Questions such as “How do I build a Salesforce Report” and “How do you share a report in Salesforce?” are currently some of the most asked Salesforce queries on search engines, so we have written a handy step-by-step guide to help users do just that!
How to Build a Salesforce Report
Navigate to the Reports Tab:
- Log in to your Salesforce account.
- Go to the “Reports” tab.
Click on “New Report”:
- On the Reports tab, click the “New Report” button.
Select a Report Type:
- Choose a report type that best fits your reporting needs. Report types determine which objects and fields are available for your report.
- Select the primary object for your report, such as “Opportunities,” “Contacts,” or “Accounts.”
Choose a Template (Optional):
- Some report types may offer templates. You can choose a template to get started quickly or select “Tabular” for a blank report.
Add Fields:
- Drag and drop fields from the left pane to the preview pane to add them to your report. Fields represent the data you want to include in your report.
- You can add and arrange fields as needed, and you can include fields from related objects if the report type allows it.
Apply Filters (Optional):
- Click on the “Filters” tab to apply filters to your report data. Filters allow you to narrow down the data based on specific criteria.
- Add filters such as date ranges, record types, or custom criteria.
Set Sorting (Optional):
- Navigate to the “Sort” tab if you want to specify the order in which your records appear in the report. You can sort by one or more fields.
Preview the Report:
- Click on the “Run” button to preview your report. This allows you to see how the data is presented based on the selected fields, filters, and sorting.
Save the Report:
- If you are satisfied with the report, click the “Save” button.
- Enter a name for your report, choose a folder to save it in, and add a description if needed. We recommend using systemised naming and detailed descriptions to make it easier for yourself and other users when searching for a report.
Run and Customise the Report:
- After saving the report, you can run it anytime by clicking on its name from the Reports tab.
- Use the report toolbar to customise the report, change filters, or adjust the date range.
Schedule and Subscribe (Optional):
- If you want to receive the report on a regular basis, you can schedule it or subscribe to it. Click on the “Schedule” or “Subscribe” button to set up these options.
You can continue to modify and customise the report based on your evolving reporting needs. Note that the exact steps may vary slightly depending on your Salesforce instance and the version you are using.
How to Share a Report in Salesforce
Run the Report:
- Navigate to the “Reports” tab in Salesforce.
- Locate and run the report you want to share.
Open the Report:
- After running the report, click on the report name to open it.
Click on “Show”:
- In the report view, locate the “Show” drop-down menu. It is usually located near the top-right corner of the report.
Select “Show Details”:
- Choose “Show Details” from the drop-down menu. This step is necessary to access the report’s details and sharing settings.
Click on “Run Page” or “Run Report”:
- Once you are in the detailed view, click on “Run Page” or “Run Report” to access the report’s properties.
Access Report Properties:
- Look for the “Properties” link, often located near the top-right corner of the page, and click on it to access the report’s properties.
Modify Sharing Settings:
- Scroll down to the “Sharing Settings” section on the report properties page.
- Click on the “Edit” button to modify the sharing settings.
Adjust Sharing Settings:
- In the sharing settings, you can choose the level of access (Read-Only or Read/Write) for different groups or individual users.
- Use the “Add” button to add new users or groups to the sharing settings.
Save Changes:
- After adjusting the sharing settings, click “Save” to apply the changes.
Notify Users (Optional):
- If needed, you can notify users about the shared report by sending them an email. Check the “Notify Shared Users” option if you want to send notifications.
That’s it! The report can now be shared with the specified users or groups according to the configured sharing settings. Keep in mind that you need appropriate permissions to modify sharing settings for a report. If you don’t have the necessary permissions, contact your Salesforce administrator.
For more help with Salesforce reports or other queries, give us a call on 0117 230 2390 or email hello@performa-it.co.uk.