How to Create Reports and Dashboards in Salesforce (Without Running Into Common Pitfalls)
In this guide, I’ll walk you through the steps to create reports and dashboards in Salesforce, while also unpacking a few critical concepts that trip up even seasoned users.
Step 1: Choose the Right Report Type
When you create a new report in Salesforce, the first thing you have to choose is the Report Type—and this isn’t just a formality. It determines which records and fields you’ll be able to report on. Think of a report type as a pre-set data filter: it defines what objects (e.g., Accounts, Contacts, Cases) and what related data you’ll have access to.
Common Mistake:
Choosing the wrong report type can leave out key data or relationships, leading to incomplete reports—or no results at all.
Pro Tip:
If you’re not seeing the data you expect, double-check the report type. Consider using a custom report type if standard options don’t meet your needs.
Step 2: Build and Customize Your Report
Once you’ve selected a report type, use the Report Builder to:
Add fields to your report.
Apply filters to focus your data.
Group rows to summarize information (great for charts or dashboards).
Add summary formulas if needed.
Save your report in a shared folder (more on that below), and make sure it returns useful, readable results.
Step 3: Create a Dashboard
Dashboards let you visualize multiple reports in one place using components like charts, tables, and gauges. Each component is powered by a report.
When building a dashboard:
Choose a folder for the dashboard (public/shared folders are ideal for teams).
Select a report for each component.
Configure visuals and set up the layout.
Step 4: Use Dashboard Filters Wisely
Dashboard filters are a great way to let users slice the data—say, by region, owner, or status—without building separate dashboards.
But here’s the catch:
You can only use up to 4 filters per dashboard.
Each filter must reference a field that exists in every underlying report. If a field is missing from just one report, the filter won’t work.
Common Mistake:
Adding a filter like “Region” to the dashboard—but forgetting to include the “Region” field in one of the reports. Result: the filter does nothing or causes errors.
Pro Tip:
Always check that your chosen filter fields are present (and consistent) across all reports in the dashboard.
Step 5: Share Reports and Dashboards Through Folders
Salesforce uses folders to manage access to reports and dashboards. If your users don’t have access to the folder that houses a report, they’ll see errors when trying to view the dashboard that relies on it.
Common Mistake:
Saving your dashboard to a shared folder, but keeping the reports in your private folder. Users see “Component Error” messages instead of data.
Pro Tip:
Create or use shared folders for both reports and dashboards. Always check folder sharing settings before publishing.
Final Thoughts: Make It Actionable
The real power of reports and dashboards comes when you use them to drive decisions—not just display numbers. Invest time up front to:
Select the right report types
Align fields for dashboard filters
Share everything through appropriate folders
Remember: Great dashboards start with great data—and clarity in setup makes all the difference.
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