Hub and Spoke Topic: Salesforce

Salesforce Reports allow organizations to drive more revenue with data-based decision-making.

You can use Salesforce Reports & Dashboards to chart the productivity of your company, understand how employees are utilizing sales tactics, and adjust selling strategies to hit quotas.

In this article, we’ll review everything you need to know about joined reports in Salesforce, including what they are, how to use them, and common use cases.

Salesforce Report Types

Before we dive into joined reports, let’s review the different report types in Salesforce CRM. There are primarily four report types which we’ve outlined below.

Tabular Reports

Tabular Reports, often called Tables, are a basic list of data. There are no groupings, and this is an ideal option when it comes to exporting data for manipulation in Google Sheets.

Tabular reports are often used as a starting point for data to be cleansed and uploaded via other tools such as Data Loader. However, the Data Loader is often limited and prone to error, which is why many users leverage a dedicated Google Sheets Salesforce connector instead.

Tabular report formats are also ideal for “top ten” lists of Accounts (or other object records). Some examples of these reports would include Accounts at High Risk, Highest Grossing Opportunities, or Contracts Up for Renewals.

Summary Reports

Summary Reports are one of the most popular report types, based on their flexibility and visualization capabilities, such as charts and graphs. In a Summary Report, data is grouped by a common field, such as Account Name, or Opportunity Owner. The visualizations available for summary reports include, but are not limited to, funnels, pie graphs, and bar graphs.

Matrix Reports

Matrix Reports are more complex than tabular or summary reports and are best used for financial or complicated numerical data. You can group both by rows and columns and see it in more of a “matrix” pattern.

Examples of matrix reports include Closed Opportunities per Sales Rep, per month, or year over year data for the past five years on the value of top accounts. And now, we get to the main event: Salesforce Joined Reports!

Joined Reports

A joined report is a Salesforce report that allows you to show data that share a relationship with one or more objects.

Joined reports are often used when objects are not in parent-child relationships, such as Accounts and Opportunities.

Here’s an example. A joined report might show relationships between Opportunities and Cases, since they share a relationship with Accounts.

This differs from the Tabular, Summary, and Matrix report type in that it’s a unified display of different reports.

Examples of Joined Reports in Salesforce

There are many examples of joined reports functionality that you can take advantage of to build out your analytics, such as:

• Opportunities with High Priority Cases Ratios (seen in tutorial below)
• Support Reps Scorecard
• Pipeline Predictor by Sales Rep Success
• Any custom object + Accounts
• Top Accounts with Open Cases

As long as a relationship exists with a common object, you can build a joined report in Salesforce.

Step-by-Step Walkthrough: Joined Reports in Salesforce

Let’s say you want to see a connection between Closed Won Opportunities and how many high priority Cases there are for that Account. This will help you gauge if there is a correlation between deal size and customer issues.

To do this, we must create a joined report that shows a ratio between Closed Won Opportunities and High Priority Cases.

Here’s a step-by-step guide on how to set the joined report up:

1. Navigate to the Reports tab and select New Report.

2. Choose your primary report type. In this example, we chose Opportunities. Select Continue.

3. After the report is generated, choose the drop down beside Report and choose Joined Report. Select Apply.

5. Select Add Block in order to add your second report type.

6. Choose your second report type. In our example, we chose Cases. Select Add Block.

7. Adjust your columns by ensuring the Outline tab is selected. Add columns under the appropriate block based on your objects.

8. Select the Filters tab to reduce the results in the report and focus the data. We added a report filter for Stage under the Opportunities block and a filter for case priority under the Case block.

Don’t forget to Save & Run.

Congrats – You’ve built a Joined Report in Salesforce! But don’t stop there – you can still make additions to your joined report to make it more robust.

Add a Formula to a Salesforce Joined Report

Adding a formula to a joined report in Salesforce can help make the data more useful for analysis.

Let’s continue with the example above and build a formula that divides the number of opportunities by the number of high priority cases.

9.  Select the Fields expandable menu (vertical, beside Outline).

10.  Select Create Cross-Block Formula. Build your formula by selecting and inserting fields into the formula box.

In our example, we want to create a ratio between Opportunities and Cases, so we’ll select the Record Count option from each block. You can validate your formula, and once Valid, can select Apply.

Add a Chart to a Joined Report

Adding a chart to a joined report is a great way to visualize the intersection of your Salesforce data.

11. Select Add Chart at the top of your report.

12. Select the wheel in the chart widget to edit Chart Attributes.

13. Adjust the attributes to fit the image you need to display.

And there you have it! A chart that now complements your Salesforce Joined Report!

Check out Salesforce Emily’s walkthrough on joined reports for a full video tutorial on how to create joined reports:

Video Walkthrough: How to Create a Joined Report in Salesforce

What Permissions Do I Need for a Joined Report?

The two permissions needed in order to create a joined report in Salesforce are:

• Create and Customize Reports
• Report Builder

These permissions are usually included in System Administrator profiles, but can also be given to super users and assigned via permission sets.

Limitations for Joined Reports in Salesforce

Here are some limitations you should consider before you leverage joined reports in Salesforce. Joined reports cannot do the following:

• Add bucket fields
• Add cross filters
• Apply conditional formatting
• Contain five report blocks or less
• Utilize report types such as Account History or Lead History
• subscribe to joined reports
• Certain limitations on dashboard filtering

Joined Reports: Build Multifaceted Data Stories in Salesforce

To summarize, joined reports are a great tool for combining different types of data into a collective visualization to understand a bigger picture of what’s going on in your org.

However, reality is, you will run into reports that can’t be built in Salesforce from time to time, for whatever reason. That’s when the flexibility of spreadsheets come in handy. Tools like Coefficient allow you to sync Salesforce data to your spreadsheet to automate data imports, exports, reports, and notifications without ever leaving your sheet.

Bonus? You can easily blend your Salesforce data with data from your BI tool, DB, payment platform, and other SaaS systems with this one, simple Google Sheets add-on.

Salesforce reporting is a pivotal tool for extracting valuable insights from your data. Among these, “Stage Reports” are essential for effective sales pipeline management, offering dynamic views of opportunities through different stages.

This guide provides a clear, step-by-step process to create a Stage Report in Salesforce, equipping sales professionals and administrators with actionable data insights.

Understanding Stage Reports

A Stage Report in Salesforce refers to a visual representation that tracks the progress of a specific process or project through various stages. It provides a snapshot of where each opportunity, deal, or project stands in its lifecycle.

• Importance in Sales: In sales, Stage Reports are pivotal for monitoring the sales pipeline. Each stage represents a key phase in the sales process, from initial contact to closing a deal. Sales teams use these reports to identify bottlenecks, prioritize leads, and forecast revenue.
• Importance in Project Management: In project management, Stage Reports are instrumental in tracking the evolution of tasks and milestones. Projects often pass through distinct phases, and these reports provide a visual overview of progress. Project managers utilize them to assess timelines, identify potential delays, and allocate resources appropriately.

Preparing to Build Your Report

While preparing to build your stage report, you need some data and necessary permissions to prepare the report on Salesforce. Here are the required prerequisites to prepare your stage report

1. Ensure Necessary Salesforce Permissions

• Permissions Check: Confirm that you have the necessary permissions to create and run reports in Salesforce. Check your user profile settings or consult your Salesforce administrator to grant the required access.
• Data Access Permissions: Ensure that your Salesforce profile allows access to the specific objects and fields needed for the report. Adjust field-level security and object permissions as necessary.

2. Overview of Data Needed for a Stage Report

• Identify Relevant Objects: Determine which Salesforce objects are essential for your Stage Report. In sales, this often involves Opportunities; in project management, it might be Tasks or Projects.
• Select Key Fields: Identify the key fields that represent different stages in your process. For sales, these could include Stage, Amount, Close Date, etc. In project management, it might be Task Status, Start Date, Due Date, etc.
• Data Quality Check: Ensure that the data in the selected fields is accurate and up-to-date. Clean up any discrepancies or outdated information to ensure the reliability of your report.
• Consider Filters: Think about any specific criteria or filters you want to apply to your report. This could include time frames, specific team members, or other relevant parameters based on your reporting needs.

Step-by-Step Guide: Creating a Stage Report in Salesforce

Creating a stage report is crucial for effective collaboration and tracking the progress of a specific process or project through various stages. Follow this detailed walkthrough to seamlessly create a stage report for your project on Salesforce.

Step 1: Access the Report Module in Salesforce

• Log in to your Salesforce account and navigate to the “App Launcher.”
• Select the “Reports” app to access the Salesforce Report Module.

Step 2: Select the Right Report Type

• Click on the “Create Report” button and choose the appropriate report type.
• For a Stage Report, select the report type that aligns with your data structure, such as “Opportunities” or “Projects.”

Step 3: Customizing Report Criteria

• Define the criteria for your Stage Report. Specify parameters such as date ranges, opportunity owners, or project statuses to tailor the report to your specific needs.

Step 4: Adding and Organizing Fields

• Add relevant fields to your report to capture key information.
• Organize these fields to present data logically.
• For a Stage Report, consider including fields like “Opportunity Name,” “Close Date,” or “Project Stage.”

Step 5: Applying Filters for Accurate Data

• Refine your Stage Report by applying filters.
• Filters ensure that only relevant data is included in your report.
• For instance, filter opportunities or projects based on specific criteria such as “Closed-Won” or “In Progress.”

Step 6: Saving and Naming Your Report

• Once satisfied with your Stage Report settings, click on “Save” and provide a meaningful name for your report.
• Choose an appropriate folder for organization and future access.

Enhancing Your Report

To make your Stage Report in Salesforce more insightful and visually impactful, consider the following customization options:

• Customization Options: Select relevant fields, group data, and apply strategic filters.
• Adding Graphs and Charts: Integrate visual elements for a comprehensive overview.
• Dashboard Integration: Incorporate your report into a Salesforce dashboard for a holistic view.
• Dynamic Filters: Implement interactive filters for on-the-fly analysis.

Conclusion

Customize your Salesforce Stage Report to align with your organization’s unique needs. Leverage visual elements, strategic data grouping, and Salesforce’s reporting capabilities to maximize utility.

 For an advanced data management experience, explore Coefficient. Enhance your Salesforce reporting with Get started with Coefficient and unlock the potential of sophisticated data analysis and management.

Salesforce reports are one of the most impactful features of the CRM platform. They allow your team to organize, analyze, and visualize sales data to make key decisions about your operations and org.  

Salesforce offers four different types of reports, each with their own benefits, from tabular reports, to summary reports, to matrix reports, to joined reports.

The most popular Salesforce reports are summary reports.

Summary reports help slice and dice data in a myriad of ways for both custom and standard objects. They allow for groupings, display results as sums or as parts, and any user with the appropriate permissions can build them.

Summary Reports provide incisive results for a diverse array of Salesforce users. They’re in the toolkit for anyone, from a Salesforce Admin building complex company reports, to a Sales Manager who wants to identify high performing reps.

Read on to learn how to build a summary report in Salesforce, based on step-by-step walkthroughs and best-practices.

Benefits of Salesforce Summary Reports

Summary reports are widely leveraged by Salesforce users, due to their power and versatility. Here are some of the benefits of summary reports:

• Analyze data grouped in rows
• Consume three levels of data in one view
• Combine charts, summary fields, and bucket fields
• Add easy-to-understand visuals in dashboards
• Access subtotals to get more granular results

How can you use summary reports in your org? Next, we’ll review a few common examples in Salesforce.

10 Examples of Summary Reports in Salesforce

You can create a summary report for just about anything in Salesforce. Some of the common use cases include, but are not limited to:

1. Top Performing Sales Reps by Region
2. Most Valuable Accounts per Opportunity Amount
3. Opportunity Pipeline this Quarter
4. Customer Support Rep Response Time
5. Customer Satisfaction by Support Rep
6. Neglected Leads to Focus On this Week
7. Hot Leads that Need Attention
8. Contracts Up for Renewal Ranked by Amount
9. Tasks Due Today by Team Members
10. Custom Object Records of Your Choice

If the data can be segmented, it can usually be inserted into a summary report in Salesforce.

And as long as reporting is enabled for custom objects, they will mesh seamlessly with summary reports.

Now let’s learn how to build a summary report in Salesforce.

How to Build a Summary Report in Salesforce

Building a summary report in Salesforce is actually quite easy. In our example, let’s view Closed Won Opportunities sorted by Type.

This will give us a better look at our revenue sources so we can focus on those in the coming quarters. Here’s how to build the report.

1. Navigate to the Reports tab and select New Report.

1. Select the object for the basis of your report. For this example, we want to view Opportunities. Select Continue once your object (or objects) have been selected.

1. Select the Filters tab, and begin to make adjustments. For our report, we changed Close Date to All Time and added a filter for Stage since we only want to see Closed Won.

1. Next, select the Outline tab. Clean up the Columns by selecting the “X” beside fields you do not wish to see in this report, and search for and add any fields you would like to see.

1. White still on the Outline tab, add a field to the Group Rows section. This is what helps segment the report. For our report, we added the Type field.

1. Next, change the name of your report by selecting the pencil and select Save & Run to see the results. Once a folder is selected, your report will appear.

1. Congrats! You now have a Summary Report in Salesforce! Use this time to make adjustments. Let’s remove the Stage field from the report since a filter focuses only on one stage.

But don’t stop there! You can make enhancements to your summary report that make it even more informative.

Enhancement Options

You can enhance your summary report to view your data in different ways, depending on what you need to accomplish. Here are some different ways to toggle your reports and improve your insights.

Turn Off Detail Rows

In some cases, you’ll just want to see raw numbers, without the details of record names or all the fields in one long report. There’s a simple solution for this — you simply need to turn off the Detail Rows.

You can see in this report that Detail Rows have been enabled, indicated by the white checkmark and blue background.

To turn that off, simply select the check. You can now see a more condensed version of your report.

This is not a permanent change and can be done quickly and easily to see a breakdown of your report without having to scroll.

Add a Chart to Your Summary Report

A colorful visualization can supplement your summary report, and it does not take long to add. Plus, if you plan on using your summary report in a dashboard, a chart is essential.

1. Select Add Chart from within your report.

1. A chart will automatically appear, but you can make changes by selecting the wheel from within the chart.

1. Select your Display As (1) to indicate the type of visual you want, then scroll down (2) within the Chart Properties box to make additional changes.

1. Under Chart Attributes, enter a name for Chart Title. Continue to scroll through Chart Properties.

1. Adjust X-Axis and Y-Axis if needed. Select the field under each Axis to see other options. In this example, we changed the X-Axis from “Sum of Amount” to “Record Count”. You can also choose to change colors, indicate measurement lines, or show values on the chart graphic.

1. Once you’re done making adjustments, select the drop down beside Edit on the report and select Save.

Now you have a chart that’s a hefty addition to your report and dashboard. This makes the data easier to digest and less overwhelming for those that find rows of results difficult to comprehend.

How to Access Summary Reports

The last thing you want to do is create a report and never use it again. There are numerous ways to access your reports once you’ve built them.

• Subscribe to your reports to have them emailed to your inbox.
• Find your report on the Reports tab on your home page.
• Access a dashboard that has all of your reports lined up for easy visibility.
• Nest a report on your Home screen.

There are also tips to keep in mind when it comes to making the most of your Salesforce Summary Reports.

3 Pro Tips

In our work with hundreds of sales teams, we’ve learned a thing or two about summary reports and how to best use them. Here are three ways to make your Salesforce summary reports more efficient:

1. Don’t be afraid to play around with your report and save a version or two. You may discover you like it displayed differently depending on your audience.
2. Keep your chart simple! Use the appropriate display for the type of information you have in your report.
3. Use one report for multiple dashboard widgets. You can display the same data in multiple graphs, and reduce clutter by not having the same report saved numerous times.

Now that you know how to create a Salesforce Summary Report, you can keep an eye on important data and trends within your org!

Import Summary Reports into Spreadsheets for Expanded Analysis

Although Salesforce summary reports offer key insights, importing them into Google Sheets enables you to engage in expanded analysis and visualizations and share with stakeholders that don’t have access to an expensive Salesforce license.

With Coefficient, you can connect Google Sheets to Salesforce in a single click and import Salesforce data from existing reports, objects & fields, and custom SOQL queries.

Here’s how to import a summary report into Google Sheets with Coefficient:

Click Extensions from the Google Sheets menu. Select Add-ons and choose Get add-ons. This will bring you to the Google Workspace Marketplace.

Search for “Coefficient”. Click the Coefficient app.

Approve the prompts to install.

Once installation is finished, return to Extensions on the Google Sheets menu. You will see Coefficient available as an add-on.

Launch the app. Coefficient will run on the sidebar of your Google Sheet.

Step 2: Select Import From… on the Coefficient sidebar

Choose Salesforce as your data source.

Enter your Salesforce credentials and press authorize. You will enter the “Import Salesforce” tab.

Here, you can choose to import data from a Salesforce report, Object & Fields, custom SOQL queries, or saved library imports.

Choose “From Existing Report” to import your summary report.

Choose your summary report and then click “Import”.

Your summary report will populate in your spreadsheet.

Navigate to the Coefficient sidebar to modify your source report in your spreadsheet.

Choose the columns you want to include. Also, turn on “include grouping and totals” to import the raw data behind the summary.

If you modify any of the data, you can export the data updates back to Salesforce CRM directly from Google Sheets.

Next, set up automatic data refreshes.

Coefficient automatically refreshes data to keep your Salesforce data up-to-date in your Google spreadsheet. You can configure your data to auto-refresh hourly, weekly, or monthly.

Coefficient also enables you to refresh data instantly by clicking the Refresh button at the top of your imported dataset.

Summary Report Versatility

Summary reports are the most popular report type in Salesforce, and for good reason. They enable you to analyze data grouped in rows, add easy-to-understand visuals in dashboards, and combine charts, summary fields, and bucket fields.

And if you want to make your Salesforce data analysis even more flexible, import your Salesforce reports into Google Sheets and leverage the built-in power of spreadsheets to generate new insights.

Get started with Coefficient for free to pull your Salesforce data into Sheets and conduct advanced visualization and reporting in your preferred spreadsheet platform.  

Are you struggling with the limitations of Salesforce reports? You’re not alone. Many teams find these restrictions frustrating, but there are powerful alternatives and solutions that can transform your approach to managing and reporting on your Salesforce data.

Understanding Salesforce Report Limitations

Salesforce, while powerful, comes with its set of challenges that can restrict your ability to fully leverage the data within your CRM. By understanding these limitations, organizations can better strategize on how to complement Salesforce’s capabilities with tools like Coefficient, which are designed to simplify data manipulation and enhance reporting flexibility.

Salesforce Report Limitations You Might Encounter

• Row and Data Export Limits: Salesforce reports are restricted to displaying up to 2,000 rows in the browser interface, with the option to export up to 100,000 rows depending on your organization’s permissions and settings. This limitation can be a major hindrance when trying to perform comprehensive data analyses directly within Salesforce.
• Custom Reporting Limits: Not all Salesforce editions support custom reporting. For example, the Essentials and Starter editions, tailored for smaller businesses, lack advanced features like custom reporting. This limitation can prevent businesses from tailoring reports to meet specific informational needs, which is crucial for strategic decision-making​.
• Complexity and User Access: Customizing reports in Salesforce can be complex, requiring a certain level of expertise. Additionally, Salesforce often restricts modification rights to users with administrative access. This can create bottlenecks in organizations where only a few individuals have the necessary permissions to alter report setups, leading to delays and dependencies.
• Interface and Usability Challenges: Salesforce is not the most user-friendly platform, especially when it comes to configuring and managing reports. Users often need a deep understanding of the platform to navigate and use its reporting tools effectively, which can lead to inefficiencies and a steep learning curve for new users.
• Performance Issues: Especially in its Lightning version, Salesforce can perform slowly, complicating the process of adding filters or making report adjustments. This can significantly impact the user experience, making it frustrating to work with large amounts of data or complex report configurations.

Strategies to Overcome Report Limitations

Expanding data visibility beyond these standard limitations is crucial for businesses looking to derive deeper insights and make informed decisions.

This section explores how overcoming these barriers, by leveraging advanced data connectivity tools like Coefficient, can transform the accessibility and usability of business data, allowing for more dynamic and extensive data interaction directly within familiar spreadsheet environments.

We’ll not only dive into the possibilities, but also how org’s like Miro are getting deeper, faster insights from their Salesforce data.

First things first, what is Coefficient?

Coefficient, a 5-star rated app on AppExchange used by over 350,000 professionals, offers a seamless solution to bypass these report limitations by integrating your spreadsheet – whether you use Google Sheets or Excel – directly with Salesforce and enhancing your spreadsheet capabilities. Coefficient offers:

• Direct Integration with Salesforce: Import your Salesforce data directly into Excel or Google Sheets. This bypasses the typical row and customization limits, allowing you to work with your data more freely.
• Real-Time Data Updates: Coefficient updates your spreadsheets in real time, ensuring you always have the latest data at your fingertips. This is crucial for making timely decisions based on the most current data.
• Ease of Use: With Coefficient, you don’t need deep technical skills to manage complex datasets. Its user-friendly interface makes it accessible to all team members, enhancing productivity across your organization.

With Coefficient:

• Row limitations are null and void – this help article can walk you through the process.
• Any custom report is possible with the flexibility of your spreadsheet.
• Any stakeholder can access and explore your data regardless if they have a Salesforce license.
• You stakeholders are generally comfortable in spreadsheets and therefore won’t run into many, if any, issues while exploring their data. Especially, if they take advantage of Coefficient’s AI functionality that can build your formulas, charts, pivots, and SOQL.
• Your spreadsheet will perform much faster than your Salesforce reports because you’ll only need to select and pull in the exact data you need for your report. Even with large datasets, you can use Cloud Datasets for the speediest performance in your spreadsheet.

Now, let’s dive into some practical use cases with an org we all know and love, Miro.

How Miro Overcomes Salesforce Report Limitations

Miro’s ops and GTM teams use Coefficient to draw data directly from Snowflake and Salesforce into Google Sheets, effectively bypassing the row, customization, and accessibility limitations of Salesforce reports. This integration provided them with the flexibility to handle large datasets and complex reporting needs without relying on IT or data teams.

In a nutshell, Coefficient enables real-time data access and manipulation, allowing the Miro team to keep up with the fast-paced changes in their business environment, thus ensuring their data analyses were current and actionable.

Enhancing Report Customization

• Automated Lead and Forecasting Models: At Miro, Coefficient facilitated the creation of automated lead routing and comprehensive forecasting models directly within Google Sheets. This not only streamlined their workflow but also provided deep insights into lead management and business forecasting that were not readily available through Salesforce.
• Custom Applications Within Spreadsheets: Coefficient empowered Miro’s team to build custom applications within spreadsheets and allowed them to tailor projects quickly to the complexity required, making the tool extremely adaptable to varying needs.

Streamlining Access and Collaboration

• Autonomous Operation: Coefficient’s ease of use allowed Miro’s RevOps team to operate autonomously with their Salesforce and Snowflake data, without needing constant support from other departments. This independence is crucial for teams needing to iterate fast and test methodologies efficiently.
• Seamless Integration and Collaboration: Coefficient’s integration capabilities made it easier for teams at Miro to collaborate on data-driven projects without the typical delays associated with data processing and analysis.

Overcoming Technical Limitations

• From Ad-Hoc Analyses to Structured Reporting: Coefficient transformed Miro’s approach from performing time-consuming ad-hoc analyses to establishing a robust, automated reporting structure. This shift significantly reduced the time spent on data management while increasing the accuracy and relevancy of the reports produced.

Conclusion

Salesforce report limitations shouldn’t hold back your team’s potential. Embrace a tool like Coefficient and discover a new level of flexibility and power in your data management and reporting practices. Seamlessly integrate Salesforce data into your preferred spreadsheet environment, bypassing traditional barriers and unlocking capabilities that transform raw data into actionable knowledge.