How do I create a report in Salesforce?

Creating reports from the data stored within Salesforce is one of the more powerful tools when using the platform. Reports let you sort data and display it in a way that will maximize its usefulness to you and stakeholders within your unit. To begin:

  1. Log into Salesforce.
  2. On the left side of the screen, click the nine colored dots and begin typing “Reports” into the search bar. Click on Reports when it shows in the suggested Apps:

  • Alternatively, the Reports tab may be available in your layout’s top navigation bar:

  1. Click Reports using either method. You will end up at a page showing recent reports you have engaged with - you may see none.
  • On the left side, you will notice different views and folders in which you can navigate the many reports available. It is recommended that you navigate to your unit’s folder to make sure any folders you create are saved in said folder.
  1. For the sake of this tutorial, click the New Report button:

  1. You will be presented with a screen asking what Report Type you would like to create. Each Report Type will give you the ability to report on different Objects (reportable data categories) within Salesforce.
  • For quick reference:
    • Contacts (most common) = Individuals (Students, Faculty, Staff, other people, etc.)
    • Accounts = Organizations, Companies, other groups
    • Campaigns = Engagement opportunities, including marketing efforts, events, and other lists
  • You can also use the search bar to find the Object or a similar type of report you are looking for:

  • Once chosen, the right side of the screen will show you what other reports of that type have been created and the fields that are available to report out. You can also choose to Start Report to begin crafting your own report.
  1. When you start your report, no data or a very small data set will likely load in the preview shown. Note that the data shown on this Report Builder screen is only a preview; the report must first be run in order to show the desired results:
  • On the left side of the screen, you will see the Outline and Filters tabs.
  • Click Filters, change the Show Me filter to “All XXXXXXXX (whatever object you are dealing with)”, change the range on your second parameter to “All Time”
  • Be sure to click Apply once you make your changes to each field. You may notice that the preview data darkens; you can click Refresh just above your data to view the new filters applied:

  • You can also apply any filters you would like to apply to your report. Click into Add filter… and search for a field you would like to filter your data on.
    • NOTE: A maximum of 20 filters may be applied to your report
  • Click Apply, then Refresh to see your data reflected in the preview.
  1. Next, make sure the correct fields are showing up in your report:
  • Click on Outline on the left tabs.
  • If you would like a piece of data to show in your report, click Add Column to your report and add any relevant columns to your report.
  • You can click and drag any added columns up or down the list to rearrange how they are displayed in your report.
  • Click Refresh to see the changes you made reflected in the report preview.
  • You may also choose to use Groups to group your data by a specific characteristic.
  1. To see all the records garnered by your report, click Save or Save and Run in the upper right of your new report:
  • If you are planning on using another report as the basis for your new report, click the down arrow next to Save, and choose Save As.
  • On the “Save Report” screen, choose an appropriate name for your report so you know what the output will be giving you.
    • Change the folder where your new report will be saved so you can find it later, preferably in your unit’s folder.
  1. Depending on whether you chose to simply Save or Save and Run, you will either be directed to the full report or back to your Report Builder for further edits. Congratulations, you have saved your first report!
  2. If you decided to “Run” your report, you will see how many records it turned out, along with any groups you may have added to it.
  • You can always go back to the Report Builder for changes by clicking the Edit button on the top left of your report.
  • Next to Edit you will also notice a little down arrow that expands some options for you:

  • Depending on how you are using Salesforce, these options will help you manage and keep track of the data as it changes through time.
  • Notable:
    • Subscribe will send you an email with a newly run version of the report at an interval specified by you.
    • Export allows you to download the data as a spreadsheet.
    • Add to Campaign adds all contacts to a Campaign for marketing or event tracking purposes.
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