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The reports and dashboards in Salesforce can be customized to show you just about anything you want to see. This can be a great benefit for any business because you can get in-depth details on your sales team and performance, marketing initiatives, overall ROI and more. Of course, becoming a master of reporting can take quite a bit of time and practice.

One situation that occurs often is when you want to group a few different elements into a single summary report to show a bigger picture. So what do you do if you’re looking to show a report grouping’s share of the grand total? Pretty simple. You just a add custom summary formula at the summary level from the “Fields” pane in Reports. Here’s the steps to make this happen:

Standard Reports

    • Under ‘Formulas’ in the field window, double-click Add Formula.
    • Enter a name for the formula and a short description
    • From the ‘Format’ picklist, select Percent.
    • Under “Decimal Places,” select the number of decimal places to be displayed.
    • Select the Display Area where the calculated formula should be displayed – select Grouping1 to calculate percentage according to rows.
  • Note: Grouping1 won’t display if your report has not already been grouped prior to creating the formula.
  • Build your formula:
    • To display the percentage of fields by grouping at a summary level, select the RowCount to consider total number of rows in each grouping and use the formula structure PARENTGROUPVAL(summary_field, grouping_level)
    • Complete Formula:  RowCount / PARENTGROUPVAL(RowCount, GRAND_SUMMARY)

Matrix format reports

If you have a Matrix format report, the formula “RowCount / PARENTGROUPVAL(RowCount, GRAND_SUMMARY)” will result in an error reading “Error: Invalid custom summary formula definition: Incorrect number of parameters for function ‘PARENTGROUPVAL()’. Expected 3, received 2.”

This error occurs because 3 parameters must be defined for this report format, for example: PARENTGROUPVAL(summary_field, parent_row_grouping, parent_column_grouping)

For Matrix format reports, your complete formula would be RowCount / PARENTGROUPVAL(RowCount, ROW_GRAND_SUMMARY, COLUMN_GRAND_SUMMARY)

That wasn’t so hard, was it?  Need to learn more about how to group your reports? Click here!