Salesforce Advance Administrator Notes (Dashboards)


Dashboard formats and what type of data is best displayed in each format:

  • Horizontal bar/vertical column charts are great for showing geographical data, stage or status information, or any data that’s part of a single grouping.
  • Pie and donut charts are useful for displaying data that shows proportions of a total, such as the number of leads by lead source.
  • Funnel, is best used for showing ordered pick lists such as opportunity stage, case status, or lead stage.


In Enterprise Edition, Unlimited Edition, and Performance Edition, you can schedule dashboards to refresh daily, weekly, or monthly. You can also set up Salesforce to send an email with an HTML version of the dashboard when the refresh completes. For email applications that don’t support HTML, the email includes text and a link to the dashboard. Each dashboard has a running user, whose security settings determine which data to display in a dashboard.If the running user becomes inactive, the report is not run. The system administrator receives an email notification to either activate the user, delete the report schedule, or change the running user to an active one in the scheduled report.

Portal users receive report and dashboard refresh email notifications when the Allow Reports and Dashboards to Be Sent to Portal Users option is enabled.

Schedule the refresh.

  • Set the Frequency Click the Daily, Weekly, or Monthly fields to show more options. Enterprise, Unlimited, and Performance Editions can have up to 200 scheduled dashboard refreshes. Unlimited and Performance Edition users can schedule up to two dashboard refreshes an hour per day. Enterprise Edition users can schedule up to one dashboard refresh an hour per day.
  • Specify dates in the Start and End Dashboards refresh in the time zone of the user who scheduled the refresh.
  • Under Preferred Start Time, click Find available options…to choose a time.The dashboard refresh runs within 30 minutes of your preferred start time. For example, if you select 2:00 PM, the refresh may happen any time between 2:00 PM and 2:29 PM, depending on availability.

Refresh Limits

  • If you schedule a dashboard to refresh on a specific day of every month, it only refreshes on months that have that specific day. For example, if you schedule a refresh for the 31st of every month, the dashboard won’t refresh on 30-day months. To refresh on the last day of every month, choose “Last” from the On day of every month drop-down list.
  • Dashboards won’t refresh as scheduled if the running user doesn’t have access to the dashboard folder.
  • If a dashboard has filters, only the unfiltered version is refreshed.
  • You can’t schedule refreshes for dynamic dashboards. They must be refreshed manually.

DYNAMIC Dashboards

To set up a dynamic dashboard, create a folder to hold the dashboard and its underlying reports, then create the dashboard.

Your organization can have up to 5 Enterprise Edition10 for Unlimited and Performance Edition, and 3 for Developer Edition.

  • You can’t save dynamic dashboards to personal folders.
  • You can’t schedule refreshes for dynamic dashboards. They must be refreshed manually.


FILTER a Dashboard.

Filters are available for both dynamic and standard single-user dashboards. When you filter a dashboard, the filtered view is preserved so that the next time you see the dashboard, data is filtered by the same view.



  • Filters can’t be added to dashboards that contain Visualforce or s-control components.
  • It’s not possible to filter on bucket fields.
  • Filters aren’t applied when you schedule or email a dashboard.
  • You can’t filter data on a joined report in dashboard view or add a filter to a dashboard that only has joined reports.
  • Each dashboard can have up to 3 filters. A maximum of 50 filter options is possible with Salesforce Request.

 Salesforce Advance Administrator Notes

Author: AJ

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