Salesforce Advance Administrator Notes (Report)

Reports

Report types and how they’re used:

  • Tabular reports are the simplest and fastest way to return your data in a simple list view format. Keep in mind that tabular reports can’t be used to create dashboard components.
  • Summary reports return your data with subtotals and other summary-level information. Summary reports are great for showing average dollar values for closed won opportunities by salesperson or number of cases by status by support representative.
  • Matrix reports show data summaries against both horizontal and vertical criteria; for example, total sales per sales rep per year by quarter.
  • Joined report format lets you view different types of information in a single report. A joined report can contain data from multiple standard or custom report types.

Custom Report Types

A report type defines the set of records and fields available to a report based on the relationships between a primary object and its related objects. Reports display only records that meet the criteria defined in the report type.

You can create custom report types from which users can report on your organization’s reports and dashboards. When defining a custom report type, select Reports or Dashboards from the Primary Object drop-down list on the New Custom Report Type page.

Choose the primary object your new report type will support, then give it a name and a useful description. Mark it as “in development” until you’re ready to make it available for users to create reports.

 New Bitmap Image (3) 1.     Report Type2.     Report Name

 

  • You can choose from all objects—even those you don’t have permission to view. This lets you build report types for a variety of users.
  • Once you save a report type, you can’t change the primary object.
  • If the primary object on a report type is a custom object, and the custom object is deleted, then the report type and any reports created from it are automatically deleted.
  • If you remove an object from a report type, all references to that object and its associated objects are automatically removed from reports and dashboards based on that type.
  • A custom report type’s Deployment Status changes from Deployed to In Development if its primary object is a custom object whose Deployment Status similarly changes.
  • A developer can edit a custom report type in a managed package after it is released, and add new fields. Subscribers automatically receive these changes when they install a new version of the managed package. However, developers can’t remove objects or fields from the report type once the package is released.
  • When you delete a custom report type, any reports based on it are also deleted. Any dashboard components created from a report based on a deleted custom report type display an error message when viewed.

Limits on Report Types

Custom report types are subject to some limits to ensure high performance and usability.

  • You can add up to 1000 fields to each custom report type.A counter at the top of the Page Layout step shows the current number of fields included. If you have too many fields, you can’t save the layout.
  • You can’t add the following fields to custom report types:
    • Product schedule fields
    • History fields
    • Person account fields
    • The Age field on cases and opportunities
  • A custom report type can contain up to 60 object references.If you select the maximum limit of four object relationships for a report type, then you could select fields via lookup from an additional 56 objects. However, users will receive an error message if they run a report from a custom report type and the report contains columns from more than 20 different objects.
  • Object references can be used as the main four objects, as sources of fields via lookup, or as objects used to traverse relationships. Each referenced object counts toward the maximum limit even if no fields are chosen from it. For example, if you do a lookup from account to account owner to account owner’s role, but select no fields from account owner, all the referenced objects still count toward the limit of 60.
  • Reports run from custom report types that include cases do not display the Units drop-down list, which allows users to view the time values of certain case fields by hours, minutes, or days.
  • You can’t add forecasts to custom report types.
  • Report types associated with custom objects in the Deleted Custom Objects list count against the maximum number of custom report types you can create.

Complex Charting

>> Use Visualforce charting to assemble a variety of chart components into a complex chart that represents multiple sets of related data. The end result can be quite sophisticated and attention getting. A Visualforce chart is defined using a series of charting components, which are then linked to a data source to be graphed on the chart. Create a chart with Visualforce by doing the following:

  • Write an Apex method that queries for, calculates, and wraps your chart data to send to the browser.
  • Define your chart using the Visualforce charting components.

When the page containing the chart loads, the chart data is bound to a chart component, and the JavaScript that draws the chart is generated. When the JavaScript executes, the chart is drawn in the browser.

 

>> Use a combination chart to show multiple values against a single axis range, show two chart types together, or compare two continuous summary values. A combination chart plots multiple sets of data on a single chart.

Custom Summary Formula

Create custom summary formulas for reports to calculate additional totals based on the numeric fields available in the report.

  • A formula is an algorithm that derives its value from other fields, expressions, or values.
  • Custom summary formulas can contain 3900 or fewer characters.
  • Custom summary formulas are available for summary, matrix, and joined reports.
  • They can’t be shared across multiple reports.
  • Two types of custom summary formulas are available with joined reports: standard and cross-block.
    • Standard custom summary formulas apply to one report type, and can be added to blocks that are based on that report type only.
    • Cross-block custom summary formulas let you calculate values across multiple blocks in a joined report.
  • Formulas treat blank (null) report cells as zero values.
  • Summary fields on tabular, summary, and matrix reports can display up to 21-digits.
  • Percents are represented as decimals in summary formulas. 20% is represented as 0.20.
  • When a field is deleted or is unavailable (for example, because of field-level security), all custom summary formulas that contain the field are removed from the report.
  • A summary formula can’t reference another summary

Bucketing

Bucketing lets you quickly categorize report records without creating a formula or a custom field. When you create a bucket field, you define multiple categories (buckets) used to group report values.

You can add up to five bucket fields per report, each with up to 20 buckets.

Limits

  • Each report is permitted to have a maximum of 5 individual bucket fields a piece.
  • Each of these bucket fields are permitted to have 20 individual “buckets.”
  • Each individual bucket can contain up to 20 values
  • This limit does not include the use of “Other” as permitted within the bucket field’s setup.
  • The overall bucket field is also limited based on query size, which is usually around 50 values for the whole bucket.

Joined Reports

A joined report can contain data from multiple standard or custom report types. You can add report types to a joined report if they have relationships with the same object or objects.

A joined report consists of up to five report blocks, For each block, you can

  • add regular and summary fields,
  • create standard and cross-block custom summary formulas,
  • apply filters,
  • sort columns.

You apply groupings across all blocks in the report, and can add up to three groupings to the blocks,

You can also add a chart to a joined report.

Each joined report has principal report type. By default, the principal type is the first one added to the report, and is identified in the Fields pane with a small dot beside its name.

The principal report type controls how common fields are named.  When a joined report contains multiple report types, some fields are identified as common fields and it’s shared by all report types.

Cross Filters on Reports

Use a cross filter to fine-tune your results by including or excluding records from related objects, without having to write formulas or code. You can apply cross filters by themselves, or in combination with field filters. Add subfilters to further filter by fields on the child object.

  • Each report can have up to three cross filters.
  • Each cross filter can have up to five subfilters.
  • Filter logic applies only to field filters, not cross filters.

 Salesforce Advance Administrator Notes


Author: AJ

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