List Views and Reports in Salesforce are critical tools to your day-to-day process flow. List Views help you identify what needs your attention, and Reports let you understand your data on a deeper level and help determine your next steps. Giving your team dynamic Lists and Reports to let them act on their most critical records is critical, but if you’re relying on a User lookup other than the Owner field to determine who has the next steps, you may have built dozens of Reports and List Views, one for each user, to meet their needs. If you feel this pain, try this more dynamic solution and pare down your lists in five minutes!
Create a new Formula Field, make it a checkbox, and enter the following, replacing Owner for your User lookup: Owner:User.Id = $User.Id . If the current user is the same as the Owner, the value will be True, so you can use this in your Reports and List View filters, choosing that field, the operator of “equals” and a value of True. Now, log in as any user or stand over one of your users’ shoulders and make sure it looks good. Now, you have one Report or List View that works for your whole team. Give this simple formula a try today and let us know how it’s helping you!
-Jared and the Salesforce Guys
CEO of CloudMyBiz Salesforce CRM consulting services with a deep knowledge in the lending industry. Taking keen interest in the project management side of operations, playing a vital role in the 31% YOY company growth. Strategic leader, mastering the ability to problem solve at every level of the business, providing effective solutions for clients.
All List Views and Reports have the option to Filter by Owner.
You can choose My Records or All records.
So why do you need the formula field?
I’ve seen a lot of scenarios where the Owner of the record is different from the user acting on it at one stage or another. For example, the owner of the Opportunity might be a Sales Rep, but there’s another User lookup for Accountant, and they need to get involved once the Opportunity reaches a certain stage.
Another scenario is on a Case, where a technical resource or supervisor may be brought in to help the assigned service rep resolve the issue.
In these scenarios, the standard Owner filter provided in all List Views is insufficient. In these cases, a lot of companies have a list view for each of those users, and that just gets sloppy. This solution resolves this issue by replicating the standard “My Records” filter.
Where would you create this formula field? Thanks
You can create this on any object where you’re dealing with the above scenario. I find it most commonly needed on Leads, Opportunities, and Cases, but this functionality works for any object. For more information on how to create a custom field, see the link below.