- 7 months ago
Create New Reports & Dashboards
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FunTranscript
00:00:00Welcome to the new reports and dashboards Salesforce training.
00:00:05In this module, you will learn how to create new reports and how to create new dashboards.
00:00:12Before we get started, I just wanted to make you aware of other resources that are available for you.
00:00:19I will be showing you quickly this trailhead.
00:00:23Trailheads are training modules that Salesforce provides to all their users,
00:00:30in which you can learn some of the basic functionality from Salesforce.
00:00:34This will give you a good base of how to create new reports and new dashboards.
00:00:39We will cover still some of these topics during our module,
00:00:44but if you want to learn more, you can always access these trailheads by logging into your Salesforce org.
00:00:52Clicking on the help icon on top and access trailhead.
00:01:04In here, you can access different modules to learn.
00:01:09So there are trails, trail mixes, specific modules, and you can always search for what you are looking for.
00:01:17In this case, I type just the reports and dashboards for lightning experience and it will bring me to the module that I was showing you.
00:01:25It has different modules and it also provides you with a test environment in which you can follow all the different exercises provided by Salesforce.
00:01:34This is a really good learning resource for you for any other functionality in Salesforce.
00:01:43Good. Now that you are aware of it, let's go back to our plan.
00:01:49Let's start with creating new reports.
00:01:55In this section, we will show you how to clone an existing report, how to start a new report from scratch,
00:02:01the different types of reports, customizing our report to add fields, filters, or show and hide some of the details,
00:02:09and also how to add charts into those reports.
00:02:13Let's get it started.
00:02:15I'll go back to my Salesforce report and right now I'm logged in as one of the managers on the Boston market.
00:02:24Please be aware that the information that I am showing right now on the screen may not be accurate,
00:02:29so the people reporting to Jessie in this example may not be the right one,
00:02:34but it's just for showing you some of the data that exists already in our sandbox and see how you can create those reports.
00:02:43This functionality for sure will be available for you in production,
00:02:46so once your team starts creating opportunities and logging some of the information, you will be able to report on them.
00:02:57So let's get started on creating a new report by cloning an existing one.
00:03:03The easiest way of doing it is if you use one of your dashboard reports in here.
00:03:09As you know, you can just click on the specific component to take you to the report,
00:03:16and then from there we will be able to clone one of them.
00:03:20So I'll start with a simple one for now.
00:03:23So let's take a look here at my team's booked revenue.
00:03:28So this is going to show me the closed opportunities from my team, and you can get all those details from the header on the report.
00:03:38So it's telling us in here that this report is done from the opportunities and the revenue splits,
00:03:46and it's filtering only on the closed opportunities.
00:03:50We will be able to change all of that.
00:03:52So even if this is not exactly the information that you're looking for from the beginning,
00:03:58still if it has kind of the base information, you can use it to start your own report.
00:04:05So in this case, what you will have to do is click on the little arrow on top and click on save as.
00:04:14Here you would be able to give it a different name.
00:04:17So let's say I will call this one just training report.
00:04:24You will notice that the unique name is going to populate automatically.
00:04:28And as a best practice, always include a description of what this report is going to show.
00:04:34In my case, I will just enter a test report for training.
00:04:41Also, you will notice in here that you have a folder in which you will be placing your report.
00:04:49So as a best practice, if you're cloning it, don't place it in the same folder that the report is,
00:04:57because then you will start polluting some of the reports that are there.
00:05:05So it's always better that you click on select folder.
00:05:08And if this is something that you will be using by yourself and you don't want to share with anybody else,
00:05:14just probably go to your private folders.
00:05:17So I went back here on the hierarchy to all folders.
00:05:21Click on the private reports and select that folder.
00:05:26Alternatively, you can also create different folders.
00:05:30So I'll click here, select folder again, and we'll create a new one.
00:05:35So if you want to share this report, probably with your account executives or with other managers,
00:05:42you will be able to do so in here.
00:05:45So in the public report, you can create also a new report.
00:05:51So let me go here on all folders.
00:05:54Click new folder.
00:05:56And call it, I will call it training reports.
00:06:00I'll click save and it's going to already select that folder for me.
00:06:12So for now, we'll place it in there.
00:06:14Good.
00:06:15I'll click on save.
00:06:17And what is happening in here is that we are making a copy of this report for us to be able to play around without affecting the existing one.
00:06:28Okay.
00:06:29It will not let you do any updates on the existing report.
00:06:32And that's a security measure we took.
00:06:36We want the reports and dashboards to remain how we initially configure them.
00:06:42So you only will be able to save a copy of that report in order to modify it.
00:06:47So now that I have my own report here, I would be able to customize it as I need to.
00:06:55For now, I'll just wait on those customizations and I'll show you the other way of creating a report.
00:07:03So I'll go back to my reports tab.
00:07:07And you will notice that on top, you have new report, but you can create a new report from scratch.
00:07:14If you click in this button, what will happen is Salesforce will give you the option of what type of report you want to create.
00:07:22So there are already predefined report types in here that will tell you what kind of information it's going to get available or to be available in that report.
00:07:36So if you start looking here, there are categories that will help you.
00:07:40So if you're looking for a leads report, what it is going to provide me or what options do I have?
00:07:47If I click on my opportunities, what options do I have?
00:07:51So you will notice that every time you want to report on revenue and any details of pacing information, what you really need to report on is either revenue.
00:08:06So as you type revenue, it will tell you, do you want to just know opportunities with the revenue, opportunities with revenue and products, also with brands or revenue splits.
00:08:19Again, when we're looking to see any pacing information, usually we will have to look at the revenue splits because this is what will give us that breakdown from your monthly revenue within each one of the sales reps that are involved into that specific opportunity.
00:08:38So this is one of the most common report types that you will be using.
00:08:45If you also want to get some information about the budgets and how you're pacing against those, then you need to look here for budgets.
00:08:57So nothing was showing up because I have to come back here to the all options.
00:09:06So as soon as I type budgets, you will notice that I have also additional information.
00:09:12So you can use simply the budgets if you want to see how the pacing is done, if you want to get all the records, how they are connected to the specific budgets to use the budgets with revenue splits.
00:09:24For now, I'll just use budgets just to show you what kind of information you can get.
00:09:30When I click next, you will notice that we're starting our report from scratch.
00:09:35There's no additional information added in there.
00:09:39And then we will jump into how to customize this report.
00:09:43So here on the left side, you will notice that there are some options for you to start building that report.
00:09:54I just opened in here my fields component.
00:10:00So again, it says fields, you can expand it and then you can start searching for the correct fields.
00:10:07So here it shows me all information available for my budget and I can select those fields to add them into my report.
00:10:16So let's say I want to know the rent for my budget.
00:10:23You can double click on it and it will get added into your columns or the other alternative in here is for you to look at for the field that you're searching.
00:10:40So let's say here a sales rep, I type it and it will get added and then you can sort them or reorganize them in a different way.
00:10:52So I want first the budget number, then my brand, then my sales rep, then I want to know the amount.
00:10:59I think it's value, net budget value.
00:11:04Yeah. So this is the month from my budget.
00:11:07And that's it for now.
00:11:10I just want to show that information.
00:11:12I will get back into other details for sure.
00:11:15Now you will notice in here that it's not showing me any data.
00:11:19So there are a couple of things you need to know here.
00:11:21First of all is since this is a preview, it's not going to show you all the data.
00:11:29So if you see some discrepancies in here or you notice that there are some budgets missing, that's totally normal because it only takes a sample of your information when you are in this builder option.
00:11:42Once we save and run the report, it will bring all the details.
00:11:46But when you're in this preview, it's just going to show you a sample of the data.
00:11:50Second thing is here, you need to make sure that you have this update preview automatically enabled.
00:11:57Probably by default, it's going to show up as not enabled.
00:12:01And what happens if this is not turned on is that even if you are adding fields or modifying your filters, this is not going to get updated based on the changes.
00:12:12Up until you click on save and run the report, you will be able to see the results.
00:12:17So it is very helpful to have these open to always view or preview the information based on the changes you're doing on the report.
00:12:28So make sure you turn that on.
00:12:31And third thing is let's take a look at our filters.
00:12:34So for now, we were playing just with our outline, adding some columns in here based on the fields that are available.
00:12:41But now let's jump into these filters and see why probably nothing is showing up.
00:12:46So you will notice that some of the filters that are available here are always related to my own budgets, my team's budgets or all budgets.
00:12:57So in this case, I recommend you that you use my team's budgets usually when you are trying to see only information that is related to the team that reports to you.
00:13:10So in this case, I'll apply it and I'll see that I get Julie Callahan's information because in this org, Julie reports to Jesse.
00:13:21I know that this may not be accurate in real life.
00:13:25This is just an example.
00:13:27And then we will make sure that this is set up correctly once you jump into production.
00:13:33So now that I changed my filter, you see now that I get some data.
00:13:40Let me show you a couple additional things here on the filters before we jump back and look at what other possibilities we would have into this report.
00:13:49So you will see that as a base, you always have these two filters in almost all the reports.
00:13:57You will be able to filter based on the ownership or the team and rules hierarchy that we have set up in Salesforce.
00:14:04So there's always going to be these filters available, my budgets, my team's budgets, all budgets.
00:14:11Sometimes even if you type all budgets, since we have the model set up as private, you only will be able to see your team's budgets.
00:14:20So there will be no difference between my budgets and all budgets.
00:14:25But there are some other cases like with opportunities that you have access to see all the opportunities within the market.
00:14:35So when you select my team's budgets, sorry, my team's opportunities versus all opportunities, you will see more of them.
00:14:46OK, so just be mindful of those filters.
00:14:49And again, my team's is always just going to filter regarding your specific team, which is usually what you would like to report on.
00:14:59OK, second filter here is about the date.
00:15:03So almost all reports will have these filter too.
00:15:07And the field that it uses for limiting the period of time will depend depending on it will depend on the object that you are.
00:15:19So in this case, I have the date of the budget, but I can change it to be the creation date or the last modified date or the last activity date within my budget.
00:15:33Usually we use the dates or the created date.
00:15:38So if you want to see anything that was created this year, then you can do that.
00:15:42And you'll see that the ranges can be all time.
00:15:46So if you want to see everything and you know, like in three years, you want to report on all time budgets, you will see budgets from all three years.
00:15:55But usually it's good that you limited to specific period of time.
00:15:59So you have all time.
00:16:01It will bring you everything custom.
00:16:04You can specify dates for it.
00:16:07So let's say if I want just budgets that correspond between January and or let's say between May and September, we select that specific period of time.
00:16:23And you will notice that the list got filtered.
00:16:28You also have pretty fine filters in here.
00:16:34And this is very useful because if you are looking to build that report monthly, you can use these custom filters in here.
00:16:46That says current fiscal year, current fiscal quarter, calendar year, calendar quarter, let's say calendar month.
00:16:56So if I pick this month, it's going to show me right now, July 1st to July 31st.
00:17:03But next month, if I open this report, it will show me August budgets.
00:17:11So this is a very helpful tool because you don't have to build one report for July, one report for August, one for September.
00:17:21So as soon as you set these type of filters, it's going to be dynamic and it will change according to the time that you are in to use the proper month.
00:17:32So this tool is very helpful.
00:17:34Now, again, those are the basic reports, the basic filters here.
00:17:40I'll keep it as all time for now to have a little bit more of data and you can still apply additional filters into it.
00:17:51This one will change again based on the object that you're reporting it.
00:17:55So right now we're looking at the budgets report that we started.
00:17:59I'll open the other one that we gloamed and you'll notice that the fields that show up in here change again, depending on what you're reporting on.
00:18:07So this one, if I want to report on the orphan generated budgets, let's say.
00:18:13So I just want to see how many orphan generated budgets I got.
00:18:19I select these to be true.
00:18:21And you will notice again that my list got smaller.
00:18:26You can apply as many filters as you want.
00:18:30So let's say I just want to see for, well, you are only working with Boston.
00:18:36So let's say if we want to also filter it by sales rep.
00:18:41So let's assume you have five people reporting to you or three people and you just want to see one of them.
00:18:47You add here sales rep.
00:18:49And usually when you're working with names, it's better that instead of using equals, you use contains.
00:18:57So I will use here Callahan, just the last name from Julie.
00:19:02Callahan.
00:19:06And you will notice that it didn't change much because I didn't have any more information from any other of my sales reps.
00:19:12But this is how you start working on it.
00:19:15Now, there's one more thing that I'll show you here on the filters.
00:19:19And it's adding logic.
00:19:22So sometimes you want to do more advanced filtering.
00:19:27So instead of just saying, yes, bring me everything that it's orphan generated through.
00:19:32I want to also see if I have any filter in which the, sorry, any budget in which the value is zero.
00:19:45So I'll put it at zero.
00:19:49And then you can start playing with that logic.
00:19:53So here on the little arrow, click on it and say add filter logic.
00:19:59So this is going to tell you what logic you're going to apply.
00:20:04Is it that it's true and the value is zero or you can change this to be either or.
00:20:13So I'll get any budget that has a zero value or that it was defined as an orphan generated.
00:20:23Okay.
00:20:24So I'll keep that logic in here and it can get more advanced for sure.
00:20:31In this case, I only added two filters, but you can add three or four and then start combining all those different conditions.
00:20:38And you can do a combination of the first two that has to be met or only the third one.
00:20:43So it's just a matter for you to get familiar with this type of naming convention or use of logic to be able to apply all those filters.
00:20:57So for now, I'll keep it with that and I'll go back to our outline.
00:21:02So I want to see here orphan generated ones.
00:21:06So I'll look for that specific field.
00:21:12So I will see that everything that has a zero value is really an orphan generated budget.
00:21:21It's not that I forgot to enter amounts for some of them.
00:21:24But here you start seeing some other things like if there are any budgets with missing information or you can expand and use, of course, any of the fields that are available in here.
00:21:39Okay.
00:21:40Good.
00:21:41Good.
00:21:42So for now, I'll save this report.
00:21:48Make sure that you keep saving your work.
00:21:53We haven't saved it like we started it, but we haven't saved it.
00:21:57So I'll call it budgets training, training budgets report.
00:22:15And remember always picking your right folder.
00:22:19When you start a report from scratch, it's always going to save it into your private reports.
00:22:24And you notice that when we were cloning a report, it was like it's going to save it in the report from in the folder where you're copying it from.
00:22:33So make sure that you keep this consistent.
00:22:36Again, if we are building all these reports to share with the rest of the team, place it on the right folder.
00:22:44So it will show up already in my training report.
00:22:47I'll select it and click on save.
00:22:50Okay.
00:22:51Now, once we have saved this report, if you don't need to do any additional changes, you can click on save and run and or directly into the run button.
00:23:05And you will notice in this case, I have very few data.
00:23:09So it's not changing too much from my preview.
00:23:13But in three years, when you run this report, most probably it's going to have a lot more details.
00:23:19So when you run it, you will get the full set of data.
00:23:27Okay.
00:23:28Good.
00:23:29Let me now jump to the other report that we have created.
00:23:34So I'll show you also how to navigate through these reports.
00:23:37So as soon as you click in here, it will show you very similar to what we saw in other tabs, the recent reports that you have looked at.
00:23:47And the navigation, it's a little bit different.
00:23:49So on the left side, you will notice in here that they are kind of your views, but they are placed on the on the left side as options.
00:23:59Now, make sure that you are in the correct view to be able to find what you're looking for.
00:24:05So in here, I will be seeing my my reports that I just generated.
00:24:11But if for any reason I change these to something else, like it will be a little bit more difficult to find my report.
00:24:23You have a search here and the search is going to just look for the reports within the view that you are in.
00:24:31So in this case, if I selected say public reports and I tried to find my training one, it's not going to show up.
00:24:41Okay.
00:24:42So always make sure that yours that you selected the right view.
00:24:45If I select all reports and I type training, most probably my two reports are going to show up.
00:24:52Okay.
00:24:53Good.
00:24:54The other way is also through the folders.
00:24:57So, you know, if you know exactly where you placed it, then it's easier.
00:25:01So click on all folders.
00:25:03You'll notice in here we have training reports and we get to the two reports that we created.
00:25:10Okay.
00:25:11Good.
00:25:12So I'll just click on our.
00:25:17My budgets report to show you a couple additional things.
00:25:23So we'll go back to editing this report.
00:25:28Now, there are also other types of reports.
00:25:33So we saw at the beginning, we have those report types, report types that identify which data you will be reporting on.
00:25:40But in here, you can generate different types of reports based on the summary or the groupings that you start doing.
00:25:50So you will notice that on top here, I have groups.
00:25:55So I can start adding groups by rows, which would be summaries.
00:26:01So let's say if I want to group everything within a station, I can do that.
00:26:06So I can add brand and you will notice that it will group anything that is empty first.
00:26:12And then W, R, O, R, F, M.
00:26:15It's a second group.
00:26:16You can add a following or like another grouping in here.
00:26:22So I can do by sales rep.
00:26:26So in this case, everything is going to show up in here for Julie.
00:26:30But if you would have other sales reps under you, it will start grouping them also based on those reps.
00:26:40OK, I think you can add one more grouping.
00:26:45So before we do that, I will put in the date on our columns.
00:26:55And you can add also a grouping based on the date.
00:27:00So I think the only like you have a limit of only three summaries in here.
00:27:07If you see, I cannot add any more groupings because that's the limit that Salesforce would give you.
00:27:16It's only three groupings in here.
00:27:18OK, now something interesting around the dates.
00:27:24If you see when I group it like that, it's going to show me the specific date.
00:27:30And for budgets, it's not going to be an issue because you have almost everything created with the first day of the month.
00:27:38But you see here that you have some of them that have the 15th day of the month,
00:27:43which doesn't matter, again, in the budgets world because we just take care of the month.
00:27:50So it really doesn't matter too much.
00:27:53But when you're doing it for opportunities or for revenue splits, that reporting is not going to be helpful at all for you if it groups by a specific date,
00:28:03because one of the opportunities may have a start date of the 1st of July, another one on the 3rd of July, another one on the 5th of July.
00:28:13So you will have a lot of summaries that are not going to be helpful at all.
00:28:17So Salesforce has an ability or like the option for you to group these dates by different units of time, let's say.
00:28:30You can do it by week, by month, by quarter, by year.
00:28:35And I think that's basically it.
00:28:38Now, in your case, your calendar, your calendar and your fiscal year match.
00:28:47So you shouldn't worry too much about that.
00:28:49But let's say here I can do it by fiscal year.
00:28:53So this way it will group everything within 2020 and anything that I have in 2021.
00:29:01I can change that to be by month.
00:29:05So let's see here by calendar month.
00:29:08It's going to give me August 2020, September.
00:29:12So by itself, it's going to group those dates within the specific month.
00:29:17This is really, really helpful.
00:29:22You can also do it by quarter.
00:29:24So I just want to show you that.
00:29:25I'll pick fiscal quarter.
00:29:27It's not going to show any difference.
00:29:29Again, if you pick calendar or fiscal quarter.
00:29:32But I have first quarter, third quarter and fourth quarter.
00:29:36Okay.
00:29:37And it's already grouping the amounts.
00:29:40Good.
00:29:41Now I will do a little bit of a change in here.
00:29:46So I'll go back to my filters and I'll remove my filtering here of the orphan generated and the budget to zero because I want to see some amounts and show you also how they get summarized.
00:30:01So if you notice now that I remove them, what I get is some subtotals in here showing me the detail.
00:30:10Okay.
00:30:11Now, on the bottom side of the screen, you will see that you have additional filters and this is going to be available when you do any kind of grouping.
00:30:24So again, we did three different groupings in here.
00:30:29You can customize your report better.
00:30:33So let me save for now.
00:30:36Run and show you the differences also here.
00:30:41So you will notice that it's telling me how many records do I have.
00:30:47Okay.
00:30:48You can remove that if this is not relevant for you.
00:30:53So probably knowing how many budgets, you know, like it doesn't mean anything for me.
00:30:58So I'll just remove that.
00:31:00If I don't want to get the detailed rows and it's really all these detail, you can also turn that off.
00:31:08So at the end, it will just give you the totals for each one of your quarters and the view.
00:31:14It's a lot cleaner.
00:31:17Now, if you don't want to get a summary by a specific rep, you can add those subtotals too.
00:31:26So if you see here, I'll just get a full total at the end.
00:31:30So I know how much the budgets mean or like represent.
00:31:36Okay.
00:31:37You also can remove the full totals and your table is going to look also cleaner.
00:31:46Good.
00:31:47So you have that information there.
00:31:53If you want to save these views so when you're sharing this report, everyone else sees the same.
00:32:00Just click here, save.
00:32:04Okay.
00:32:05And you can do exactly the same from the edit view.
00:32:09You also have those options.
00:32:11But in some of the cases, you don't see the total.
00:32:14So for example, here, it shows me my record count at the end.
00:32:20But when I run my report, I have this column, but it also shows up in here.
00:32:28So it gives you a little bit of a different view.
00:32:31Okay.
00:32:32So again, you can do it from your edit view and it's very similar.
00:32:38So you can do either or.
00:32:40Sometimes I like running those last touches once I saved and I am running the report just to see how it looks like.
00:32:49Just to get also like a more accurate view of my report.
00:32:55So again, I'll click all of these, but I'll keep my subtotals.
00:33:01Let's say this is the final version that I want to keep.
00:33:04And that's it.
00:33:06Good.
00:33:07Let me show you a couple additional things in here.
00:33:12So if you want to get instead of three levels of summary, you want to start getting kind of a matrix report.
00:33:20You can also use a combination of grouping your rows and grouping your columns.
00:33:26So in this case, what I will do is I will move my date to my group columns.
00:33:35And this is just my screen.
00:33:36Sorry.
00:33:37So I'll do it manually.
00:33:39So I remove the one from my row grouping to be able to put it on my columns.
00:33:47And then here I will be able to add even a second one if I need to.
00:33:52But if you notice, once I did that, I got again my problem of my different dates showing up in here, not in a nice format.
00:34:01So you have the same ability here to click on the arrow and say group date by and let's say calendar month or calendar quarter.
00:34:14So let's do fiscal quarter again.
00:34:17So we get that different view.
00:34:20Okay.
00:34:21And that's great.
00:34:28Here, if you see, since I added that orphan generated field, it's also adding them or telling me how many I have in that condition.
00:34:38So I can remove that if it's not relevant.
00:34:42So I'll remove my orphan generated in there and my table looks a lot cleaner.
00:34:48So it's just a different view of that specific report.
00:34:55So I'll click save.
00:35:00We'll run it.
00:35:03And you'll see that the view, it's a little bit different.
00:35:07So it's now showing me my quarters as columns.
00:35:10So I know how much Julie has for WROR.
00:35:16So we'll go into that second piece for quarter two, quarter three, quarter four, and then quarter one of 2021.
00:35:26Okay.
00:35:27So this is another view.
00:35:28If you want to keep a table of what each one of your sales reps needs to do, you're able to build it this way.
00:35:37Great.
00:35:38Now, last thing probably that I will show you here is final touches.
00:35:45Again, is if I want to add a chart.
00:35:49So on top, I have the ability to say add a chart.
00:35:54Once you do it, you will have to come here to the chart properties to see what or how do you want to see the data.
00:36:02So you can pick bars, stacked bars.
00:36:06So usually when you have different dimensions like all seen here, you can play around of what you want to show up where.
00:36:14So I can say probably I want my date to be my my Y axis.
00:36:23And then instead of the or you want to see here probably like the stack based on the sales rep.
00:36:32So you change it.
00:36:34And in this case, I will hide it for a second.
00:36:37If I would have more people in my team, all of them would show up with different colors here.
00:36:43So I would see Julie and then probably in green, I will have Matt or any other team member too.
00:36:51Okay.
00:36:52So you can play around all these different styles.
00:36:56And on the bottom, you play also with what you want to show where.
00:37:02So to be able to do these kind of charts, usually you have to have summary reports for these kind of reports that we have.
00:37:13That we did first a summary by a sales rep or by brand, by sales rep and then by the quarters.
00:37:20And those options will show up in here.
00:37:23So again, if you want to do this instead of brand and then what you show, not the sales rep, but probably the date, you can also do that.
00:37:31So look, this is how it starts looking a little bit different.
00:37:35I'll hide it.
00:37:36And then it will tell you for WROR for each one of the quarters, they will have a different color.
00:37:44Okay.
00:37:45Now, these charts are really helpful too, because once you build them and if you want to click on one of them, what it will do, it's filter.
00:37:56What would make that specific component, you know?
00:37:59So here, if I click just in this little piece, it will tell me what is making up this little bar in here.
00:38:07So it gives you a visual representation of your data.
00:38:13And you can change a couple additional things so you can add a title in here.
00:38:18So let's say this is by brand by quarter.
00:38:33And you can define also a couple other details.
00:38:37So here, if you want to see a line, it will show up.
00:38:42I'll take that away because it didn't show up right now, but it depends on the data that you have.
00:38:49If you want to stack at 100%, so instead of doing it by amount, it's always going to do 100% each one of them and show you how you're doing.
00:38:58I prefer, honestly, to see the amounts.
00:39:01It's a lot more visual.
00:39:03It gives me a better idea of what I am looking at.
00:39:06And this last portion, it's just for the legend.
00:39:10So let me take this away.
00:39:13This is the legend.
00:39:14So depending on what you're building, sometimes it makes more sense to put it on the bottom side.
00:39:19But if there are too many values, probably, yes, it's better to just keep it on the right side.
00:39:24So those are kind of the things that you can do.
00:39:27Once you create that chart, again, don't forget to click on save because if you don't save that one, it's not going to show up.
00:39:34Okay.
00:39:35You can do the same again from your edit view.
00:39:43So we were also able to add the chart in here and be able to modify it directly from here.
00:39:51Okay.
00:39:52So those are kind of the basics of the report.
00:39:57Let me jump into the other one just to show you a couple other things that you can do.
00:40:02So it's basically the same, but let's just take a look at a different set of data.
00:40:08So now that I have this one ready, I'll close it and let's go to the training report, the original one that we cloned.
00:40:20So these we used from our dashboard.
00:40:23It's very similar to what we were looking at, but this is opportunities with revenue splits.
00:40:30So this is going to give you a better idea of the revenue per month for each one of the sales reps.
00:40:38So you have it here defined by brands.
00:40:43We have already built you a dashboard that it's not summarized by brand, but by product category.
00:40:50So I'll show you how, how we did that.
00:40:53So I'll click here on edit.
00:40:55Again, this is one of my reports.
00:40:57It's going to let me do that and I can play around with the information that I have in this report.
00:41:03So first things first, I can totally remove my chart.
00:41:09If I don't want to have it here, I can just play around with what I have.
00:41:14So let's say I'm not interested at all on looking at my brands, so I can totally remove it.
00:41:21And you'll see that now it's just doing it by month by rep.
00:41:26If you don't care even about the rep and you want to look at how you're doing regarding those product categories, you can totally do that.
00:41:34So I'll remove here my rep and I'll just add product family.
00:41:41So you will see here that I have July 2020 radio.
00:41:50If I hide my detailed rows, it's going to tell me, you know, how, how am I doing?
00:41:57And it's showing me my net forecasted amount.
00:42:00If you want to get a little bit more detail of which opportunity it is, which account, the stage that you have, you can leave that detail open.
00:42:11And you can play around with what do you want to show up in here.
00:42:15So is it important for you to see the rep?
00:42:18Probably.
00:42:19Is it important for us to add if this is integrated already with Marketron?
00:42:24So you're going to start adding all those things in here.
00:42:27So I want to add that Marketron.
00:42:33I will make sure we add that field because apparently it's not showing up right now.
00:42:45Let me just double check.
00:42:47If we get it in here.
00:42:50Yeah, it's not showing up the field right now.
00:42:55I'll make sure we add it, but you can add those kinds of filters.
00:43:02So let's say we have here.
00:43:07I just have Market.
00:43:12I don't have anything with Metatron.
00:43:15This is just because it's the test environment.
00:43:17But again, we'll make sure you have it there.
00:43:22Let's take a look at our filters.
00:43:24So the filters are already giving me only my close to one opportunities or that are on the onboarding stage.
00:43:34So that additional filter that I wanted to add would be really good.
00:43:40So if you want to get a more realistic value, not only the close, the ones that are showing in Salesforce, because right now this report is what would show you.
00:43:52So any opportunity that is closed in Salesforce plus any opportunity that is already synced with Marketron, it's going to get combined.
00:44:00And the numbers that you're seeing are going to be combined.
00:44:05But if we are able to add that additional filter of Marketron, it will give you probably a more refined number just to know exactly what has been placed already in Marketron.
00:44:16So give me a second and I'll make sure we can see that filter.
00:44:22So I'll click on run and we'll come back to add that filter in a second.
00:44:26So let's modify this report.
00:44:31I made sure that that sync with Marketron field is now available.
00:44:36So here, if we want to either group by that or even, you know, like add a separate column for it, we can totally do it.
00:44:48So sync with Marketron.
00:44:50So it starts looking up at that.
00:45:00It starts looking a little bit weird in here just because we have all the details.
00:45:05So for now, I'll hide them so it doesn't confuse us too much.
00:45:10And if you notice, I have here the two options.
00:45:14So it's going to summarize the value of my opportunities that have been synced with Marketron, sorry, and the ones that haven't.
00:45:23So at least I can see the split amount in there.
00:45:28Now, if you notice, I have both of them here, my net forecasted amount and my weighted forecasted amount.
00:45:36It's going to be always the same because I filtered my report to always show me closed opportunities.
00:45:42And you know that the probability for them is 100%.
00:45:45So we can totally remove the weighted one from here.
00:45:49So how do we do that?
00:45:51There are two options in here.
00:45:53We can totally remove this formula.
00:45:55So I'll just go ahead and remove it that we had calculating it.
00:46:02And now I have this cleaner version of my report showing me.
00:46:08Okay, so I have what is really entered in Marketron versus what isn't, okay, by product family.
00:46:18So this is another report that you haven't seen at all in your dashboard, but that you can start generating.
00:46:24As soon as you get more familiar with the information that is available in Salesforce,
00:46:28you would be able to build those reports in an easier way.
00:46:32So let's save this report.
00:46:35I like the way it's showing up right now.
00:46:38If you don't need subtotals, again, you can remove them and then it will give you just the totals.
00:46:44It depends on what you want to see.
00:46:46Now, I can play also with my chart in here to get a better understanding of the information, right?
00:46:57So I have, yes, of course, my date.
00:47:01And then if I want to see, let's say, another grouping, you can add it in there.
00:47:09So it will show me different bars.
00:47:12So that's one option or I can use my stacked bars that we were looking at.
00:47:17And instead of probably doing my product family, I want to see based on sync with Marketron.
00:47:25So it starts looking a little bit nicer in here.
00:47:28One other thing is you can change the colors.
00:47:32They have just three options in here.
00:47:38It's a color safe palette, a gray palette, and a default palette.
00:47:42So let's keep it with the orange.
00:47:45I like the orange color.
00:47:48And then my legend, I will put it here on the bottom.
00:47:53So I know if it's like a what portion of that revenue within each one of the months is already synced with Marketron.
00:48:02So I know this is real revenue already booked in Marketron versus what is closed only in Salesforce.
00:48:08So I think this is a very helpful report.
00:48:11So I'll click save.
00:48:15We'll run it.
00:48:16So you can also click save and run.
00:48:18It does everything in one shot.
00:48:20And then here again, if you see my total, my details are not showing up.
00:48:28If I turn that on, you start seeing a lot more detail.
00:48:32So it doesn't show you just totals, but all the details in here.
00:48:37So it depends on what you want to see.
00:48:39But let's say I want to know exactly what's making up these specific slides.
00:48:45And I see, okay, now this is what it's making it up.
00:48:50I can turn on my details also.
00:48:52And I know, okay, this is an opportunity that it's already closed in Marketron.
00:48:56Okay, so that's, that's how you start playing with all your reports.
00:49:02We could have spent hours in here just showing you different things.
00:49:06But I think you got the big sense of how you can generate all those reports, how you can
00:49:12start applying filters, what information you can add up in here.
00:49:18So it's for you more to become familiar with the system with what information
00:49:23it's showing up to see or to be able to get the right information.
00:49:31Again, what is really important for you is anytime you want to do this kind of revenue reports
00:49:37that are based on months to get a more exact view, you have to use opportunities with revenue splits.
00:49:45Okay, especially if you want to do it also by sales rep.
00:49:48You don't care too much about the sales rep.
00:49:51You can just do opportunities with revenue too.
00:49:54So it doesn't have to be the splits.
00:49:56But if you do opportunities with revenue, you won't be able to probably do any of the pacing information.
00:50:02Pacing is already done for you with those budgets records.
00:50:07So remember when we looked at them and we saw that they had already roll ups considering
00:50:13the amounts of the data in them.
00:50:16So whenever you're doing any pacing report, you probably just need to look at the budgets.
00:50:21So that would be the report type that you will need to use.
00:50:25Again, easiest way is to start from your dashboard.
00:50:29See what information is showing up in here.
00:50:33So I'll go back quickly and I'll show you.
00:50:38And if what you're trying to get is very close to any of the reports you have available in here,
00:50:45it's better you just clone it and then do the minor tweaks that you need to.
00:50:49I think with these we covered most of the topics.
00:50:56So let me just go back quickly to our agenda to make sure that we covered all those topics in here.
00:51:01So we cloned an existing report.
00:51:04We started one from scratch.
00:51:07We talked about those different types of reports initially.
00:51:11So when you pick the options when you're creating a report from scratch,
00:51:15but also the summarized ones versus the matrix ones, depending on the groupings we select.
00:51:22We also looked into customizing our report, how to add those fields, how to modify the filters,
00:51:28how to show and hide our details on the bottom of the page and how to add charts on them.
00:51:35So this is a very quick training on reports for sure.
00:51:42Again, you can go to Trailhead and look into more details if you want to learn other tips and tricks on how to build all of those reports.
00:51:51But I think this covers the basics.
00:51:53So we're ready now to jump into our next topic, which is dashboards.
00:52:00So dashboards are those like graphical representations that have different components of data to show in a single place.
00:52:13One important thing you need to know before we start is for you to be able to build the dashboard, you first have to build the reports.
00:52:22So right now, since we created two reports, I'll use them to create a new dashboard.
00:52:28But that's why we went first through those reports.
00:52:31Now that you have built them, then you can start creating a dashboard.
00:52:36Now, before I start showing you how to create the dashboard, I'll go back to Salesforce and give you just a quick tip, something that is really important.
00:52:48So I'll go back here.
00:52:50Here, I'll go to my dashboards, to my dashboards tab first.
00:52:57And you will notice that it's very similar to what we saw in reports, but there are two different tabs.
00:53:04So one is going to take care of the reports that will be the base of your dashboard.
00:53:10And the other one is going to be literally the organization of your dashboards.
00:53:14So best practice is since we mentioned that dashboards are made from all those different reports.
00:53:24What I suggest you is that every time you're going to build a dashboard, you create a specific folder for those reports.
00:53:32In our case, we kind of did.
00:53:34So we created these training reports, but you can rename that to make it a training reports dashboard folder.
00:53:44So you make sure that any report that you will be using into that dashboard, it's included in the folder.
00:53:52OK, we'll have to come back at the end into this report folder because we have been building everything.
00:54:02But then we need to get to a point in which we will be sharing these reports.
00:54:07If you're building it for your reps or for your colleagues, you probably will need to share all these reports and the dashboard.
00:54:17But we'll keep that to the end.
00:54:20So let's go now to our dashboard tab.
00:54:25So now that you know the basic and that we as a best practice recommend that you create a specific report folder for all the reports that you will be adding into this dashboard.
00:54:37Now let's create our dashboard.
00:54:40So similar here, you have folders too to organize them all.
00:54:45We have created already some of them.
00:54:47So we have the shift adoption dashboards, the manager dashboards, and we will.
00:54:54And I think the AEs don't have their own folder, but we start creating some organization in here.
00:55:06Good.
00:55:07So let's create, we're not going to create a folder for now.
00:55:15We're going to leave our dashboard just here.
00:55:18So I'll click on new dashboard.
00:55:21We'll call it training dashboard.
00:55:27We'll give it a description.
00:55:32So again, best practice always include a description because I'm sure it will happen.
00:55:38We have seen it many times.
00:55:40You start building all these reports, all those dashboards, you're probably running a test and you forget to delete it.
00:55:45And then in few years, you will have these clutter.
00:55:51There will be a lot of reports that you don't know what they are for, if it was a one-time report, if it's something really relevant, if it has to be shared or not.
00:56:01So it's always good to enter a meaningful description.
00:56:04So my example, since everything has been for training, I've been adding those kinds of descriptions, but I really suggest that you take the time to write something valuable.
00:56:13So either you're building them for, I don't know, if it's really for a dashboard or if it's just for measuring things or if it's a weekly report that you want to keep.
00:56:26I suggest you put that on the description because whenever you're looking into a report or you're searching for it, it will give you an idea of what it was meant for and you probably don't need to rebuild it.
00:56:38We tend, and I say we ask Salesforce users to, every time we need a report, sometimes it's easier for us just to go ahead and build a new one than looking for an existing one if there are too many reports.
00:56:54So try to avoid that. Try to keep your reports and dashboards organized and that way you will keep Salesforce cleaned up and clutter free.
00:57:06And it will be easier for everyone to get around the information that is there.
00:57:11That was just my little commercial on best practices here to organize again your dashboards, your reports.
00:57:17So I'll just create here, create it for training.
00:57:21I'll put it on a folder if I need to, or I can just put it on the public folder.
00:57:28So all folders, let's see here.
00:57:33Okay.
00:57:34So I definitely need to select a folder.
00:57:37So in this case, I'll create it from here.
00:57:39I said we were not going to create it, but if not, it will not let me see.
00:57:44So training, training dashboard.
00:57:54And I select now that folder.
00:57:58And we're good.
00:58:00Okay.
00:58:01Now, you see, it's all empty here.
00:58:04It doesn't show me anything, but we can start creating components.
00:58:10So let's click here.
00:58:13We will look for the reports that you recently created.
00:58:17So I just type here or select my view created by me.
00:58:21Let's pick first the budgets.
00:58:25And you will notice that it's very similar to what we saw when we were adding charts.
00:58:30Dashboards give you a little bit more flexibility.
00:58:33There are some charts that you cannot really create directly in the report, and you would need a dashboard for it depending on the groupings that you have, the dimensions that you want to use.
00:58:45So it's going to give you a lot more features in here.
00:58:49So let's play around with it again.
00:58:51Let's say we want for budgets, the stacked summaries.
00:58:57Again, you can select from all the different options in here.
00:59:01You have the option to just see a total number.
00:59:05You can use the same report for multiple things.
00:59:09So in here I can just I just want to see my total budget and we'll just go back to our report and remind ourselves of what we were filtering in there.
00:59:20But if, let's say, we were already filtering by just this year, we can add the amount in here.
00:59:30So it's the sum of the net budget value.
00:59:34You can select a shorter number, a full number, hundreds, thousands, millions, billions, trillions even.
00:59:48So I'll use our shortened number.
00:59:52And here it tells you if you want to use color coding.
01:00:00So let's say we know that for the year our budget is, let me see.
01:00:12Well, here we shouldn't be using Rangers or colors because it's really defining our budgets.
01:00:18So it shouldn't have those colors.
01:00:22But let's say on opportunities, once we see how much we have clothes, we could use that one.
01:00:26OK, so let us let us change that.
01:00:30Let's create a more realistic example.
01:00:33So let's see here created by me.
01:00:37So this was our total amount.
01:00:43So let's do this one in here.
01:00:46Let's say that this is our annual annual net revenue.
01:00:53And we can put that in for sure.
01:00:56So instead of training report, we'll say annual revenue.
01:01:07All right.
01:01:08For now.
01:01:09OK.
01:01:10We can say based on closed opportunities.
01:01:19So it starts building here what you're showing into your dashboard.
01:01:22You can even add a footer.
01:01:24So if there are any additional details you want to give, that's totally fine.
01:01:30Now, let's say we know that the goal that we're trying to reach for the year is 75K.
01:01:40So we are going to put in here 75.
01:01:44Whenever we go after 50K, it's going to show as yellow.
01:01:50And then we click on add.
01:01:56I probably put in.
01:01:58Oh, yes, of course, because I didn't put the full amount.
01:02:01That's why.
01:02:06Let's put it that way.
01:02:08And now it shows up.
01:02:09So as soon as you start getting more opportunities, this number will continue to be updated.
01:02:17And whenever we cross that threshold of 50K, it will become yellow.
01:02:22Whenever we cross the threshold of the 75K, it will become green.
01:02:27Good.
01:02:28So we added our first component in here.
01:02:30And this was a very easy one.
01:02:32So let's add one more.
01:02:34So again, for from my created ones, let's continue to use this one.
01:02:47It's going to give us a lot more flexibility.
01:02:49So let's use our stacked bars that we were looking at.
01:02:53So in here, based on the same report, you can show all those different dimensions.
01:02:57So I'll use for now our stacked bars and let's show our date here.
01:03:04And the sum of forecasted amount is stacked by think or not with Marketron.
01:03:10So very similar to what we had on our chart in the report.
01:03:16You can also click here, use the chart settings from the report so you don't have to rebuild it.
01:03:22So if you want to use exactly the same, you do that.
01:03:25And we just change again our title.
01:03:28So Revenue Earned, Earned, Wellist Opportunities, and we can just add it.
01:03:46So it's going to use the settings again that we had on the report.
01:03:52Now, one of the beautiful things here on the dashboards in Salesforce is you can start playing around with your components before you didn't have visibility.
01:04:05So you can start changing the sizes, the location.
01:04:10And so probably this is what we want to see first.
01:04:14This one is probably important, but we'll put it here.
01:04:18And this is what we really want our sales reps to look at at the beginning.
01:04:24So we'll do this.
01:04:27Let's add one more component here.
01:04:30So let's use, again, the reports that I have been using.
01:04:36So let's do the same one, but we are now to show the information in a different way.
01:04:42So it's going to be the same data, but we are going to pick a different way of showing it.
01:04:48So instead of doing month and amounts based on sync or not with Marketron or the revenues coming from Marketron or not.
01:05:00We are going to do now by brand and then probably by sales rep.
01:05:06Yeah, that's a good one.
01:05:09We can select here how we want to sort this information.
01:05:20If you want to change also your ranges, you can also do that.
01:05:25Usually just select automatic.
01:05:27But if there's any specific goals that you want to see, you can change it in here.
01:05:33So it gives you a better a better view of how you're doing.
01:05:37Right.
01:05:39Decimal places.
01:05:40If you want to show any decimal places in here.
01:05:43Brands.
01:05:44You can sort descending, ascending.
01:05:48So it will just change how it is displayed on the chart.
01:05:52Also by the rep.
01:05:54You can select that in here.
01:05:56How many groups you want displayed.
01:05:59So depending on that grouping, if we would be running these at the executive level, let's say, and we have 300 reps, then we have to increase the groups that we want displayed.
01:06:11Right.
01:06:12If we're doing it by rep.
01:06:14If our first one is by brand, then we're good because we probably don't have more than 100 brands.
01:06:19So that's good.
01:06:20Here we will include a title again.
01:06:24So this is revenue earned by brand by sales rep.
01:06:38And you add here in this case closed opportunities.
01:06:41Try to be consistent.
01:06:42Well, we'll see how this looks like.
01:06:44So we'll have probably to do changes.
01:06:46Right.
01:06:47So let's try to keep it consistent with the other one that we created.
01:06:51So let's put here closed opportunities on the subtitle and then on the footer we put in by brand by rep.
01:07:04Legend position.
01:07:05Again, you can select the word to show it.
01:07:07This one, we will leave it at the right side and we'll click on.
01:07:12Now again, you can play around with the size of it.
01:07:18So if you want to put it at the same level as the other one, you can play around with that.
01:07:26Let's add one more based on our budgets.
01:07:29So I'll pick this one.
01:07:33Let's do a donut one.
01:07:36So right now it's doing it by brand.
01:07:39I can select it to be by sales rep.
01:07:41I also can select it to be by the fiscal quarters that we have.
01:07:47And you can pick to show full numbers similar to what I showed you in the other one, a shorter version.
01:07:55And if you want to show percentages also.
01:07:59So it gives you a lot of flexibility in here.
01:08:04How do you want those dates sorted?
01:08:06Or if you want it sorted by the amount.
01:08:09Usually the date would be better.
01:08:12And we put in here.
01:08:15So budgets.
01:08:16Annual budget.
01:08:17Let's say.
01:08:18By brand.
01:08:19We click save.
01:08:20We place it here on the right side.
01:08:22It's not letting me.
01:08:23Good.
01:08:24You can make it even bigger if you want to.
01:08:29Here probably will make sense for us to put the legend on the bottom of the page.
01:08:33So let's say.
01:08:34By brand.
01:08:35By brand.
01:08:36We click save.
01:08:38We place it here on the right side.
01:08:41It's not letting me.
01:08:43Good.
01:08:44You can make it even bigger if you want to.
01:08:48Here probably will make sense for us to put the legend on the bottom.
01:08:55So it looks a little bit bigger.
01:08:58See.
01:08:59So you just start playing with the.
01:09:01With the mini details.
01:09:03And then we're good.
01:09:05We have a new dashboard created.
01:09:07We will click on save.
01:09:09We had already selected where we were saving it.
01:09:14You can change the title for now.
01:09:16I'll keep it again training dashboard.
01:09:18And there are a couple settings in here that are important for you.
01:09:22So.
01:09:23You have the option to change these to nine columns instead.
01:09:26Keep it on 12.
01:09:28Right now we're not going to do any of those updates.
01:09:31We are good.
01:09:32And.
01:09:33Let me see if there are any additional things in here.
01:09:36That we need to learn.
01:09:38Um.
01:09:39Um.
01:09:40No.
01:09:41I think there are more advanced features also that you can apply later.
01:09:45Like these.
01:09:46Uh.
01:09:47Filters.
01:09:48But I will not cover it right now.
01:09:49I'm going to show you just a basic.
01:09:50Um.
01:09:51Functionality from those dashboards.
01:09:54And let's click on.
01:09:56Save.
01:09:57Just to make sure.
01:09:58Done.
01:09:59You have your new dashboard.
01:10:02Available.
01:10:03So.
01:10:04It has been built for you.
01:10:06Sometimes it does that.
01:10:07It just tries to refresh the data.
01:10:10Remember always that you have a refresh button.
01:10:13It's going to show you here.
01:10:14When was the last time you run it.
01:10:16So.
01:10:17Dashboards are not.
01:10:19Um.
01:10:20Um.
01:10:21They don't refresh automatically.
01:10:23So usually you just have to click on the button.
01:10:26But if you would open one of the reports.
01:10:28And if you haven't refreshed your dashboard.
01:10:30You will see probably that there are some discrepancies.
01:10:33Because reports are real time.
01:10:35Like.
01:10:36You don't have to refresh them.
01:10:37You.
01:10:38As soon as you're running a report.
01:10:39It's taking you.
01:10:40Uh.
01:10:41To the latest data available.
01:10:42Um.
01:10:43So.
01:10:44It's just for these visual representation.
01:10:46Uh.
01:10:47You need to always click on the refresh button.
01:10:49But again.
01:10:50It will tell you when was the last time that you run it.
01:10:52And.
01:10:53Uh.
01:10:54If it's been a week.
01:10:55Probably that you didn't look into it.
01:10:57Just click on the refresh button.
01:10:59And the charts will get updated.
01:11:01Again.
01:11:02If you click on the view report.
01:11:03The data is going to be accurate.
01:11:05But just probably here.
01:11:06This first view of your dashboard.
01:11:09May need this little push in here.
01:11:12To refresh the data.
01:11:13Good.
01:11:14So.
01:11:15We are.
01:11:16Good with.
01:11:17Having created this dashboard.
01:11:18And the reports.
01:11:20Now.
01:11:21Let's go to the last step.
01:11:22Which is really.
01:11:23Sharing.
01:11:24Uh.
01:11:25This with.
01:11:26Our colleagues.
01:11:27Or with.
01:11:28Your team.
01:11:29We'll go back.
01:11:30To the dashboard.
01:11:31Uh.
01:11:32Folders.
01:11:33So.
01:11:34First things here.
01:11:36The.
01:11:37Sharing of a dashboard.
01:11:40It's not done.
01:11:41Individually.
01:11:42For each one of the dashboard.
01:11:44Is.
01:11:45Done.
01:11:46Through.
01:11:47The folders.
01:11:48In which.
01:11:49You place.
01:11:50That dashboard.
01:11:51So.
01:11:52First thing here.
01:11:53You need to give access.
01:11:54To.
01:11:55The reps.
01:11:56To both things.
01:11:57To the reports.
01:11:58That we created.
01:11:59And also.
01:12:00To the dashboard.
01:12:01Okay.
01:12:02So.
01:12:03Here.
01:12:04Click on the little arrow.
01:12:05Identify your folder.
01:12:07That you want to.
01:12:08Give access to.
01:12:09Click on the little arrow.
01:12:11On the corner.
01:12:12And you have.
01:12:13A.
01:12:14Share.
01:12:15Uh.
01:12:16Button.
01:12:17Here.
01:12:18It will tell you.
01:12:19What do you want to do?
01:12:20Do you want it to.
01:12:21Share it with.
01:12:22Specific users.
01:12:23With.
01:12:24Public groups.
01:12:25With roles.
01:12:26With roles.
01:12:27And subordinates.
01:12:28So.
01:12:29I would suggest.
01:12:30Use.
01:12:31Role and subordinates.
01:12:32This is probably the easiest one.
01:12:34If it's going to be with your full team.
01:12:36You just have to search.
01:12:38For the right.
01:12:39Um.
01:12:40Role.
01:12:41In here.
01:12:42So.
01:12:43In this case.
01:12:44Uh.
01:12:45You see.
01:12:46Is the manager.
01:12:47Uh.
01:12:48I think.
01:12:49On the Boston.
01:12:50So.
01:12:51We search first.
01:12:52Boston.
01:12:53It will limit your options.
01:12:54For sure.
01:12:55And we have.
01:12:56Account executives.
01:12:57Um.
01:12:58But I want.
01:12:59Really.
01:13:00The managers.
01:13:01So.
01:13:02I have the market manager.
01:13:03If I want to share it.
01:13:04With the full team.
01:13:05You can do just.
01:13:06With the market manager.
01:13:07And anybody.
01:13:08Above.
01:13:09And below.
01:13:10That.
01:13:11Uh.
01:13:12Sorry.
01:13:13Anybody below.
01:13:14That market manager.
01:13:15It's going to get access to it.
01:13:17Okay.
01:13:18So.
01:13:19Let me check.
01:13:20Quickly.
01:13:21For.
01:13:22The role.
01:13:23So.
01:13:24Let's type in here.
01:13:25Boston.
01:13:26General.
01:13:27Sales manager.
01:13:28There you go.
01:13:29So.
01:13:30If I pick.
01:13:31Role.
01:13:32And subordinates.
01:13:33It means that.
01:13:34I am giving.
01:13:35Whoever has.
01:13:36This role.
01:13:37And the people below.
01:13:38That person.
01:13:39Access to.
01:13:40These.
01:13:41Uh.
01:13:42In this case.
01:13:43I pick.
01:13:44The Boston.
01:13:45General.
01:13:46Sales manager.
01:13:47For.
01:13:48WROR.
01:13:49So.
01:13:50It means that.
01:13:51Anybody.
01:13:52Under.
01:13:53Jesse.
01:13:54It's going to get.
01:13:55Access to it.
01:13:56And then.
01:13:57You have to indicate.
01:13:58Which type of.
01:13:59Access.
01:14:00You want to give them.
01:14:01Um.
01:14:02Sales reps.
01:14:03Don't have the.
01:14:04Privileges.
01:14:05Right now.
01:14:06Do.
01:14:07But let's say.
01:14:08If you would be sharing.
01:14:09These.
01:14:10With your colleagues.
01:14:11With any.
01:14:12Other.
01:14:13Of.
01:14:14With other.
01:14:15General.
01:14:16Sales manager.
01:14:17And you want.
01:14:18That person.
01:14:19To also be able.
01:14:20To edit.
01:14:21The reports.
01:14:22And.
01:14:23Dashboards.
01:14:24You give them.
01:14:25The second privilege.
01:14:26If you want.
01:14:27That person.
01:14:28Also.
01:14:29To be able.
01:14:30To manage.
01:14:31This folder.
01:14:32To other people.
01:14:33Then you give.
01:14:34This last.
01:14:35Uh.
01:14:36I would say.
01:14:37For now.
01:14:38Keep it.
01:14:39With edit.
01:14:40Only.
01:14:41So it doesn't.
01:14:42Become.
01:14:43A mess.
01:14:44And you keep.
01:14:45Control.
01:14:46Of the folder.
01:14:47That you created.
01:14:48Of the dashboard.
01:14:49That you created.
01:14:50Okay.
01:14:51Even if you are.
01:14:52Giving them.
01:14:53Edit access.
01:14:54You know.
01:14:55That they are.
01:14:56Only.
01:14:57Only allowed.
01:14:58To modify.
01:14:59If you don't.
01:15:00Want them.
01:15:01To build.
01:15:02The reports.
01:15:03But they.
01:15:04Won't be able.
01:15:05To customize it.
01:15:06Or change.
01:15:07The fields.
01:15:08The summaries.
01:15:09On any.
01:15:10Other things.
01:15:11That we saw.
01:15:12Today.
01:15:13Okay.
01:15:14So.
01:15:15I'll give.
01:15:16These here.
01:15:17I'll just.
01:15:18Click on share.
01:15:19And.
01:15:20By doing that.
01:15:21Julie.
01:15:22In this case.
01:15:23And any.
01:15:24Other people.
01:15:25That is.
01:15:26On their.
01:15:27Jesse.
01:15:28Is getting access.
01:15:29To the.
01:15:30To the dashboard.
01:15:31Now.
01:15:32As I mentioned.
01:15:33Before.
01:15:34You need.
01:15:35To give.
01:15:36Access.
01:15:37To the dashboard.
01:15:38But also.
01:15:39To the reports.
01:15:40So we need.
01:15:41To go back.
01:15:42To the reports.
01:15:43Look for the folders.
01:15:44We have.
01:15:45The training reports.
01:15:46And dashboard folder.
01:15:47And I click.
01:15:48Too fast.
01:15:49I need.
01:15:50To go.
01:15:51One step.
01:15:52Before.
01:15:53So again.
01:15:54In my folder.
01:15:55So.
01:15:56It's exactly.
01:15:57The same.
01:15:58Steps.
01:15:59We.
01:16:00Give.
01:16:01Access.
01:16:02To the same.
01:16:03People.
01:16:04So.
01:16:05Rule.
01:16:06And subordinates.
01:16:07We look.
01:16:08For.
01:16:09Boston.
01:16:10General.
01:16:11Sales.
01:16:12Manager.
01:16:13And.
01:16:14View.
01:16:15Okay.
01:16:16So.
01:16:17Click.
01:16:18And done.
01:16:19Now.
01:16:20Let me show you a couple other options too.
01:16:22In here.
01:16:23Because I didn't cover that other options.
01:16:25So.
01:16:26You can still do.
01:16:27Or like.
01:16:28Share.
01:16:29Reports.
01:16:30And dashboard.
01:16:31Folders.
01:16:32With.
01:16:33Single.
01:16:34Users.
01:16:35So.
01:16:36If you're not sure of the.
01:16:37Of the.
01:16:38Role.
01:16:39And subordinates.
01:16:40Because I know it's a little bit more.
01:16:41Complicated to know all that information.
01:16:43Or.
01:16:44Get to the exact name.
01:16:45That's totally fine.
01:16:46You can search.
01:16:47Or.
01:16:48You can.
01:16:49Give access to.
01:16:50Users.
01:16:51Specifically.
01:16:52So.
01:16:53In this case.
01:16:54I want to give.
01:16:55Julie.
01:16:56Callahan.
01:16:57Because she reports to me.
01:16:58I also.
01:16:59Give to.
01:17:00Matt.
01:17:01Because.
01:17:02He also reports to me.
01:17:03And again.
01:17:04This may not be.
01:17:05100% accurate.
01:17:06This is just a test.
01:17:07So.
01:17:08Environment.
01:17:09So.
01:17:10This information.
01:17:11That I am telling you here.
01:17:12It may not be totally accurate.
01:17:13But that's fine.
01:17:14So.
01:17:15I add my.
01:17:16It's in here.
01:17:17With view.
01:17:18Access.
01:17:19And then you click on share.
01:17:20You will notice also.
01:17:21That they get added.
01:17:22Below.
01:17:23And they will be.
01:17:24Able to access.
01:17:25Their reports.
01:17:26I'll have to do the same.
01:17:27With the dashboard.
01:17:28Okay.
01:17:29So.
01:17:30I'll click done.
01:17:31For now.
01:17:32We'll keep it.
01:17:33Like that.
01:17:34And.
01:17:35Well.
01:17:36I think.
01:17:37We are ready.
01:17:38So.
01:17:39Let me just.
01:17:40Give.
01:17:41Give me a second.
01:17:42And I'll log in now.
01:17:43As.
01:17:44Julie.
01:17:45And we'll see.
01:17:46If she can actually.
01:17:47See the dashboard.
01:17:48And now.
01:17:51I am logged in.
01:17:52As.
01:17:53Julie.
01:17:54If you see here.
01:17:55On top.
01:17:56It says.
01:17:57Here.
01:17:58That I am.
01:17:59Locked in now.
01:18:00As Julie.
01:18:01And this is just.
01:18:02To show you.
01:18:03That she actually.
01:18:04Got access.
01:18:05To that dashboard.
01:18:06So.
01:18:07I'll.
01:18:08Navigate.
01:18:09And.
01:18:10If you see here.
01:18:11I have.
01:18:12My training dashboard.
01:18:13That.
01:18:14Jessie.
01:18:15Just created.
01:18:16She has access.
01:18:17To the.
01:18:18Components.
01:18:19If she has access.
01:18:20To it.
01:18:21And then.
01:18:22Nothing.
01:18:23Shows up.
01:18:24It's probably.
01:18:25Because you missed.
01:18:26To give access.
01:18:27Also.
01:18:28To the reports.
01:18:29You will notice here.
01:18:30That she doesn't have any.
01:18:31Buttons.
01:18:32Available.
01:18:33To edit.
01:18:34This dashboard.
01:18:35If we click on the reports.
01:18:36She's able.
01:18:37To get to them.
01:18:38What happens.
01:18:39When she clicks on that.
01:18:40So.
01:18:41Even if she.
01:18:42Gets.
01:18:43To the report builder.
01:18:44In here.
01:18:45And she's able.
01:18:46To do updates.
01:18:47So.
01:18:48Let's say.
01:18:49I remove the account.
01:18:50I remove the stage.
01:18:51I don't have the ability.
01:18:53To save.
01:18:54These.
01:18:55Changes.
01:18:56Okay.
01:18:57She can click on.
01:18:58Save as.
01:18:59And it will create.
01:19:00A copy of this report.
01:19:01But.
01:19:02What this ensures.
01:19:03Is that.
01:19:04Even if she does.
01:19:05Modifications.
01:19:06And she saves it.
01:19:07As another report.
01:19:08Your dashboard.
01:19:09Is not going to get affected.
01:19:10Because.
01:19:11What would happen.
01:19:12If we let her.
01:19:13Come here.
01:19:14Edit it.
01:19:15And then.
01:19:16She deletes.
01:19:17Let's say.
01:19:18The product family.
01:19:19Since this is.
01:19:20Kind of.
01:19:21The grouping.
01:19:22That we were using.
01:19:23In one of the components.
01:19:24On the.
01:19:25On the dashboard.
01:19:26That component.
01:19:27Will stop working.
01:19:28And will show.
01:19:29As.
01:19:30Empty.
01:19:31Or like.
01:19:32Not available.
01:19:33And it was because.
01:19:34That.
01:19:35Report.
01:19:36Got.
01:19:37Modified.
01:19:38On the background.
01:19:39Um.
01:19:40And it's no longer.
01:19:41Uh.
01:19:42It.
01:19:43No longer.
01:19:44Contains.
01:19:45The groupings.
01:19:46And the details.
01:19:47That we needed.
01:19:48That would bring me.
01:19:49To another important.
01:19:51Uh.
01:19:52Best practice.
01:19:53For those reports.
01:19:54Even if you're.
01:19:55Able to use.
01:19:56As we did.
01:19:57The same.
01:19:58Uh.
01:19:59Report.
01:20:00Um.
01:20:01The same report.
01:20:03On multiple.
01:20:04Components.
01:20:05Just to make sure.
01:20:06That you know.
01:20:07In which component.
01:20:08It's being used.
01:20:09Because again.
01:20:10If.
01:20:11For any reason.
01:20:12You look into it.
01:20:13And you say like.
01:20:14Oh.
01:20:15I'm going to do the change.
01:20:16To remove.
01:20:17Some of those groupings.
01:20:18Your dashboards.
01:20:19Will stop working.
01:20:20So.
01:20:21Another best practice.
01:20:22Would be.
01:20:23Clone the report.
01:20:24Also.
01:20:25If you want to.
01:20:26Um.
01:20:27To keep it individually.
01:20:28For each one.
01:20:29Of the components.
01:20:30It's a good practice.
01:20:31I know.
01:20:32That sometimes.
01:20:33It's not really.
01:20:34Visible.
01:20:35But.
01:20:36The other option.
01:20:37Would be.
01:20:38Once you create.
01:20:39Your components.
01:20:40Um.
01:20:41If you want.
01:20:42To start creating.
01:20:43Another variation.
01:20:44And you want.
01:20:45To change.
01:20:46And clone it.
01:20:47When you need.
01:20:48To do those changes.
01:20:49That way.
01:20:50You won't affect.
01:20:51The components.
01:20:52That you already.
01:20:53Attached.
01:20:54To that.
01:20:55Specific report.
01:20:56Okay.
01:20:57Good.
01:20:58So.
01:20:59I think.
01:21:00We covered.
01:21:01Everything.
01:21:02We wanted to.
01:21:03So.
01:21:04Let me go here.
01:21:05Uh.
01:21:06Just.
01:21:07For our agenda.
01:21:08Um.
01:21:09We.
01:21:10Looked.
01:21:11Update components.
01:21:12It's a very.
01:21:13Simple.
01:21:14Uh.
01:21:15Process.
01:21:16Uh.
01:21:17Very similar.
01:21:18To what we were doing.
01:21:19But let me just.
01:21:20Show you.
01:21:21To make sure.
01:21:22That.
01:21:23Um.
01:21:24You're aware.
01:21:25How to do that.
01:21:26In Salesforce.
01:21:27And I am logged in again.
01:21:28As Jesse.
01:21:29So.
01:21:30Let's.
01:21:31See.
01:21:32What we need to do.
01:21:33To modify.
01:21:34Our.
01:21:35Um.
01:21:36Dashboard.
01:21:37You have the ability.
01:21:38To edit it.
01:21:39So.
01:21:40You can just.
01:21:42Click here.
01:21:43Again.
01:21:44Edit.
01:21:45And.
01:21:46You will be able.
01:21:47To add more components.
01:21:48Or modify the existing ones.
01:21:50So.
01:21:51In here.
01:21:52If you want to do.
01:21:53Slide changes.
01:21:54You are going to be able.
01:21:55To do that.
01:21:56This one.
01:21:57Since we just kept.
01:21:58The settings.
01:21:59From the report.
01:22:00It doesn't give me.
01:22:01Too many options.
01:22:02But let's say.
01:22:03Here.
01:22:04If I want to change.
01:22:05This type of report.
01:22:06It's.
01:22:07The.
01:22:08The.
01:22:09Components.
01:22:10Or if I want to do.
01:22:11A different type.
01:22:12Of.
01:22:13A stacking.
01:22:14In here.
01:22:15You can just.
01:22:16Come here.
01:22:17To the updates.
01:22:18Click on.
01:22:19Update.
01:22:20Save.
01:22:21At the end.
01:22:22And then.
01:22:23You're good.
01:22:24So that's the way.
01:22:25You would update.
01:22:26Uh.
01:22:27Your dashboard.
01:22:28Again.
01:22:29Depending on what privileges.
01:22:30You give other people.
01:22:31Over the folder.
01:22:32Where you place it.
01:22:33You may be.
01:22:34The only person.
01:22:35You may be able.
01:22:36To do the.
01:22:37The updates.
01:22:38In here.
01:22:39Good.
01:22:40So I think.
01:22:41This covers.
01:22:42Most of our training.
01:22:43Again.
01:22:44I showed you.
01:22:45Just the basic.
01:22:46Types.
01:22:47There are more advanced.
01:22:48Features.
01:22:49And you would be able.
01:22:50To access.
01:22:51A lot more training.
01:22:52From Salesforce.
01:22:53From your help.
01:22:54In here.
01:22:55So again.
01:22:56Click on the help.
01:22:57Go to trailhead.
01:22:58And then.
01:22:59You will find.
01:23:00A lot of resources.
01:23:01Articles.
01:23:02Trailhead.
01:23:03Mixes.
01:23:04Like modules.
01:23:05For you to.
01:23:06Practice.
01:23:07Around it.
01:23:08To learn.
01:23:09More features.
01:23:10From Salesforce.
01:23:11Hope this helped.
01:23:13Thank you so much.
01:23:14Thank you so much.
01:23:15Thank you so much.
01:23:16Thank you so much.
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