Our seventh live class is all about Analytics - Reports and Dashboards. In this week's session we cover the four report types. We also look at standard and custom report types.
From there we dive into Dashboards and how they derive their data from the underlying source reports. We discuss which dashboard components are supported via the various report formats.
Curriculum Spreadsheet - https://docs.google.com/spreadsheets/d/1OWoHWE9xaGIJq6x-9Z6v5DDa92DQWocCyrX3zCjTfPA/edit?usp=sharing
Closed Status Release Update - https://releasenotes.docs.salesforce.com/en-us/spring20/release-notes/rn_cases_closed_status.htm
Changing Report Format - https://help.salesforce.com/articleView?id=reports_changing_format.htm&type=5
Mike Wheeler Media+ Subscription - 75% off for 3 Months - http://learn.mikewheelermedia.com?code=live75
Mike Wheeler's Salesforce Administrator Certification Practice Tests - https://bit.ly/salesforcepracticetest
Reports & Dashboards for Lightning Experience - https://trailhead.salesforce.com/en/content/learn/modules/lex_implementation_reports_dashboards
Reports & Dashboards for Salesforce Classic - https://trailhead.salesforce.com/en/content/learn/modules/reports_dashboards
So excited to get started tonight. This is week seven for our live admin certification course and I'm Mike Wheeler. As you may or may not know (duh).
And we're going to be diving into reports and dashboards tonight. And so with Week seven I
Wanted to dive right in. As we get people rolling in. And then as a reminder, if you have any questions, just put those in the Q&A section and I'll get those answered some point tonight live and then as well. You can always share where you're joining us from in the chat tonight.
There's Ashley from Ann Arbor hello and alright so we're going to be
Doing a weekly assignment recap tonight we're going to look at the Spring 2020 updates and Salesforce has the major release every
Three times a year, but every four months. And so the spring 20 release just hit and a lot of the free developer accounts. There's several new things I want to highlight
And that's one of the advantages of learning live with me is that we can get in the latest release of Salesforce for new things.
And then we're going to be talking about analytics that is this week's knowledge area and I referred to Salesforce as Achilles heel.
Also talk about some history and where things are heading with Salesforce, as far as how they're trying to strengthen their analytics offerings through various acquisitions and then we're going to dive into the nitty gritty of reports and dashboards, as well as dashboard components.
And then we'll wrap things out at the end of our time here together going over the weekly assignments is so want to go ahead and start this week's poll. And as always, the options on the pole are to find out if
If you're caught up or behind or if you started next week's assignments and then while I give you a chance to do that.
Last week at this time 32% of you were caught up 60% were behind 2% were asking what assignments.
And then 6% were caught up and ahead working on next week's assignments and so
Take a moment, if you would please vote on this. I know the pacing of this coursework and everything. And this is kind of average for previous times that I've done this and I have made some adjustments. I'm always refining
This class actually have a an afternoon class starting tomorrow for week one. And that's really geared towards people in other time zones as well. They're either in Australia for Thursday mornings, or in the UK around
I've really had to scramble to get everything covered in two hours, let alone an hour and a half than other weeks, it is a little more saying as far as the pacing go so just trying to find that fine balance of teaching you a lot. I'll try to do too much at any one time.
Alright. So, looks like we've had quite a few people vote and looks like, right now we're at 27% cut up 68% behind
By percent on to next week. So I'll just leave that up there for another minute or two. For those that may be arriving late to give them a chance to vote as well. Looks like we've got a fair amount that have voted. So just try to get out to vote and
See, so. And then also, I've been working on improving my connection. I've got a different wired connection. Today I've got some backup plans in case we have any sort of audio quality and
So if you have any issues with lag or anything like that, let me know. I'll try to stay on top of that. And if worse comes to worse. I may drop and they call in and
So, but hopefully everything will work just fine. So we will just go from there. Let me end the poll and so
Alright, so let's talk about the week six assignment so so week six or last week we covered activity management as well as collaboration. Now remember, when you think of collaboration that means chatter and
And then as well. We've looked at chatter feed tracking publisher actions.
And as well. We discussed data management that would be Data Loader versus data import wizard. So if you have any questions regarding any of that content.
Or anything for previous weeks as well. You can always put that in the Q&A section. I encourage you to put it there. So the chat, because I'm able to monitor that a lot more
Closely. So with that said, let's dive into a few things related to the spring 20 release or update for from Salesforce.
And then we'll be diving in after that into analytics and that would be reports and dashboards. So there's two primary things I want to talk about
Related to the spring 20 release and in your own free developer account, you may or may not see the spring 20 animated icon. As you log in. And so if you see an icon that looks like this dog here with birds than you're on the spring 20 release.
And so then Daniel is putting something in the chat about when it makes sure that the spring 20 releases coming out in April.
The, the three dates per year come out at different times depending on the server that you're on.
And the where you would go to check that would be I think it's trust that salesforce.com and you find the server.
That you're on and it will tell you when different releases are coming out.
Now in my own instance of my free developer account that I used to teach this course from it is indeed on the spring 20 release. So if you're still on the winter 20 release you won't be able to replicate these things, but I wanted to spend just a couple of minutes on
On some of these key and core changes coming to the platform that may impact you probably won't be on the exam, right away.
But sometime in the future. It made make its way there. So I'm going to go ahead and get in front of these things so that you are aware of these changes, just in case it does pop up either as a graded or upgraded question perhaps so if you log into your Salesforce instance I am in a
Case that I'm going to be talking about the
Changes to have a case status of closes now hidden in our orgs in the spring 20 release and how to turn that back on. But before I do that I want to show you some new functionality of the app launcher.
And that would be the three by three grid that some called the waffle.
And when you click on that, instead of just bringing up the pop up window of the different apps. And then the all items down below.
There's this pop up menu that shows some of the commonly access applications that you have available to your profile.
And in my instance as service and marketing, etc. And then you can then click View All to get to what you're used to seeing when you click that launcher.
Which is all the apps in the app launcher, plus all items down below. So it's kind of like when you click on the app launcher. There's a step in between because most times people will have a subset of apps that they access
And they don't necessarily want to get to this particular screen. And so that is a change to the app launcher. So once again, you can click on that.
And in addition to the apps that you frequently access. There's also the ability to search here. So instead of having to click on view all
If you're wanting to find all items. And so, for example, you can do a search and as you type it fills in in and I start typing in automobiles. It says has a match under items.
And if you remember in a previous week we created an app called Tears For Fears. That's something that wasn't
In this list of apps here, but we can do a search. So you have options now doing a search or just clicking on view all to see all of the items and all the apps that are available to you.
Based on your security settings in your profile. So that is one significant change that just popped up in the spring 20 release.
And I guess that's an enhancement or an improvement and it's that in between stage before you get to this full blown app launcher experience.
Now, the other thing I want to mention has to do with case in the case status of clothes. Now we previously customize the case page layout to include include a path.
Now typically cases don't have pads out of the box and Salesforce. Now this change in the spring 20 release does not impact the path that we previously set up what it does impact.
Is it has effectively hidden the closed status close designations from the status drop down the idea or intention is what I think Salesforce is wanting users to do
Is instead of just selecting clothes from the status drop down to use a quick action, which we don't have one set up here, but you can configure a quick action on the case object in order to
Provide case closure functionality through a quick action and I've got lessons on that in my recorded content.
And I show you how that works. Or another option is you can access through the closed designation on path. Now this gets a little confusing because
We also have underlying support processes that still have the closed status, but it's still not showing up here now because of this update
That defaults out to hide this for all orgs and this is throwing a lot of orders that have just updated the spring 20 release into a disarray. And so there's something in
Its in support settings. I think it is. I'm a look for that.
In setup and I'm gonna show you where this is so you know when you run into this. If you encounter your cases not having closed in the pic list field, you can go into
Like a support settings. Yes. Search for support and setup and select support settings. And then this is a page that has a lot of existing settings on it for different
things related to service and support. But what we're looking for is this particular checkbox here is show close statuses. In the case status field.
This is a new setting on this page is defaulted to and checked and so it says here, to use the setting to include closed case statuses. In the case status field.
On case edit pages. So what I'm going to do, and you can follow along with me. If you're in the spring 20 release and you have that option available. I am going to go ahead and check that. And then we're will refresh my case it's see if we can see close case as an option, so I'm checking
Checking the show close statuses in case status field checkbox and then I'm going to scroll back up and click Save.
So now I've made that change in the support settings.
And so now I'm going to go back to my case that I had open previous I'm going to refresh my browser so that hits the server pulls back in based on the support settings that I just changed. And so now let's go into edit mode and see on status if we can see closed.
So now that has returned closed as an option for status on case. So some orgs want their users to close cases through the status fill
Some will want users to close it through the path and even others will want us a quick action.
Now, this varies and differs in classic. I'm not going to go into all that. But there's a little bit different case closure functionality and classic instance classic is kind of
Slowly but surely going away in favor of lighting. We want to just focus on lightning for this and just make you aware of that as it relates to the case status close designation being hidden in something new to the spring 20 release.
Alright, so now Joshua has a question about the age column. And this has to do with
I think it was opportunity stage history report. I'll try and get to that when we get into reports specifically and try and demo that live Josh wanted to show you how that comes about the age filled so just hang tight.
On that and I'll get to that here momentarily. Alright, so, but it's cool to see new things from Salesforce are always improving the platform making changes.
And responding to customer requests is sometimes it makes sense, sometimes it doesn't. And oftentimes, as well. Some of these changes.
Have other things in mind or may coincide with other things that they have coming down the pike. And one of those things that I think that this case closure hidden functionality has to do with
May have to do with what is known as customer 360 a customer 360 is a new thing that Salesforce announced in at Dream force, just a couple of months ago is currently in a pilot program. And I'm starting to look into that. That's another flavor of Salesforce and
I may be doing some teaching on that in the future. So I'm trying to get in the forefront of that, but I see that some of the customer 360 functionality of Salesforce.
Has to do with service cloud. And so I'm anticipating that that may this change, maybe because of something to do with that. That's totally conjecture and a guess.
copy the link here. Let me see. So one thing that's where with my links oftentimes is sometimes they don't work in my PowerPoint slides. But here's the link may provide that to you and
The Q AMP. A So Patricia was asking for that and I'll put that in there for everyone and send that also put that in the chat while we're here, so that makes sure that you get that link and that's for those release notes on the case closed hidden. So putting that in the chat also
So let's talk about analytics and I call this sales forces Achilles heel now.
Salesforce has improved their reporting capability. With the advent of Salesforce lightning experience but
Especially several years ago before lightning, the reporting capabilities of Salesforce was very limited, especially when you compare it to other more robust analytics packages and then with the advent of Lightning experience.
I see some comments on copy and paste in. If only it were that easy. K. Jones, as far as copying and pasting the links and put it in there. So PowerPoint and converted over to a PDF
Changes like Question Marks into other characters which breaks. Some of my link. So depending on the link. Sometimes they work. Sometimes they don't.
But any here. So you'll find with Lightning Experience compared to classic that there's a vast discrepancy between
Reporting functionality and dashboard functionality between classic enlightening now.
What I want you to bear in mind as relates to the exam, specifically, is that when you see the word analytics.
That just has to do with reports and dashboards and it is easy to get this confused with Einstein analytics and as well, some of the recent acquisitions, which we're going to talk about here momentarily.
But as it relates to the admin exam. You just have to focus on reports and dashboards inside of Salesforce itself, you're not going to be expected to
Be dealing with Einstein analytics, for example, and then as well. Another thing that's a point of confusion is that some reports are created in classic some reports are created in lightning.
And they're not interchangeable. Now you can create a classic report in lightning, but I don't think you can create a lightning report in classic. It's so
The end goal, though, for these reports is to provide analytics information to your end users or executives or whomever is requesting that information.
Now speaking of those that request this information. Typically you'll find that many of these reports and dashboards that you're tasked with creating
Are requested by executives or those in the C suite, such as Chief Marketing Officer Chief Operations Officer etc etc. And I have on this slide here that to see, sweetheart.
They love reports and dashboards, basically. Now why that is, is, as you think about those that are higher up in an org chart or responsible for dozens or hundreds or thousands of people
Is that reports and dashboards can condense down huge amounts of data into digestible parts.
And this in turn provides actionable insights for executives in this gives them the ability to have actual data to make decisions off of rather than just having to go with her gut instinct.
And so this does provide a visualization of that data and then another
Nice offset or result of having the ability to create reports and dashboards, which is really one of the easier things to do on the platform.
Is that it gives you greater visibility higher up the corporate ladder. Now I have noticed in my own career and those of others that I know personally as they
Progress in their careers. It is almost like executives like you have some sort of superpower. If you're able to create reports and dashboards that they need and want
And this will give you the opportunity to interact with those that are at a very high level inside companies that you work for.
And so I feel that this is a fundamental skill for not only Salesforce administrators, but also analysts type of roles, whether this data analyst business analysts, etc.
And you think of these job titles have the word analyst in them and just make sense that analytics would come in to play when you're discussing.
The fundamental nature of being able to provide that information.
And Joshua has another question about some critical updates or security enhancements. I'll talk about that here momentarily as well. I saw that earlier today also so
So the reason you want to get good reports and dashboards though beyond just passing the exam is because that will empower you to
Have greater visibility to those that are really high up in organizations and if you can meet those needs quickly.
They will love you for it. And oftentimes executives spend most of their time.
In reports and dashboards. They don't, if you ask them to create a new record they typically won't have the time or interest in doing that. They just want to be able to see at a glance.
What's going on in order to make decisions and measure things. Now another thing that Salesforce has done in order to strengthen
This Achilles heel that they have as far as the lacking of reports and dashboards is acquiring various
analytics companies. One example would be that have tablo now tablo is a third party software that was developed many years ago.
And it's one that I've seen many jobs where tablo experience is listed as either a requirement or a nice to have. And these are
Jobs, either for administrators or even developer jobs. I've seen that are looking for tablo experience.
Now tablo having been acquired by Salesforce means that over the coming 12 to 18 months typically that functionality will make its way onto the primary platform. Now, it may be is secondary add on.
And at some point will become more tightly integrated with the platform, but I am anticipating that a lot of the tablo functionality will get baked into the platform, over time, there is
A certification tracks specific to tablo and this is something that the tablo company themselves did prior to Salesforce.
acquiring them. And so you can go down the path of looking at getting tablo certified to help you differentiate yourself from others that may have just the administrator certification.
If you are certified in tablo as well, then that will give you a real leg up in competing for those tablo related roles and jobs out there.
So this is I what I'm calling an ancillary skill that will become a score by core skill. My score kill a core skill in the coming months and years.
Being able to work through tablo but for now, not necessary on the exam, but something that you may want to start looking into. There's a little bit on trailhead
On tablo but not a lot. Now, there's also Einstein analytics and So Einstein, he is just sales forces buzz word or marketing terminology for artificial intelligence.
And so we're seeing the advent of artificial intelligence being infused into analytics in this by way of was known as Einstein analytics now.
Something that you may not know is that there is a certification related to Einstein and that is the certification, known as the Salesforce certified
Einstein analytics and discovery consultant. Now, I do have a course on Einstein discovery, I do not have a course on Einstein analytics, so
I do have some coursework, though, and that is available on Mike water MEDIA PLUS, and you'll find it there that will take you through the process of learning.
Einstein discovery and that is artificial intelligence in Salesforce that helps to identify patterns in reams of millions of rows of data.
And then making actionable decisions based on those patterns and also providing next best steps for sales agents, for example, just a brief example.
Would be, and this is on the Discovery side, not the analytic side, but the discovery side discovering patterns in your data example would be
Einstein would recognize that if you schedule a follow up call whenever a new lead comes in, then you
Within 20 within an hour. For example, you have a 4% better chance of closing a deal. And that can surface on the page layout for your users, for example.
And so the reason I'm going into Einstein analytics is because of that word analytics and you see things on trailhead or if you do a search on trailhead
You see, thanks about Einstein analytics to say that analytics on the admin exam and in the exam guide knowledge area refers strictly to reports and dashboards on the main Salesforce platform. There's no mention of tablo or Einstein analytics in the exam guy.
So Alexa is asking is the tablo certification still been through tablo yes it is, it is not a Salesforce certification quite yet. So if you're wanting to get tablet certified
Just go to tab lows website and look into the certification program there. I don't have a lot of information on that and not real familiar with it, but I have heard that there are certifications.
I know people going for those and starting that starting to get on my radar because I'm anticipating
Needing to get tablet certified myself. And that's one of my goals for I think 2020 but it's kind of down the road, more and maybe 2021 before I worry about tablo certification for myself so
But the point is, when you see analytics, just like reports and dashboards, as you're studying for the admin certification. Don't worry about Einstein analytics or tap low at this point. Alright, so
So let's take a high level. Look at the exam guide and on this slide deck are the four bullet points related to the knowledge area for Analytics reports and dashboards. Now when I get this slide deck out of the way and show you. I think I've got the page up here. So this is the exam guide.
And in the section for the exam outline is where you'll find the different knowledge areas in the waiting for each, and you notice that
Analytics reports and dashboards accounts for 10% weight of the score and so you'll notice that we're going to be discussing some of these things live and everything else in this and more in the recorded content, but you need to be able to
Describe the options available when creating or customizing a report. There's a lot of examples there. We are going to get into some of this as far as the different report types. Go. It's very important for you to understand the primary report types as well as custom report types and
Was thinking that that was mentioned here, but I'm not seeing it. And then as well, describing the impact of the sharing model on reports. And so this is another example.
Of how security finds its way into another knowledge area we're talking about Analytics reports and dashboards. But we have to have
In the back of our mind and considering security and impact of that would have on reports.
As well as the you need to understand the options available and creating and modifying dashboards, as well as and there's finally the last bullet point that's wisely for was custom report types. We're going to be looking at that as well tonight. Now,
So let's spend a moment talking about Salesforce reports, and this is something that may take you some time to understand if you were just left to your own devices of just running reports in by yourself.
And it's something that really doesn't surface or make a difference, until you're in a real world work environment working at Salesforce.
Will you understand that these reports are point in time snapshots of data. And if you were to run a report today or refresh a dashboard and but let's just focus with the underlying reports for now.
If you were to access that 30 minutes later that data may be vastly different. And so that is something that oftentimes confuses people
As well as the fact that these reports respect the security model of Salesforce. So to users sit right next to each other.
could theoretically run the same report and receive vastly different data and totals and amounts because they have different visibility into records.
And one user may be able to see more records than another. So you may filled instances of users complaining about Salesforce being broken and how we need to revert back to spreadsheets and
All of the sky is falling and typically Salesforce is not broken the person's understanding of how so how Salesforce works is broken and so
You just have to understand that if two users are seeing different data points that means that is because Salesforce respects the security model.
And even to users that have the same profile may have different totals Man Maybe because of sharing rules or because records were manually manually shared with one user and not another.
Try to think of what else one met one user might be part of a sales team and the other users not product sales team and because of that sales team membership.
That person may have access to a greater number of opportunities than the other. That is not part of the sales teams.
And therefore that impacts the revenue amounts and the totals on those opportunity reports, for example. And so you need to understand
That that security model will have a great an impact on these reports in the data that represents and that different users will see different amounts
Now, as well. You can always schedule these reports and subscribe to report. So there's some very powerful functionality as well as the ability to export these reports and so
The export functionality outside of Salesforce from a report into an Excel spreadsheet.
That can make for some really nicely formatted Excel spreadsheets and that can also make you look really good to executives, because if they ask for data and you just hit it export.
For Salesforce and provided to them. For example, it looks like you put a lot of effort into it really just clicked a button selected to save as an Excel file and clicked. Okay, so we're all about quick and easy wins, especially as you're trying to make an impression
When you're new in the job, especially on the platform. Now there's four different primary report formats on the Salesforce platform.
And this is something that you do need to understand and memorize in order to succeed on the exam.
And these are listed in order. And let's see if this this I think this link is hosed. But I'll show you this help article here. I think I've got this pulled up or I'll get it pulled up here momentarily.
And Joshua not forget about your questions. I'm going to try and get you an age column on your cells report here in a moment. So I've got dashboard component types. So I'm looking for changing formats of reports.
He said this one.
Alright, so yeah, this is the help article, I'm looking for. Let me copy this. I'll put this in the chat.
One moment, and then we'll talk about what these are is this took me a while to understand, I will get them confused. And so these are the different
Formats if you scroll down, and if you memorize these in this order. This is typically from easiest to more complex.
tabular report looks like a table and it's much like an Excel spreadsheet, where it's just rows and columns and there's no grouping.
Now, the next level of complexity would be a summary report. That's how you summarize data and this is grouped by row I think tells you this here somewhere. Yeah. It allows users to group.
To group rows of data view sub to view sub titles and create charts. So if you want to introduce charts to reports, then you need to have
Your report at least be a summary report and that is grouped by rose matrix report, I think of the movie The Matrix and Keanu Reeves that movie where
It was really in depth and complex. And what you see is not exactly what's going on behind the scenes. And if you have seen that movie.
You remember that there were people that could view just these streams of code. This green screen of code, and they could see through that into what is known as the matrix.
Now in Salesforce and matrix report is a report this group by row and calm and so you can do groupings by row and or column. But if you have groupies by rows and columns that would be a matrix report.
The way you would convert from summary to matrix is you would have your group by row you would then do a grouping by column and that would give you a matrix report.
And then finally, the fourth and final option is a joined reporting that joining two separate objects together and that can provide you with the ability to
create multiple report blocks for different views of your data. So let's look at some of this, and I'll see as well. If I can tackle Joshua's age column question. So if I go into reports.
And select to create a new report.
And typically what I do when I create a report, as I start off with a tabular report is just rows of data know groupings at all.
And let's do an opportunities report do follow along if you can, depending on your bandwidth and the ability to
Follow along or just hit this later in the replay some choosing a report type
Of opportunities and remember what this screen looks like because when we get into custom report types, we're going to be adding other options here. Now, these are the standard report types that are available, out of the box.
But we can add custom report type. So I'm selecting opportunities and selecting continue and now
There's a few default things happening here. There's a filter for all opportunities for the current fiscal quarter. I'm going to click on that and just change the close date all time and click apply just to get a greater number of reports. I'm going to click Refresh.
And now I don't remember this been here before. This may be a spring 20th date and let me know if you've seen this before, not
But I'm going to toggle this on to update the preview automatically not change the filter and it prompted me to click refresh on toggling that on to update preview automatically now.
Now on the outline tab, there's an option here to group rows. Now, there's no road groupings right now. So this is a tabular report. It looks like a table is the most basic of reports. Now, if I want to group by row.
Good group by stage.
And so now, this gives me my groupings by the different stages. Let me do a save and run and save this and this will be an example of a summary report.
A quick save and this will generate the report as well because I did a save and run and
Alright, so we've got our row grouping.
And now, because we have a group by row I can add a chart here and I could then provide different visibility via a chart included in this report.
And you can adjust those chart properties to select these different types of components, you could do like a donut. For example, who doesn't like does
And depending on what sort of grouping you've done these different ones will be available or not. Some of them are grayed out. You can do a stacked bar chart. I think that would be because I need to also group by
Column as well. In essence, have been a matrix report in order to support stacked bar or stacked column and me.
So one thing, Joshua asked is, I still cannot get the age column in the video which you described grouping and some average minimum, maximum
Could you show how the age column was created and so
Joshua, let me answer mark that as answering this live at this point. So you can go back to that here after the fact that age column is made automatically as soon as I group by stage and that tells me
How long it's been in that stage and
If you were to go in and edit this report and do a search for an H field, you shouldn't find age as a field. Let me search for that age.
Opportunity information. So a, I guess I should say it is in the report, it's an age field is not in the Object Manager, as far as it being a standard field. It's one of those that is calculated and is available from reports, but
Let's see if I can
Find that in
Object Manager real quick.
And there's a little animated icon for the spring 20 release so cute. Go into Object Manager and opportunity.
And then filter relationships.
And there's no age field so age is something their stage, but not age so age is a dynamic field that is behind the scenes or Salesforce, that is available on like opportunity history reports and once you do a grouping.
By stage then it'll give you that age designation. Now beyond that I don't have specifics on how that is created and I'm not sure why I'm not able to recreate that but
That does show up. What you do a grouping. Now let's get back into our report.
Alright, so here's my report that I was in. Now I can also group by column. And so let's do a grouping by column is going to select
Trying to think of what would be
Good grouping by column stage duration.
The point here is that this is now a matrix report because I've grouped by row and by column. It's kind of hard to see because I have all this stuff in the way, let me save and run this, or to say that we just say that this is a matrix example.
In order to get the Report Builder out of the way and see the finished product here real the toast message.
This is a
Me run this thing did run it already Galloway. So we've got the chart some details there. And then the detail rose
And then you've got options and toggles down at the bottom. So the matrix report is a lot more robust as far as what you can do with it. I wanted to have some examples of those. And then finally,
And then Alyssa is mentioning that preview is a spring 20 feature. So that's cool. Good to know for sure. And they do release release notes that are
Huge and you don't, you're not expected to read everything in the release notes with each major release.
But once you are certified Salesforce does have a three maintenance exams per year, which are free or and are on trailhead
It typically have five or six questions on those maintenance exams and that is still sources away at least direct me to the features.
In each release that they really care about for you as an administrator. So if you want to know from a very high level. One of the important releases related to admin.
Even before you're certified. You could check out the maintenance exams on trial head. You can access those even though you're not certified and see
What are they asking about. And you can then find that information in the release notes the main exams are not proctored that means they're open book, you can take take those maintenance exams and reference release notes as well so
So we are up against the half hour point and in the second half. I'll answer Joshua's question.
On that message about security.
Review security alarm. How to review the security alerts and what those mean we're also going to look at customer report types. We also need to dive into dashboards as well.
So we'll do our 10 minute break, ask any questions you have during the break. I'll try and answer some of those as well. And I've got my lovely timer open here as well. Ready to rock. So we'll see it in 10 minutes
That started with our long video of clouds that would have gone over too well, a lot of good questions coming in. Yeah, let's dive in.
answer some of those during the break also saw an update on LinkedIn from Ashley talking about what I shared live. So I got a response into Ashley during the break. So on LinkedIn, no less so. Any who, let's dive into
Custom Report types and then I'll answer some more questions here as we can. So the idea behind customer custom report types and whenever we went to create a report initially
I mentioned to remember what the screen looks like I need to share my screen to I'm just or am I sharing. And let's see.
Oh, you can see my screen. I'm like forgetting where I'm at here coming out of the break. So you should be able to see my slide deck, if you can just let me know.
Alright so that screen when we created the report, there's some standard report types that are available. Those are called report types not report formats, the report formats.
Are the four that we looked at previously, which was tabular summary matrix and joined report types are the types of reports, you can create now.
Let me show you what I'm talking about here. Whenever you go into
Create a report. Let me just select
Let me just click on the Reports tab and select new report.
So you notice that these are the report types. Now these are standard ones you can search for the different report types, but you can also
create custom ones. Now, I was just looking as well to see whenever you create custom objects, then you will have added to the report types reports related to those custom objects, you've created. And so, for example, I could create a report on automobiles.
And then Monica is saying or asking can you cross reference a custom report type of the standard report type
I've tried to make a report at my work with a custom report type, but I can't seem to get campaigns to show up on that report. So it depends on what you set or selected to show up. So for example, if I go in to set up.
Always want to search for custom report type that its report types. There's no custom in the name, but to get to custom report types need to find report types.
And there's the splash screen that explains what a custom report type is you can click continue to move on and then less select to create a new
Report type. Now, whenever you first create a custom report type. The first thing you need to do is select the primary object you want to work from. So
Trying to think what would be a good one. Typical I do automobiles phone do something different here.
And hopefully I don't regret that.
We're going to swap contacts contact object as the primary and then I'm going to label this customer report type. I want to make it something where I can find it later where we go to create a report off of this
And let me just add a description.
And then the storing category is where you would store this report now when we selected the report type in the head that list of the different report types accounts and contacts opportunities, etc. I have this as a
Primary object of contact. So I'm going to store this under accounts and contacts so that you will be able to find that custom report type with the other reports related to accounts and contacts. I'm going to go ahead and select deployed.
Maggie's asking was a methodology for selecting the primary object. So that's kind of hard to
I mean, the methodology is you just select the primary object. I think what you're asking is, what's the thinking behind what the primary objects should be
And so you want to try and pinpoint what is the main object in the records that you want to report upon
And then then from there, the secondary and other objects related to it, which we'll get into here momentarily, are those that have a relationship with an object, whether that's master detail or look up
And you can select and there's different options for okay we want to show, for example, contacts, and then any related
Potentially campaigns related to that. And you can also select whether or not that is required that we only show contacts that are part of a campaign.
Or contacts may or may not be part of the campaign. So let me show you that as well. So the main thing. The main goal was just keeping in mind.
What is the primary object. What's the purpose of this report and then secondary to that is, what other objects may be hanging off this that we also want to include in the report.
Now what gets easily lost in this whole function that we're doing here is that the end goal is, we want to be able to include in our data set in our report.
Data from different fields on these different objects filter against it, or have it be in the rows or columns for example of these reports.
And so we have our primary object here of contacts. Now it's really not that useful of the customer report unless we add additional objects here. And so any objects that are related to contacts will display here so
We have campaign history, but not campaign. So what
Someone was asking a carry, remember doc sub dismissed. The question was, they enable your campaigns to show up. So I don't know if you're natively at campaigns to show up here or if it's later. Now what I might do. Let me go into previous
Let me select campaigns as the primary object. And so oftentimes as well. This kind of goes back to a list is question. I was just try to answer as well.
as to what's the methodology for selecting the primary object is oftentimes is trial and error, quite frankly, and you want to try to have certain data around different objects appear in a report.
And I've done this many times where I'll select what I think is the proper primary object and then when I go to select the secondary objects, those aren't available. And then I realized
Well, I need to go to a different level. I need to select this as the primary object instead. So may require some trial and error to get to what you're after for that primary object. So I've selected campaigns now as a primary object. And so now
We have the option here for contacts and leads when we select
Contacts, and then the option. The radio buttons are. And you'll notice as well at these diagrams. These are visual representations
If depending on how you think or how you process information. These visuals may help you in understanding
What this text means the first option is each a record which should be campaigns must have at least one related be record which is a contact
Or the other option would be that a records campaigns may or may not have related contact records assault. I'm going to select that.
Because it's a little looser designation. And then we're going to try and relate another object and
So we've gone from campaigns to contacts and then from contacts we could bring in opportunities or cases I just try to think of what I might want to include I'm going to do opportunities and we'll see if we can relate another object.
So off of opportunities we could do products and we've now reached our limit. I wanted to hit that as well. And there were some questions about limits on
filters on reports and stuff like that, just to say, and to try to answer this one live is and this was from Diana. How many fields, you can add in the rows and columns filter.
In a matrix report, I don't know, that's something that you could trial and error to see what the limits are you typically don't need to know limits on the exams. It's just that you will hit them at some point.
And just know that there are limits on everything and Salesforce. I just hit the limit on the number of related objects on a custom report type, which is
Actually for you can associate up to four objects to a custom report type, at some point, if you were to do a fifth and sixth and seventh object.
The report would just be real unwieldy, you would be able to, if it did work that way, pulling data from so many different data sources, it would be really messy so they really limit you on the number
Of objects that you can pull data in from. And so just bear mine. And we're going to be able to pull in data from campaigns contacts opportunities and products on this custom report. I'm going to click Save and this is kind of like a
An Overview visually here the object relationships that we selected and then the fields available for reports, if we just default this we're going to pull in and make accessible to us in our custom report type
All fields on all objects. And that's a lot of fields. Now, you may want to edit that layout, so that you condense down this fields that are available, but I'm just going to take the default here.
And let's pull up this custom report type which I saved in the accounts and contacts report type category but it starting with campaign. So I might try and let's see if I can change that designation.
Let's do that in the leads report type category and click Save and also it's deployed status. So therefore I can access this
If it was in development, then I may not be able to access this custom report type I would, because I'm an admin. I've got view all Modify All data, but other users wouldn't be able to access this custom report type. So now if I go into
And select new report, and I mentioned that I put this in the thing with the leads
There's my oh here's leads right here. So I was under all and then depending on what you select here on the left this refreshes for the different report types.
So I select the leads report type category. And so now here is my custom report type example. So depending on what you select
In your custom report type will dictate where it's located in the choose report type screen. I'm going to select the custom report type example and click continue.
Now if you remember, we have four different objects we had available and they're also it defaults to certain columns display.
In certain filters. Now you can add additional columns and I wanted to scroll through this real quickly to show you why you may want to condense down the different fields that are available.
And so the primary object is campaigns. So every field on the campaign's object is available here and then continue scrolling.
Will eventually hit the next related object, which was contacts and so we can pull in and include in our report any of the different fields on the contact object. So I'm just going to click one, for example, birth date.
And you notice that this did refresh because I've toggle to automatically update the preview automatically. And so I've got birthday column which is from the
Not the campaign, but the contact object and then I could then scroll through and review all these different fields, you can always search as well.
But then we get into the third related object in the custom report type and that's opportunities.
And here you can actually pull it from the opportunity object, you can get up to the account. So this is kind of cool.
This is kind of a hack ish way of getting to a fifth object because opportunity has relationships of their own and we did not select account and our custom report type of we can pull in that account information, thanks to the opportunity object.
And then finally, the final objects after opportunities.
Was products. And so I'm just going to include a field on products as a
Column in my report. So then as well. You can always group by row across these different objects as well. And so custom report types are very powerful tool.
And you have the ability to create these and you can include up to four objects you can include all the fields on those objects or you can
condense it down further. Okay, now
And Melissa and I send an email about a concern. I hope you can respond to it. So Adam Oh, I will respond to your email and get back with you on that and
If you ever don't get response from me on email and I assume that this was a recent email that you send but
I do get a lot of emails I try to stay on top of those, especially in the email address that I share this live class which is support cloud Career Coach calm.
I have a lot of other inbox as an email addresses, but if you ever felt to get a response from me, you know, always ping me in the Facebook group or trying to post something to the Facebook group, email me again and then Joshua
was mentioning, or had a question about when you look at your Oregon classic a message. This was at the top. Can you please address this.
Salesforce is rolling out security enhancements that can impact your org review security alert. Now I did see that when I logged into lightning earlier tonight before I went live. And we also need to talk about dashboard. I want to show you where to go to address.
Critical updates and
I could try and switch to classic as well, but typically
You can search for these critical updates inside of setup, whether it's a classic or lightning and
Typically, anything that needs to be updated in your or will show up here as a list. It looks a little different in the
The alert that came up at first, but you can review and activate these. And the idea behind critical updates are that with each release of Salesforce.
There's certain functionalities that they either deprecate or retire or they provide greater security. One of the things that was coming up and let me go ahead and switch to classic and see
Yeah. So here's a security alert in classic. He knows this black bar across the top. Review the security alert and a lot of these will be showing up also is critical updates. Some of these are overdue and
So this may be good for me to do a follow up video on but the main thing just at a very high level, how to deal with these either critical updates or security alerts.
Is you can view the details on these to find out what the specifics are on this. And typically what you'll want to know, and this is this display is really walk in classic
But whether it is the security alarms or critical updates you can review those and determine what the impact might be in your or and I've just clicked on and get started.
It's just does not look right in classic, but it will take you through the different steps. I'm going to revert back to lightning.
But it will take you through the steps that you need to take and any information you need to know in review in order to determine what the impact might be on your org
And also gives you a deadline or an anticipated date in some things will be done automatically by Salesforce as well.
So, typically in a real world scenario, you would review these updates in a sandbox environment enable those and make sure nothing is broken. Make sure that no integrations are broken.
And if anything does go arrive, then you can fix that in the sandbox and then roll those changes out to production. All right, so let's look at dashboards. Okay.
So the thing to bear in mind related to dashboards, is that they leverage the underlying reports for their data.
So all dashboards don't exist in a vacuum in Salesforce. They have a at their source, a source report. And so if you
And you can drill down from the dashboard into those sorts of reports and you can refresh the dashboards that gives you
A visual representation of that data as well, these dashboards use different components to visually represent that data.
And then the different report formats support different dashboard components. Now remember, we've created a
Summary Report in a matrix report. So I'm going to create a dashboard and show you what components will work or not work with those different types of reports. Alright so me click on dashboards.
And select Create a new dashboard and dashboards consists of dashboard components that pulling data from underlying source reports.
And then as well. You can select a folder to
Save your dashboard to getting some
Display issues here.
So I'm just going to do a new folder.
On dash and click Save and so now I'm going to select the dash folder.
For my new dashboard and click Create. I'm just trying to
avoid creating a dashboard in a private folder because typically you don't want your dashboards. You may as you're creating a dashboard create one in a private folders that other users aren't able to see it.
And when you get just so and how you want it, you could clone it Save As and save a dashboard to a more publicly accessible folder, for example.
Now the dashboard creation starts with a blank canvas and it's got this grid here and we can add a component by clicking the plus component
And so I've got a few different reports here. Let me just go to all reports and I have three reports. I've created in my own word
You may have zero, you may have dozens, you may have installed some reports off of the App Exchange already, which is a good way of getting a lot of good source reports.
But I'm going to select a summary report and click Select. So now with a summary report you notice that it does preview what that
Dashboard component may look like and you can hover over these to see the names of these different dashboard components and it's good for you to have an idea.
Of these different dashboard components and what they do and how they represent data.
And if one is not available or selectable it'll be grayed out. And I can't click on it and change has represented here on the right.
So we've got here a stacked horizontal bar chart that will become alive. If I select a source report that's a matrix report that has group by row and group by column.
A summary report is this group by road. Therefore, you can't do a stack horizontal bar chart, nor can you do a stack vertical bar chart other ones that are available, our line chart donut.
Think they call it a donut donut chart a metric chart. This is a lame one. It's a number, basically a gauge and it's also important for you to understand the functionality of these different
Dashboard components in a gauge is something that has different breakpoints and as you select these different components.
The options down below will change as well as far as segment ranges are something that appear on a gauge and I could change this segment ranges to be different. For example,
I'm just changing this to zero 75 and 50 for my different ranges. And so depending on how these need to appear.
You may need to get into the nitty gritty of a gauge, for example, depending on feedback from an exact executive and
If they're wanting to place things in a more positive spin, even though the data underline it doesn't change. They could say, Oh, let's make this appear like
We're doing really good here and we're in the green, even though. Nothing's changed, basically. So you can change the title and the
Theme for the component as well. And it refreshes and changes accordingly. And what's cool here is you can preview this before you commit to it. I'm going to go ahead and add this as a dashboard component
And then we can add additional components and going to select a matrix and select it and now you'll notice that all of the different components are available, including stacked bar chart and vertical
bar chart as well. So then, depending on what component you select the different settings can be changed the x axis is on stage by could change the stage duration.
Let me add this as a component. You can drag these. You can resize these as well. And it's really the functionality here is really nice with the dashboards.
Now I'm going to, I'm going to go ahead and save this because we could really get into all the nuances of this, but the main things to recognize here.
Are that depending on the underlying report will dictate what components are available. And let me do one more component here.
That one is and that's why I was hoping it was, it is that it would be a tabular report.
tabular report has no groupings. Therefore, it looks like a table. Therefore, the only dashboard component that is available.
Is this table component. I think that's what it's called. It's a lightning table. So I'm going to add that
And that's basically a dashboard component that's a visual representation, very similar to the actual report itself. So when I click Save.
And then I'm going to select Done so we can see this as it would appear
And as we save this. It goes and grabs the data from the underlying reports and it will eventually refresh these dashboard components. Hopefully it'll have the visual representations from the individual dashboard components and
And as you saw that and this is taken forever. I'm going to refresh this, and see if that helps. It's thinking about refreshing.
Okay, just took a while. Lovely. So here is our dashboard. All right.
So there's a lot of different
Dashboard components and chart types and let me close some of these tabs. I got way too many tabs available and
Get rid of that. All right.
Let's get back to the good old handy dandy slide deck. So reports and dashboards. There's a lot of functionality.
And it's hard to build something from scratch. If you have no experience building dashboards and reports and so
I do encourage people often to learn how to do reports the dashboards by live refer to standing on the shoulders of giants.
And that would be to install reports and dashboards off of the App Exchange.
And typically, whenever you get on the App Exchange you trying to install something depending on the browser you're using and the pop up blocker that settings you may employ
You may get blocked from installing apps off the App Exchange and it's kind of confusing as well to think of an app as nothing more than reports or dashboards. But there are a lot of apps.
On the App Exchange that are free that provide some very good reports and dashboards that you can use out of the box in your own Salesforce or
Or to use as a template, you can have those be a starting point for you to then leverage and oftentimes you may not know that something that's possible. You're see something that's done in a dashboard component
And you say, Oh, I wonder how they did that, and you can dig into that report or dashboard and see the specifics on how that is done what the underlying report looks like.
If there's been any charts added to that report, for example, in order to investigate how they were built into experiment now on the App Exchange.
By go into setup.
It's want to highlight a couple of
Good reports and dashboards. We're not going to go through the process of installing all these but this one here it comes up, at least in my own instance here. By default, the Salesforce adoption dashboards.
And these are ones I've used in many different instances and is provided by Salesforce labs and so Salesforce Labs is Salesforce his own team of developers that creates apps on the App Exchange that you can install to extend your own Salesforce instance, but this gives you a lot of
components that are helpful I he reports and dashboards of all kinds, and
As you see, though, as well. What is curious, or interesting is that there's no custom objects. There's no custom apps. There's no custom tabs and yet this is on the App Exchange. It is consists of 42 reports six custom fields three dashboards, a dashboard folder and a report folder and so
So check out the Salesforce adoption dashboards and you can install that I take you through the process of doing just that. In my recorded content. So if you work through your homework this week you will run across this so I'm not going to go through that now, but those are
Some helpful tools and then
From Salesforce labs.
Salesforce CRM dashboards, so you can check those out as well. This one's pretty old though that's like 2011 so I'm not actually
Dealt with this one in a while, so I'm surprised that actually works enlightening kind of question that so you can always check out App Exchange and for reports and dashboards.
And then just bear in mind as well. If you have a problem. Installing always check the pop up blockers. Okay, so
Now let's talk about our assignments for this week. And this knowledge area is all about analytics and that would be reports and dashboards and that particular section is in my fourth course i'm starting to lose my voice here.
So I'm glad it held out until the end here so that reports and dashboards analytics section has an estimated runtime of two hours and 10 minutes
In course number four of my admin lightning series and then as time allows. And as always, if you run out of time in a week. I always recommend that you do the live, work, watch it on replay get caught up.
And then as time allows you would do the course assignment work in my lightning series.
And then last but not least, would be doing the trailhead work. And so with that said, If you do have time to do the trial and modules, I would recommend
That you get some hands on experience building reports and dashboards and Lightning experience. And that has an estimated
completion time of one hour and 15 minutes and then there's also a classic reports and dashboards module which is two hours and 40 minutes of fun and provide quality.
You may be wondering, well, why do I need to go through the process of creating reports and classic
In that is because there may be some functionality that's still classic specific on the exam. And also, just so that you're familiar with.
The differences between reports in classic vs lightning and there's some core differences between the two that you'll run across if you work through all that work. Now with that said,
You can always reach out to me if you have any questions during the week in the Facebook group and
I see a question right now from Vikram, can you copy and paste the two links from the assignment slide into this window.
I will do one better. And I will show you I can copy as well but anticipating that links are going to be broken in my slide deck.
So I'm going to bring up the curriculum spreadsheet. I'll show you in there where those links are as well. They should be in the curriculum spreadsheet to the right.
For the weekly trailhead assignments. I just need to pull that up and let me see if those links actually work while we're doing that.
So link number one.
And where's my chats.
I'll just answer here. The Q AMP. A Oh, yeah. I'll put in the chat. Actually, cuz I just closed my Q&A section.
But there's the first one. See if that works. And then here comes the second one. And you'd always pull these up in the curriculum spreadsheet and that is also and in the Facebook group as well.
Okay, so as a separate link. So this should work. And let me pull up the curriculum spreadsheet. I'll show you where that is. Real quick, as well.
in case someone is still asking what were the assignments.
Winter admin curriculum spreadsheet today. So we bring this interview. Try to. Here we go. So Week seven
You should be able to see the curriculum spreadsheet now.
Yep. Yeah, there's several of you on that right now about 15 Avi. So here are the links. These should be clickable. So these work reports and dashboards for Lightning Experience brings up that module.
In trailhead. And then the second one is reports and dashboards and classic. Which brings up that link as well. So, all right, awesome.
Alright, so with that said we will sign off for now. And so, next week will be week eight and we've got two more weeks here live. We're getting closer to time to talk about
practice tests as well and how to know when you're ready. But next week, we're going to be looking at workflow and process automation.
That is where it really is good as far as being able to do dynamic things and Salesforce very powerful tools with workflow rules process builders.
Flows and other options for automation on the platform. So with that said, we will see you next week, same time, same place. And until then I'll see you in the cloud.