How to Create a Salesforce Dynamic Dashboard 

Last Modified: February 14, 2024 - 9 min read

Hannah Recker

Far beyond the static confines of traditional dashboards, a Salesforce dynamic dashboard allows you or your team to take the role and view your data as you demand.

This step-by-step guide will unravel how to craft a Salesforce Dynamic Dashboard. 

Whether you’re a Salesforce novice or an experienced user, this guide will walk you through the entire process with the same clarity. As a bonus, we’ll cover a solution that will go beyond your expectations – Coefficient’s 2-way sync between Salesforce and your spreadsheet. You’ll never spend another dime on Salesforce licenses on your team members that simply need report visibility.

So, let’s start! 

What is a Salesforce Dynamic Dashboard? 

Salesforce dynamic dashboard creation allows users to take on a role of their choice when looking at their insights and data. It empowers users to make data-driven decisions by offering flexibility, interactivity, and the ability to showcase key performance indicators dynamically.

There are many features of a Salesforce dashboard that make it a great part of the platform:

  • Real-Time Data Updates – Dynamic Dashboards pull real-time data from Salesforce, ensuring that the visualizations and metrics are always current.
  • Interactivity – Users can directly interact with the data on the dashboard, such as clicking on charts or applying filters, to tailor the view based on their needs.
  • Customization – Dynamic Dashboards are highly customizable, allowing users to choose from various components and settings to create a personalized and visually appealing dashboard.
  • Collaboration – Dashboards can be shared with team members or stakeholders, promoting collaborative decision-making by providing a unified view of essential metrics.

However, the biggest issue with collaborating on your dashboard is that it’s static, and the person seeing it can only have one role to look at the insights at a time.

But you can change it, so let’s take the first step!

Preparing for Salesforce Dynamic Dashboard Creation 

Before diving into the creation process, laying the groundwork for a successful dynamic dashboard is essential. It is also important to note that you don’t actually ‘create’ a dynamic dashboard. Instead, you transform your default dashboard into a dynamic one.

Here are key steps to consider:

  1. User Permissions

Ensure you and your team have the necessary user permissions in Salesforce to view and modify dashboards. Verify that your Salesforce profile includes the required dashboard-related permissions to avoid access issues during creation.

  1. Data Sources

Identify and review the data sources that will feed into your dynamic dashboard. Confirm that the relevant Salesforce reports and datasets are available and up-to-date. Assess the data quality to avoid discrepancies in your visualizations.

  1. Salesforce Dynamic Dashboard Feature

Familiarize yourself with the Salesforce Dynamic Dashboard feature. Understand its capabilities, components, and customization options. This foundational knowledge will empower you to make informed decisions during the dashboard creation.

  1. Clear Objectives and Metrics

Define the objectives of your dynamic dashboard clearly. Identify the key metrics and data points that align with your organizational goals. This clarity will guide your team and yourself to understand when to switch roles and the difference in insights.

  1. Third-party Integrations

Consider integrating third-party apps like Coefficient meant to make your data management in Salesforce dynamic. Coefficient offers a two-way connection between Salesforce and your spreadsheet (Google Sheets or Excel). This connection allows you to bypass any report limitations in Salesforce, share reports with unlicensed users via your native spreadsheet share settings, push data alerts to Slack and email, and more.

5 Steps on How to Create a Dynamic Dashboard in Salesforce 

Follow these step-by-step instructions for a seamless dashboard creation experience:

Step 1: Navigate to the Dashboards

Log in to your Salesforce account with valid credentials.

In the top navigation bar, locate the “Dashboards” tab and click to access the Dashboards section.

Once it loads, select the dashboard you wish to transform from the list of present dashboards. 

Accessing the Dashboards section via the top navigation bar in Salesforce.

Step 2: Edit and Navigate to Dashboard Settings 

When your selected dashboard loads, navigate to the top right corner and select “Edit.”

Choosing a specific dashboard from the list in the Salesforce Dashboards section.

On the editing page, navigate and click on the Gear Icon to open dashboard settings.

Selecting the 'Edit' option on a loaded Salesforce dashboard.

Step 3: Change ‘View Dashboard As’ Settings

Once you select the Gear Icon, a pop-up window will appear for ‘Properties.’

Scroll down to the “View Dashboard As” section. 

Here, you can see the default option selected is ‘Me.’ 

This means you or any other team member can only view the dashboard as themselves based on the roles assigned to their accounts. This can become inconvenient for a team constantly collaborating and needing to view data insights from a different role, e.g., the owner, the editor, the accounts analyst, etc.

To make your dashboard dynamic, Choose “The Dashboard Viewer” and opt for the checkbox “Let the dashboard viewers choose whom they view the dashboard as.”

Navigating to the Gear Icon to access dashboard settings in Salesforce

This option will allow everyone on your team, including you, to choose the role you want when viewing this dashboard’s data insights. Salesforce will let you change these roles indefinitely and switch between them for different dashboard views.

Click on ‘Save’ to close and save changes to Properties.

Choosing 'The Dashboard Viewer' and enabling dynamic view options in Salesforce dashboard settings

Step 4: Save All Changes

After exiting the pop-up window, Click ‘Save’ again on the top right corner of the main dashboard editing bar.

Saving changes in the dashboard properties by clicking 'Save' in Salesforce.

Following that, Click on ‘Done’ to save all changes made and exit the session.

Clicking 'Save' to apply changes made in the Salesforce dashboard editing session.

Step 5: Preview and Test Your Dynamic Dashboard 

Once you’re done, Salesforce will revert to the home panel of Dashboards. The changes you made will be shown later. Make sure you Reload before reviewing changes.

After the page reloads, you can see the option ‘Change’ below the dashboard name ribbon

Clicking 'Done' to exit the dashboard editing mode in Salesforce

Now, anytime you or one of your team users log in, they can change how they view the dashboard. Simply click ‘Change’ and select the user from the drop-down menu in the pop-up window, and Salesforce will adjust the dashboard accordingly.

Viewing the 'Change' option on the Salesforce dashboard to adjust user views post-reload

That’s all! Your Salesforce Dashboard has been turned into a dynamic one that will streamline and improve collaboration and data analysis, reporting, and editing.

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4 Tips for Optimizing Dashboard Performance in Salesforce  

Generally, dynamic dashboards are more than just viewing roles and insight directions. There are also some other ways you can optimize and improve your dashboards for better productivity, organizing, and collaboration:

  1. Identify Your Key Metrics

Before diving into the dashboard creation process, pinpoint the key metrics that matter most to your organization. Whether it’s sales revenue, lead conversion rates, customer satisfaction scores, or other vital indicators, these metrics form the foundation of your dashboard. 

Building around these essential elements ensures your dashboard is tailored to deliver meaningful insights.

  1. Choose the Right Dashboard Components

Salesforce provides many dashboard components—charts, tables, gauges, and more. Carefully select components that best represent your data and make it easily digestible for your team. The right components enhance data visibility and comprehension.

  1. Use Filters to Focus on Specific Data

Harness the power of filters to hone in on specific data within your dashboard. Whether filtering sales data by region or product line, customization ensures your dashboard remains targeted and relevant to distinct teams or individuals within your organization.

  1. Customize Your Dashboard for Different User Groups

Recognize that not all users within your organization require access to the same data. Tailor your dashboard to cater to the unique needs of various user groups. By providing customized views, you empower each team to access the data most pertinent to their responsibilities.

Advanced Features and Tips 

As you create a dynamic dashboard in Salesforce, consider elevating your dashboard creation with these advanced features and best practices. 

  • Dynamic Dashboards in Lightning Experience

Explore the enhanced capabilities of dynamic dashboards in Salesforce Lightning Experience. Lightning Experience introduces interactive features, such as drill-downs and dynamic filters, providing users with a more immersive and intuitive dashboard experience.

  • Cross-Filtering Across Components

Enhance the interactivity of your dynamic dashboard by implementing cross-filtering across components. This feature lets users click on a data point in one chart or table, automatically filtering related components to display pertinent information.

  • Scheduled Refresh for Data Accuracy

Maintain the accuracy of your dynamic dashboard by configuring scheduled data refreshes. Salesforce allows you to set intervals for automatic updates, ensuring that your dashboard reflects the latest data from your Salesforce reports.

By incorporating these advanced features and best practices, you not only enhance the sophistication of your Salesforce Dynamic Dashboard but also create a robust and user-friendly environment for insightful data exploration.

Integrate Coefficient and Salesforce to Revolutionize Dynamic Data Management

Elevate your Salesforce dynamic dashboards to new heights by seamlessly integrating Coefficient, the indispensable companion that transforms data management into a streamlined and collaborative experience. 

Let’s delve into the features that make the Coefficient’s Salesforce integration with Google Sheets or Excel a game-changer:

  • Always-Live Salesforce Data

With Coefficient, stay in the loop in real-time as your Salesforce data evolves. Sync the Salesforce data or reports you need into Google Sheets or Excel and keep your data import on a refresh schedule.

  • Share Reports Seamlessly

No need to add expensive Salesforce licenses when your team is only viewing reports. Instead, sync your Salesforce reports into your spreadsheet and share your reports with your native spreadsheet share settings.

  • Push Back Data When You Need

Coefficient’s Salesforce spreadsheet connector offers a 2-way sync. Export your data to Salesforce in just a few clicks without ever leaving your spreadsheet.

  • Slack & Email Monitoring

With Coefficient, stay in the loop in real-time as your Salesforce data evolves. Trigger Slack and email alerts when cells change values or meet predefined conditions. This means instant notifications for chosen recipients, ensuring that crucial data changes are promptly communicated to the right stakeholders.

  • Team Notifications

Promote seamless collaboration within your team by automatically delivering notifications via Slack and email. Coefficient allows you to set up real-time, daily, or weekly digests of changes, enabling your team to monitor critical reports and KPIs effortlessly. This shared awareness ensures everyone is on the same page, facilitating informed decision-making.

  • Instant Row Alerts

Act fast on new opportunities or critical changes in your Salesforce data. Coefficient allows you to set up automatic Slack and email alerts that notify your team when a new row is added to a spreadsheet. This instant notification ensures that your team is informed and ready to take action on the latest data entries.

Integrating Coefficient with Salesforce will streamline data management and foster a collaborative environment where real-time insights and actionable alerts empower your team to make informed decisions. 

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When did you last hit a blocker with native Salesforce reports? Find yourself manually exporting data to spreadsheets to make reports there? Or manually pushing data updates back to Salesforce?

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Hannah Recker Growth Marketer
Hannah Recker was a data-driven growth marketer before partying in the data became a thing. In her 12 years experience, she's become fascinated with the way data enablement amongst teams can truly make or break a business. This fascination drove her to taking a deep dive into the data industry over the past 4 years in her work at StreamSets and Coefficient.
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