17. Analytic’s -Reports & Dashboards =13% – Flashcards

A report allows you to quickly summarize and chart record data. A dashboard can present summary data from multiple reports on a single page.

Tabular. Summary. Matrix. Joined.

All filters are used to exclude records from report results. The report type determines which records are included in the report when all filters are removed.

Bucketing allows you to group like values (within a single field) into labels (buckets) within a report.

The report type determines which records are included in a report (report filters are then used to remove records), and which fields can be added from the report data.

By clicking the down arrow next to the field when customizing the report, you can perform several calculations: Sum. Average. Max. Min.

Custom summary formulas give you the ability to perform calculations against summarized data within a report. For instance, let's say that I want to calculate the percent that each sales rep has contributed to the sales pipeline. A custom summary formula is different than a custom formula field. In the above scenario, a custom formula field cannot calculate the maximum value of all won opportunity records, and thus could not be used to calculate a percentage of that maximum.

If access levels for sharing report and dashboard folders is enabled (Setup --> Customize --> Reports & Dashboards --> Folder Sharing), then permissions to report and dashboard folders is determined by access level (viewer, editor, manager). If the above feature is not enabled, then report and dashboard sharing works similarly to other folders in Salesforce (e.g. documents, list views). This simple sharing model is less flexible, as you can only set the access level for all users to the folder (Read Only or Read/Write). Enhanced Sharing for Reports and Dashboards (access levels) is enabled by default for orgs created after the Winter 14 release; for orgs created prior to the Winter 14 release, the administrator must enable the feature.

Dashboards provide a representation of report data at a point in time, as viewed by the running user. A dashboard is only current as of its last refresh date, while reports are current whenever run. The data collected from the source report and displayed within each dashboard component is determined by the dashboard running user. Therefore, it is possible for a user to drill into a report from dashboard and see different results than dashboard itself. For example, Mary is a sales operations user and can view all opportunities. She is also the running user on the Sales Ops dashboard. Mark is a sales user, and can only view opportunities that he owns. When Mark views the Sales Ops dashboard, he see 534 opportunities for the 2013 pipeline. However, when he views the source report for that component, only 34 opportunity records are returned. Mark cannot view the other 500 opportunity records; Mary can. Because Mary is the running user of the dashboard, her security permissions are used to determine which results are displayed in the dashboard.

Historical trending allows an organization to report on changes to field values over time. For example, compare opportunity amounts today with amounts 3 months prior. While track field history will create an audit trail of this information, it cannot be reported on easily for comparison. Analytic snapshots provides similar features, but is cumbersome to configure, maintain, and report on for this use case. Historical trending is enabled by default in orgs created after the Winter 14 release, but can be enabled in for previously created orgs (Setup --> Customize --> Reports & Dashboards --> Historical Trending).

Embedded analytics allows an administrator to add report charts directly to a page layout. The chart can be configured to show data relevant to the currently viewed record (e.g. when viewing an account, display a chart showing opportunities only associated with that account).

Bucketing

Summary

Custom Summary Formulas

Create a dashboard with the required metrics and schedule it for weekly delivery to the appropriate users.

reports are the simplest and fastest way to look at data. Similar to a spreadsheet, they consist simply of an ordered set of fields in columns, with each matching record listed in a row. Tabular reports are best for creating lists of records or a list with a single grand total. They can't be used to create groups of data or charts, and can't be used in dashboards unless rows are limited. Examples include contact mailing lists and activity reports. Data can only be summarized across all records in the report (grand totals only).

Summary reports are similar to tabular reports, but also allow users to group rows of data, view subtotals, and create charts. They can be used as the source report for dashboard components. Use this type for a report to show subtotals based on the value of a particular field or when you want to create a hierarchical list, such as all opportunities for your team, subtotaled by Stage and Owner. Summary reports with no groupings show as tabular reports on the report run page. Data can be summarized only along the X axis (up to 3 levels).

reports are similar to summary reports but allow you to group and summarize data by both rows and columns. They can be used as the source report for dashboard components. Use this type for comparing related totals, especially if you have large amounts of data to summarize and you need to compare values in several different fields, or you want to look at data by date and by product, person, or geography. Matrix reports without at least one row and one column grouping show as summary reports on the report run page. Data can be summarized along the X and Y axes (up to 2 levels each).

reports let you create multiple report blocks that provide different views of your data. Each block acts like a "sub-report," with its own fields, columns, sorting, and filtering. A joined report can even contain data from different report types. A mashup of two or more reports into a single report.

-Field Filter. -Filter Logic. -Cross Filter. -Row Limit.

Field filters are available for reports, list views, workflow rules, and other areas of the application. For each filter, set the field, operator, and value. With tabular, summary, and matrix reports, you can drag a field from the Fields pane to the Filters pane to add a report filter.

Add Boolean conditions to control how field filters are evaluated. You must add at least one field filter before applying filter logic.

Filter a report by the child object using WITH or WITHOUT conditions. Add subfilters to further filter by fields on the child object. For example, if you have a cross filter of Accounts with Opportunities, click Add Opportunity Filter and create the Opportunity Name equals ACME subfilter to only include those opportunities.

For tabular reports, select the maximum number of rows to display, then choose a field to sort by and the sort order. You can use a tabular report as the source report for a dashboard table or chart component, if you limit the number of rows it returns.

1. Standard report types do not return the desired set of records. 2. The fields you wish to include within the report data are not available on a standard report type.

-Standard Reports. -Custom Reports.

-Built In. -Stored in standard folders. -Can be customized. -Saved as custom reports since they can't be overwritten (can't save changes to them).

-Can be built from scratch. -Can be created by customizing standard reports. -Must be saved in a custom, personal, or unfiled folder.

-Access to reports & dashboards is controlled through folders on the Reports tab. -Access can be Read Only or Read/Write. -Folders can be accessible to all users, hidden from all users, or shared using public groups or roles. -Access to folders does NOT roll up in the role hierarchy.

* Gives users finer control over how they share their reports & dashboards. * Different groups of users can be given different access to the same folder. * Users can grant Viewer, Editor, and Manager permissions to folders they create. * Enabling enhanced folder sharing may change the existing access to reports & dashboards, depending on their user permissions.

* Grants all users access to the report builder. * Enables scatter charts. * Allows users to access the old report wizard in Accessibility Mode. * Needs to be enabled manually for existing organizations * Can't be disabled after its turned on.

A user can select the "Group by Dates" option to determine how records are grouped. For example a user may display all closed opportunities with a close date in the same Calendar Week, Calendar Month, or Calendar Quarter.

* Add up to 20 additional filters to a report. * Use the Add button or drag fields from the preview pain into the Filter pane. * Link multiple filtres using "and," "or," and "not" operators to create sophisticated conditions. * Offset priority conditions using parentheses and nested parentheses.

Literal date values provide the ability to filter by criteria such as "yesterday," "last week," "tomorrow," or "next quarter." For additional flexibility, users can use variables in literal date values for days, quarters, and years. Examples include "last n days," "last n quarters", or "next n weeks."

* Up to five per report. * Cannot reference other summary formulas. * Can reference formula fields in the data. * Only display on summary rows, not on detail (record) rows.

* Bar Charts. * Line Charts. * Pie/Donut Charts. * Funnel Charts. * Scatter Charts.

* Each bar represents data from a grouping. * Use horizontal to compare many groups. * Use vertical to compare fewer groups or when grouping by a date field.

* Each point represents data from a grouping. * Use when grouping by a date field. * Great for displaying changes over time.

* Each wedge represents data from a grouping. * Size of wedge is determined by summary field. * Use to compare shares of the grand total. * Use a donut chart to display the grand total.

* Each segment represents data from a grouping. * The size of segments is determined by by the summary field of each grouping. * Use funnel charts to compare the summarized values of groupings (e.g. display total amount of opportunities at each stage within a company).

* Plot two summary fields against one another. * Visualize the correlation between values in a group (e.g. Opportunity amount vs. Win Rate). * Enable the report builder upgrade to use scatter charts.

* Side-by-Side Bar. * Stacked Bar. * Stacked to 100% Bar. * Grouped Line.

* Use this type of a chart for multiple groupings when you're not necessarily interested in showing the total. * Each value is represented by a set of bars. * Difficult to show proportions vs a total with this chart type.

* Use this bar graph to display the proportions between values. * It displays a single bar for each primary value, with secondary values shown on the same bar. * Don't use this chart if there is a big disparity between the values of the groupings (e.g. 50 vs. 1.5 MM).

Use this for proportions between values in each grouping where there may be a big disparity between the numbers in the groups (e.g. 50 vs. 1.5 MM). * All bars are the same overall length. * This is used primarily to study proportions between groups.

* Use this chart to view multiple groupings ordered by one secondary grouping that represents an ordered set of data. * Each bar represents an ordered set of data. * Missing values are displayed as gaps. * Its difficult to compare totals with this chart type.

False. The Printable View button will create a version of the report in MS Excel, not a PDF version. Everything else about the statement is correct.

False. Only Excel and CSV formats are available for export, not PDF. Formatting, groupings, and sub-totals will be lost in both of these options.

True

* Running user (must have access to the report). * Frequency. * Start and end dates. * OPTIONAL - email recipients. Additionally, report scheduling must be done after the report is run. Report scheduling is not available in the Report Builder.

- An email with an HTML version of the report embedded in the email. - A link to the actual report in Salesforce.

-Numeric Buckets. -Picklist Buckets. -Text Buckets.