Salesforce Dashboards...a Couple Things to Know

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Salesforce Dashboards...a Couple Things to Know

The dashboard feature within Salesforce is a great tool to present your data in a user-friendly, visually pleasing way. With multiple components, from data pulling from your reports, users have a one-stop shop of information displayed through graphs, tables, gauges, and more. Each component can pull from its own report, or multiple components can pull from the same report to allow for visual comparison.

Below is a sample picture of what a dashboard could look like:

Credit: Salesforce Blog https://www.salesforce.com/blog/2019/01/sales-management-dashboards.html

Salesforce dashboards allow you to show data from a single user’s perspective (running user), or you can create dynamic dashboards that allow information to display based on a specific user (logged-in user). For example, you can have a sales dashboard for your management team to display all company sales for all sales reps. You can also have a “My Sales” dashboard that your sales reps can run to only pull their individual sales data. The “My Sales” would be the dynamic dashboard. It’s important to know that if users are running a dashboard that is set to run as a specific user, they will see the dashboard details as that specified user would, but if they click on any of the components to view the reports, they will only see records to which they have access based on their permissions and role.

Something to keep in mind is that there are limits to the number of dynamic dashboards you can have in your instance based on your Salesforce edition, although you can potentially pay to have that number increased. Click here for more details. So, the next time you’re tasked with creating a dashboard, be sure to understand how the information should display (as the running user or logged-in user).

An especially helpful dashboard feature is the filter. Dashboard filters save you loads of time by allowing you to create one dashboard but filter out information and provide different combinations of the data. For example, say you have products categorized by “Product Family” as either hardware, software, or service. You want to show a dashboard of your top 20 products sold for the current year. When creating the reports to pull into your dashboard, you can pull in all products (regardless of category). Then once your dashboard is complete, you can click the “+Filter” button (Lightning Experience) to set up your filter by field and field values. See the below example.

When your dashboard is running, you will see your set filter options under the dashboard name. As you choose a filter, your dashboard will refresh with the data based on that filter.

The example above shows how you can basically show four dashboards by only creating one (one for all product families and one for each of the three listed product families).

Even if you needed to create a lot of filters, you will still save time, and storage, by not having to create multiple filtered reports and multiple dashboards.

To learn more about Salesforce reports and dashboards, Trailhead is a great resource. Best of luck!

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