How to Create and Share a Report in Salesforce?

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Salesforce is a leader in cloud-based customer relationship management platforms, and many businesses worldwide utilize it to manage their operations.
Need a quick, easy solution to create high-end dynamic reports for your business? Salesforce makes it simple. Adopting a high-end CRM Software like Salesforce can not only make a big difference in how you view and manage customer relationships, but it can also help you create several detailed reports that can improve your business operations. If you are a new user of Salesforce, you may need help understanding its features. With this user guide, you can quickly learn how to create a report in Salesforce. Your organization may also require you to circulate this report among your peers. Keep this guide as a ready reckoner to understand how to share reports in Salesforce. 

Types of Pre-built Salesforce Report Formats

Salesforce CRM has built into the system several kinds of report formats to benefit end users.

Tabular Reports 

The Salesforce Tabular reports are simple to build and view. Much like MS Excel, these reports are represented in rows and columns. So, if you are looking to present a "no-frills" report, then this is precisely what you need. This report is also suitable if you wish to export it to other applications. A good example would be a type of sales report titled " Leads."

Summary Reports

The Summary reports format is an extension of the tabular report format. When you add the grouping function, you can create a good-quality summary report providing a snapshot of the data you wish to represent. Summary reports are the most popular kind of reports. An example of a Salesforce summary report could be sales data of specific accounts along with the Total Sales value.

Matrix Reports 

With Matrix reports, you can group the data as rows and columns. Such statements are helpful when you need to analyze the given data deeply. If you want to examine the data account-wise and month-wise, you can generate this type of report. For example, a matrix report is useful when you need account-level data on sales and you may also require monthly data for each account. 

Joined Reports

A joined Salesforce report is extremely valuable because it helps you compare and analyze data effectively. With Joined reports, you can view multiple reports simultaneously. For example, you can combine data from an "Opportunities" report and an "Activities" Report and view them side by side. Such a report would help consolidate data efficiently and help you gain insights for better decision-making.

How You Can Create A Report In Salesforce

Now that you know the different types of pre-built report formats that you can generate through this software, here is a step-by-step process guide to learning how to create reports in Salesforce. 

Step 1:

Sign in to your Salesforce account.

Step 2 :

Go to the" Reports" tab. You will find it on the horizontal Navigation bar. Alternately, press on the app launcher ( denoted by nine dots on the left corner of the page) and click on "New Report."


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Step 3 :

The page opens up to "Choose Report type." Users can create either "Standard" reports or "Customized" reports. Salesforce has provided a rather exhaustive list of "Objects" (Campaigns, Accounts Leads, Deals, etc.) that any business firm would need to use to improve its sales and productivity. A new user would do well by choosing a "primary object" from the list to start the process.



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Step 4:

A critical step to determine the report's scope is to choose" fields "and add" filters." For example, For a Primary Object report named Leads, you could add fields such as "Source" and " Status." Pick the data elements you want to see using the filters pane. Some filters that you could incorporate are Date filters or Priority filters.


Step 5:

Choose a Report Format. Select one of the formats from the four described above based on the nature and use of reports that you wish to generate.


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Step 6:

Select the "Save and Run" option, enter the" Report Name" and "Report Description," and proceed to view your updated report. 

How To Share a Report in Salesforce

Now that you are an ace at creating numerous meaningful reports in Salesforce, it's time to maximize its benefits. Sharing relevant reports across teams is necessary to track data that will help improve business. Sharing a Salesforce report allows accountability, transparency, and collaboration. Besides giving clear insights into customer experience, sharing reports and statements is extremely useful in continuous improvement.  

Sharing a salesforce report is a simple task. Let’s understand how to share a Salesforce report using this easy guide. 

Step 1: 

Access the Share option either from the Dashboards or from the Reports section itself. You can also start this task through the app launcher.


Step 2:

You will find "All folders." Click on the drop-down of the folder you need to share. Choose the “Share” option.



Step 3: 

Select the Share option by clicking on it.


Step 4:

The share icon takes you to a page that allows you to decide who to share your folder with. Users can choose to allow access based on the following options -Users, Roles, Roles, and subordinates and Public groups. Make your choice from these options. Click on the specific names of people who need to see these report folders. 



Step 5:

The next step is to provide permissions to those given access to the folder. Users may be given either of the three permission options -View( can read), Edit ( read but not delete), or Manage(can edit, modify, update, and delete data. )image4.png

Step 6:

Click on “Done” to update all the changes you have made, and your reports are now ready to be shared with authorized personnel.

Pro Tips

  • Visual data is always appealing. Salesforce allows you to transform your data into bar graphs, charts, or funnels.
  • Subscribe and schedule specific salesforce reports so you can read them whenever possible.  
  • Go the extra mile by setting up Automatic distribution and notification features once you have set up your shared folders.
  • Salesforce is integrated with third-party apps, so you can even share your data folders through Microsoft Teams, Slack, or Google Drive. 


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Salesforce has user-friendly features that allow you to create and share data across users and levels in a way that will benefit the organization's decision-making. Learning how to create a report in Salesforce will help you display relevant data in an organized manner. You can measure performance, track goals, and gain customer insights using the extensive features available to create customized reports. If you know how to share reports in Salesforce, you can rest assured that you will save a lot of time and effort. Sharing informative reports with peers and superiors improves business processes and collaborative decision-making.

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