As a Salesforce Support Admin, I get asked the same question multiple times. Reporting is a hot feature in Salesforce and a lot of insights can be generated when using Salesforce Reports correctly. I have gathered the most common asked question below.
A field isn’t available in my report builder
A new field was created in your Salesforce org and you want to add this information to a specific report. But after scrolling through the available fields, you can’t find it anywhere.
In this case, you probably used a custom report type to create this report. Custom report types are a way to create dynamic reports that go beyond the standard reports in Salesforce. You can see a custom report type as a framework that tells Salesforce which objects and fields to use in a specific report. If you have created your new field after this custom report type has been created, the field won’t be available in the framework of the report type.
Let me simplify it. You can view a custom report type as a closet full of clothes, referring to your closet as the report framework and the different pieces of clothing as fields. Each morning you can open your closet to choose which pieces to wear. Your choice is limited to the pieces hanging in your closet. If you buy a new piece, you will need to hang it in your closet in order to have a full overview of all your clothes and take that new piece into account. You will need to do the same with your new field and add it to your closet, in this case your custom report framework.
But how do you do this? If you have the permission to manage reports and dashboards you can do this yourself, otherwise you will need to ask your Salesforce Admin to adjust the custom report type.
Where can I find an overview of who is subscribed to which report?
In Salesforce you can easily check to which reports you are personally subscribed too. Go to your report overview and check the column ‘Subscribed’. If there is a check mark visible, you are subscribed to the report, otherwise you are not.
Do you want to subscribe to a report? Click on the arrow on your report level and select ‘Subscribe’. Enter your preferences and you are ready to go! Notice that you can only subscribe to maximum 5 reports at one time.
Sadly, Salesforce doesn’t offer admins an overview of who is subscribed to which report. You can only view this on a personal level.
I have shared a report with my colleague, but he can’t view the report?
Sharing reports is a great feature in Salesforce, but this works closely to the access the colleagues have. When Sharing a report, you need to take into account the sharing hierarchy in reports.
A report will always be stored in a folder. When you don’t have access to this folder, you won’t be able to view this report. Please take into account that when giving the user access to this folder, the user will be able to view all reports in this folder.
The user is granted access to the folder, but still can't view the report. So what’s next? The problem is caused by the permissions of the user on the object and fields. A user always needs to be able to access the objects and fields used in the creation of the report. Your Salesforce admin needs to change the permission of the user. Be careful, changing the permissions of a certain user can affect other users with the same permissions. Think structurally about the changes you or your admin is going to make.
I can’t manage to make a report based on a Multi-Select Picklist
Multi-Select Picklist gives you the ability to select several options at once. This is a great functionality for common use, but not easy to report on.
For example, you have a field that references the chosen flavours of your ice cream. This field is a multi-select picklist with the values ‘Chocolate’, ‘Vanilla’ and ‘Strawberry’. You want to draw a report that shows you how many ice creams you sold with a Vanilla, Chocolate or Strawberry flavour. Because of the Multi-Select Picklist, there are several options possible, for example:
- Option 1: Strawberry
- Option 2: Strawberry and Chocolate
- Option 3: Strawberry and Vanilla
Based on the above options, your report should show you 3 times Strawberry, 1 time Vanilla and 1 time Chocolate. But sadly, Salesforce makes it difficult to filter on a certain value in the multi-select picklist. You will not be able to create an overview of the amount of the several flavours chosen in an ice cream.
When creating a field with the type Multi-Select Picklist, take into account that the reporting options are limited.
If you have specific questions about your reports in Salesforce, don’t hesitate to contact us. Send your issue to firstname.lastname@example.org and we are happy to help you!