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Admin Best Practices: Reports and Dashboards

Admin Best Practices: Reports and Dashboards

salesforce admins

Sourced through Scoop.it from: admin.salesforce.com

Great video and content! Building quality reports and dashboards is so essential to having a thriving Salesforce business

App of the Week – Dashboard Pal

App of the Week – Dashboard Pal

For anyone using Salesforce, many of your favorite apps are probably all about functionality and getting things done. However, some apps are simple organizational items, that make getting things done quicker and easier. Meet the Dashboard Pal from Salesforce Labs. This lightweight app simply allows users a faster and better way to select which dashboards they would like to have displayed, and then saves their individual preferences, so that they always get the most relevant dashboards for themselves.

The Dashboard Pal component allows users to display different dashboards available in an org and is available on all lightning pages.

Check it out here!



Do You Have Sales Performance and Task Dashboards?

Do You Have Sales Performance and Task Dashboards?

What does your sales team see when they login to Salesforce? A generic homepage? Apps, widgets and screens that aren’t relevant to their job and are only there taking up space?

If the answer to any of these is yes, you are missing out! Not only is this an easy opportunity to empower your team and give them a leg up each day, but they are actually losing time and effectiveness by not having Salesforce Dashboards on their home page.

A well-built home page may include but is not limited to:

  • Calls Logged
  • Tasks (pending and completed)
  • Calendars & Events
  • Leads Breakdown
  • Opportunity Pipeline
  • Recent Opportunities & Records

Some of these items come pre-built in the Salesforce Lightning Builder, such as “Today’s Tasks”, “Recent Records” and “Recent Items”. The others are simply added as “Report Charts”.

Sure, you do need to go ahead and create some of your own reports, but this is also where you can get creative and make reports that are custom-tailored to your business and sales needs. For example, to create a report showing the Opportunity Pipeline for a particular Sales Rep, create a report with the following filters:

  • All opportunities
  • Close Date = All Time
  • Opportunity Status = Open
  • Probability = All
  • Stage = not equal to Prospecting
  • Opportunity Owner = (name of rep)

When you add this report to the home page you can also specify that the particular Home Page should be shown to only a particular App and Profile, thus making it possible to customize for each user in your company. 

Click here for more details on building your home page


-Ryan and the CloudMyBiz Team


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How to Generate Grand Total Summary Reports in Salesforce

How to Generate Grand Total Summary Reports in Salesforce


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!

Apsona for Salesforce combines various essential tools

Apsona for Salesforce combines various essential tools


When you have Salesforce, you have a huge array of tools at your disposal on the AppExchange. One of the downsides here is that you can easily end up with a ton of separate tools and features, that don’t necessarily talk to each other and potentially leave you with gaps in your knowledge. Wouldn’t it be nice to have a number of these different tools connected through the same app? Apsona for Salesforce is a suite of powerful tools for Salesforce, that enhance productivity and gives you better access to your data. Tools include reports, dashboards, data tools and document generation. All from one connected suite, meaning you only have an easier and more streamlined way to power up your data.


Apsona provides multi-object reporting, cross-object searches, grid editing, import/update/export via CSV, calendar views, mass update/delete and more. Add-ons for document generation (Excel, Word, PDF), mail merge and charting (dashboards, charts, pivot tables)

Check it out here!