This lesson will provide an overview and example of how to create a new Report from scratch.
Open Reports Tab
To create a Report from scratch:
- Open the Reports tab
- Click New Report…
Select Report Type
The Report Type dictates which objects in SFDC (Salesforce.com) will be available in the Report. Not all fields can be show up in the Report because there would be too many and not all objects can be linked together and be reported on. The Report Type allows you to narrow down to the objects you want to report on. Up2Go will provide custom Report Types to report on CPRM objects. These are explained in the next article, “Up2Go Report Types”.
For example, if you just wanted to report on the information on the Deliverable you would choose a Report Type which just looks at Deliverables. If you want to report on Deliverables and Delivery Schedules you will want to choose a Report Type, which contains those two objects. If you have a SFDC CRM license, SFDC will have pre-made Report Types available for the SFDC standard objects, these cannot be customized.
Note: When selecting the Report Type there is Quick Find (2) section at the top. If you know which object you want to report on (Deliverables for example), type Deliverable in that area and all the Report Types which use Deliverables will show up as an option.
Once the Report Type has been selected, click Create (3) to continue. This will take you to the Report Builder where you can work with the data to create the desired Report.
Report Builder Screen
The Report Builder screen is broken up into 3 areas:
- Fields – this is where all the available fields for your Report (based on the Report Type you selected) are shown
- Filter – this is where you can apply filters to your Report to narrow down your data to what you want to report on
- Preview – this is where you drag the fields you want to report on and you get a small preview of the data
The full Report will be shown once you click Run Report, explained in later steps. Initially when you start with your new Report you will notice there are already fields pre-populated. To remove these fields and start with an empty Report, click Remove All Columns (4). We will want to add a chart to this Report which is not possible in the current format. Change the Report format from Tabular to Matrix (5).
In this example, the steps below break down each section of the Report Builder and in each section, example data is included.
The fields, and organization of these fields, are predetermined based on the fields selected in the Report Type. At the top of the Fields section you have Quick Find box (1) where you can type in the name of the field you are looking for. In this example, “Bus” (short for “Business Unit”) has been entered. This will then show you all fields which contain that word. There is also the section on the upper right which allows you to filter the available fields (2) based on if they are a text field, a number field, or date field. You can also select All to remove all filters.
In this example, “Bus” has been entered into the Quick Find box to search for the “Business Unit” field and All has been selected for the field filter. Once you find the field you want to report on, select the field, drag then drop it over to the preview area.
Now you can adjust your filters based on the data you want to see. Please note that if the Show field (1) contains the word “My” in it, only the data available to you will be shown. If someone else in your organization runs this same Report, only the records belonging to that running user will show up.
Most filters are dynamic and will adjust based on who is running the Report. They will fluctuate as time goes on if you pick a dynamic Date Field (2) (for example, “Current FY” will change to the current fiscal year based on today’s date). If you choose specific date ranges (for example 12/31/2012 and 1/1/2013), those date ranges will not change once it becomes 1/1/2013.
In addition to the standard filters, you can also add additional filters. Click the Add button (3) at the top of the section. You will be directed to choose which additional fields (4) you want to filter on (for example if you wanted to focus on one (or multiple) Business Unit(s), select “Business Unit”). Select your operator (equals, not equal) and then select your criteria (for example, “Our Revenue”). You can do this for number and date values as well. Click here to view to a good resource for literal date values from SFDC.
In this example, All Programs has been selected for the Show filter (1), All Time was selected for the Range filter (2), and Revenue Category equals Our Revenue was entered for additional filter (4).
Preview – This is the area where you click, drag and drop your fields into. It is important to know that the preview section will only show some of the Report data. Once the Report is Run, all data will populate. As you adjust your filters you will also see your data adjusting to that criteria. You can click, drag and drop the fields into any order you want. If you want to remove a field you can either click on the heading and drag it back to the Field area or click on the down arrow in the heading and choose Remove Column. If you do not want to report on these fields click Remove All Columns (3). This gives you a clean slate.
- Report Formats – Each Report Format has their pros and cons. As you work with Reports more you will find which Report Format works the best for the data you are trying to analyze or show.
- Tabular(shown in this example): Pro – allows for easy exporting to excel. Con – cannot summarize data, cannot create a Report chart or Dashboard Chart
- Summary: Pro – can summarize multiple data fields, can create Report Charts and Dashboard Charts. Con – does not export as clean as Tabular, can get complex if you want to summarize many fields
- Matrix: Pro – can summarize large amounts of data into a clean, organized format; can create Report Charts and Dashboard Charts, very similar to Pivot Tables in Microsoft Excel. Con – only can summarize 2 fields in the columns and 2 fields in the rows, does not export to Excel as clean as Tabular
- Show/Hide Details – When using a Summary or Matrix Report Format you can choose to Show or Hide Details. Adding fields in the detail section allows the user to get additional information on a summarized line item. By hiding the details you show the user a more concise set of data and it reduces the amount of time it takes to run a Report. The user can decide if they want to show or hide details as well
Building the Report
Now that you have the general idea of how Reports are composed, let us build an actual Report. To do this, select fields from the Fields section, drop them in the correct spots in the Preview section then Add filters (if needed).
In this example, Business Unit (1) by Deliverable (2) are added to the first 2 columns and Schedule Date (3) is added. Notice that when Schedule Date is added, the data is broken down by month. This can be changed by hovering the mouse over the Schedule Date field until you see the drop down menu icon appear. Click on it and select Group Dates By then select Fiscal Year. This will pool the data by fiscal year rather than by individual month.
Charts can be added to all Report Format types except Tabular. To add a chart, click the Add Chart button (1).
Here at the top of the Chart Editor you will be able to choose the chart Type (vertical bar chart, horizontal bar chart, pie chart, donut chart, etc.). Most Report Types have 2 tabs in the Chart Editor which allow you to customize your chart:
- Chart Data tab – Here you can specify attributes such as what appears on the “Y-Axis”, “X-Axis”, how your data is “Grouped By” as well as “Combination Charts”
- Formatting tab – Here you can specify how the user will view and interact with the chart
In this example, a vertical bar chart has been selected for the chart Type (3). In the Chart Data tab (1), Sum of Revenue is selected for the Y-Axis, Schedule Data for the X-Axis and Business Unit for Grouped By. In the Formatting tab (2), Show Axis Label and Enable Hover functions have been selected for Data Labels and Small is selected for the Chart Size.
Once all attributes have been selected, click OK (4) to continue.
Save and Run Report
Next you will need to Save (1) the Report and give it a Name (2). Next you will need to specify in which folder the Report should be saved in. Keep in mind the folder permission levels which will play a role in who can see this Report. If the Report you are creating is intended for personal use, such as the one in this example, it should be saved in the My Personal Custom Reports (3) folder. From the Save Report As screen, click Save and Run Report (4).
This will take you to the actual Report.