

Cross Filter

- Searching for New Account Logos

Demonstration 2

Cross Filter

- High Priority accounts to support

Demonstration 3

Cross Filter

- Cross Selling to Accounts

Joined Reports

Multiple Report view on one report

• Easily view different types of activities and information from a single report using Multiple Blocks

• Combine data from multiple standard or custom report types

• Add report types to a joined report if they have relationships with the same object(s)

• Add report blocks to your reports to create multiple views of your data.

Using Joined Reports

NOTE:

• Joined report consists of up to five (5) blocks

• For each block you can add regular and summary fields

• You can create standard and cross-block summary formulas

• Dashboard compatible if you have a Chart defined on the source report

• Export function not available

Demonstration 4

Joined Report

- Account Sales and Support insight

Bucket Fields

Categorize / Segment Data Quickly with Buckets

• Saves time and administrative efforts that would of resulted in create custom fields or formulas to categorize records.

• On-the-fly segmentation that can be done in the Report Builder when creating/editing a report.

• Eg. Bucket groups of records into “Large”, “Medium” or “Small” ranges that you define.

• Bucket fields can be used like any other field to sort, filter and group your report.

Categorizing Data Quickly with Buckets

NOTE:

• Add up to five (5) bucket fields per report each with upto twenty (20) buckets.

• Getting Started with Buckets video

• The following picklist types can’t be bucketed:

• Record Types

• Divisions

• Multi-Value picklists

• The “Type” picklist in Activity Reports

• The following Text types can’t be bucketed

• Text area (Long, Rich, Encrypted)

• URL

• Data , Date/Time

Demonstration 5

Bucket Fields

- Segmenting Deals by Size

Resources

Analyze Data Using Reports & Dashboards

Targeted resources to help you get started:

Get the Basics Learn how to build real-time reports and dashboards. Go Further View sample dashboards and take advanced tutorials. Discuss Get advice and answers from Salesforce experts and customers.

Follow the journey for accelerated success

Recommended Accelerators*

• Sales Cloud Dashboard

• Service Cloud Dashboard

Resources

• Analyze Data Using Reports & Dashboards

• For more best practices resources, visit salesforce.com/gettingstarted

*Offered to Premier customers only – learn more about Success Plans

Reporting Resource Links

Getting Started:

Getting Started with Reports & Dashboards

Reporting Workbook

Success Community:

Getting Started

Reports & Dashboard

Trailhead Modules:

Reports & Dashboards

Documentation and Videos: Add a bucket field Force.com Workbook - Add buckets to your report Getting Started with Buckets (Youtube) Cross Filter cheat sheet How to Use Cross Filters (Youtube) Joined Reports cheat sheet Tutorial: Creating a Joined Report Joined Report examples Introducing Joined Reports (Youtube)

Winter ’18 Hot Topics – Lightning Report Builder (Beta)

Join our Release Readiness & Feature Adoption community to learn about our Major Releases

Click HERE to view recording

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Q & A

Feel free to post questions directly in the Getting Started Community.

DEMO SCRIPTS

Note : The scripts for the demos are specific to the presenter’s demo org.

These scripts are solely to guide you through the steps taken to perform the demonstrations.

Demonstration 1 - Steps

Cross Filter - Searching for New Account Logos

> Reports Tab > New Report > use **"Account-Opportunity" custom report type (for Accts w/ Oppties)

> Group report by Account Name, and show columns for Opportunity Name and Stage

> Filter pane: Show - All Accounts, Date Field - Close Date, Range - All Time

> Run Report

> Customize (Report Builder)

> Filters > Add CROSS FILTER

> (CROSS FILTER – Row 1) Accounts with Opportunities > Click OK

> Run Report

> Customize (Report Builder)

> Filters > Add CROSS FILTER

(CROSS FILTER – Row 2) Accounts without Opportunities

WHERE

(SUB FILTER – Row 2) Stage equals Closed Won > Click OK

> Run Report

** Account-Opportunity is a custom report type we’ve created (Accounts with or without Opportunities)

Demonstration 2 - Steps

Cross Filter - High Priority accounts to support

> Reports Tab > New Report > Use ** "Accounts with Cases" Custom Report type (for Accts w/ Cases)

> Columns to include Case Number, Owner, Status, Subject, Grouped by Account Name

> Filters pane: Show - All Accounts, Date Field - Created Date, Range - All Time

> Run Report

> Customize (Report Builder)

> Filters > Add CROSS FILTER

> (CROSS FILTER – Row 1) Accounts with Cases

WHERE

(SUB FILTER – Row 1) Status equals Escalated > Click OK

> Run Report

** Accounts with Cases is a custom report type we’ve created (Accounts with or without Cases)

Demonstration 3 - Steps

Cross Filter - Cross Selling to Accounts

> Reports Tab > New Report > Find and Select “Opportunities with Products” report > Create

> Customize (Report Builder) > Set to Summary Format > Group by Opportunity Name – Sub-Grouping by Account Name

> Run Report

Now we have a report sorted by each Individual Opportunity with a listing of Product Line item Names underneath each

grouping. What we want to do now is start adding Cross filters so we can filter out the Accounts that do NOT have

> Filters > add CROSS FILTER

> (CROSS FILTER – Row 1) Opportunities with Products

WHERE

(SUB FILTER – Row 1) Product Name contains “Printer, Laptop, Desktop“ > OK

> Run Report

> Customize (Report Builder)

> Filters > Add CROSS FILTER

> (CROSS FILTER – Row 2) Opportunities without Products

WHERE

(SUB FILTER – Row 2) Product Name equals “Premium Support” > OK > Run Report

Note : The filter criteria we used in this demo is specific to the products / line items in

our demo org.

Demonstration 4 - Steps

Joined Report - Searching for New Account Logos

We’re going to do for this Joined Reports demo is build a view of Accounts with their Opportunities and Support Cases.

> Reports Tab> New Report > ** Account-Opportunities > Create (Keep Account Name and Opportunity Name column)

> Change report format to JOINED REPORT

You'll notice you now get a BLOCK, and the the filter pane will be grouped into Blocks for each BLOCK you create

> Filter pane: Show - ALL ACCOUNTS , Date field - Close Date, Range –All Time

> Add field Filter > Stage equals to CLOSED WON > OK

> Drag "Stage" field onto 1st report block

> Double click on block and name it "Accounts with Closed Opportunities"

Now to add another joined report (basically another block)

> Drag Opportunity Name from Field pane onto blank area of Report canvas

Now a new block has been created with just the "Opportunity Name" field

> Double click on 2nd block and name it "Accounts with Open Opportunities"

> Add same columns to 2nd block, Opportunity Name and Stage

> Drag "Stage" field onto 1st report block

** Account-Opportunity is a custom report type we’ve created (Accounts with or without Opportunities) Cont’d next slide

Demonstration 4 – Steps (cont’d)

> Filter pane: Show - ALL ACCOUNTS, Date field - Close Date, Range – All Time

> Add field Filter > Stage NOT equals to CLOSED WON or CLOSED LOST > OK

Now what we can do to get this level of visibility into the support department is click "Add a Report Type” button to add an

additional block to add a report on Cases.

> Click "Add Report Type"

> Customer Support Report folder

> Select "Cases" report

Now we've added the Cases view to this report as a Third Block

> Inline edit 3rd block , name it "Open Cases"

> Filter Pane: All Cases, Date Field - Opened Date, Range - All Time

> Filter logic: Status not equal to "Closed" and anything else that means case has been resolved

Now lets GROUP BY ACCOUNTS

> Drag ACCOUNT NAME onto grouping field

Now we have a scorecard type report that is segmented by the Account Name

> Click Hide Details

The report will now look “clean” just showing the number of Opportunities and Cases.

Demonstration 5 - Steps

Bucket Fields - Segmenting Deals by Size

> Reports tab > Find and Open “DEMO Pipeline Report”

> Customize (Report Builder)

> Field pane: Show – All Opportunities, Opportunity Status – Open, Date Field – Close Date, Range – ALL TIME

> Add Bucket Field > Drag to report column

> Edit Bucket Field pop up

---- Source Column "Opportunity Amount"

---- Bucket Field Name "Deal Size"

---- Define Ranges and Names of Bucket value:

<= 10000 Very Small, > 10000 to 50000 Small, > 50000 to 250 000 Medium, >250000 Large

---- Treat Empty Amounts as black (Leave unchecked)

> Click OK

> Group Summary report with Deal Size

> Run Report