Salesforce Views & Reports help users organize, filter, and analyze data efficiently. This guide covers the basics, real-world examples, best practices, and specific scenarios to help you manage Salesforce data effectively!
A List View in Salesforce is a customizable way to filter and display records in a tabular format. It helps users quickly find relevant data without running reports.
Filter Records – View specific Leads, Contacts, Opportunities, etc.
Inline Editing – Update multiple records directly from the list.
Charts & Graphs – Add visual insights to List Views.
Pinned Views – Set a default List View for easy access.
Sharing Options – Keep private, share with a team, or company-wide.
Tip: List Views are perfect for daily workflows, while Reports provide deeper analysis.
Step 1: Navigate to a Salesforce Object (e.g., Leads, Accounts, Opportunities).
Step 2: Click on the gear icon "New List View."
Step 3: Name the view & select visibility (Private, Public, or Group).
Step 4: Add Filters (e.g., "Leads from last 30 days").
Step 5: Customize columns & sort order.
Step 6: Save and start using your new List View!
Tip: Use "My Opportunities Closing This Month" to track urgent deals!
| List View Name | Object | Purpose |
|----------------|---------|------------|
| My Open Leads | Leads | Track active leads assigned to you |
| Opportunities Closing This Month | Opportunities | Focus on deals nearing the close date |
| High-Value Accounts | Accounts | View customers with large revenue potential |
| Unresolved Cases | Cases | Monitor customer support issues |
| Overdue Tasks & Follow-Ups | Tasks | Never miss a customer interaction |
Tip: Use List View Charts for quick visualization of records!
A Salesforce Report is a structured way to analyze data and extract insights. Unlike List Views, Reports allow for advanced filtering, grouping, and calculations.
Tabular Reports – Simple spreadsheet format (best for lists).
Summary Reports – Group & subtotal records (best for trends).
Matrix Reports – Compare data using rows & columns (best for complex analysis).
Joined Reports – Combine multiple reports into one view.
Tip: Use Summary Reports to group deals by "Stage" and track pipeline health!
Step 1: Go to Reports New Report.
Step 2: Select an Object (e.g., Leads, Opportunities, Cases).
Step 3: Add Filters (e.g., "Opportunities Closed This Quarter").
Step 4: Group data by relevant fields (e.g., "Stage" or "Owner").
Step 5: Choose a Report Type (Tabular, Summary, etc.).
Step 6: Add Charts for visualization.
Step 7: Save & Share the report with your team.
Tip: Use "Opportunities by Stage" to track deals across the pipeline!
Purpose: Tracks revenue trends and deal progression.
Filters: Opportunities Closed Won in the last 90 days.
Group By: Sales Rep & Opportunity Stage.
Chart Type: Bar Graph (Revenue per Sales Rep).
Use Case: Helps sales managers track performance & identify top sellers.
Purpose: Measures how many leads turn into opportunities.
Filters: All Leads converted in the past 6 months.
Group By: Lead Source (Google Ads, LinkedIn, Referrals, etc.).
Chart Type: Pie Chart (Conversion Rate by Source).
Use Case: Helps marketing teams understand which lead sources perform best.
Purpose: Tracks support efficiency and customer satisfaction.
Filters: Cases closed in the last 30 days.
Group By: Case Owner & Resolution Time.
Chart Type: Line Chart (Average Resolution Time).
Use Case: Helps support managers optimize response times.
Purpose: Predicts future revenue based on open deals.
Filters: Opportunities closing next 90 days.
Group By: Sales Stage & Probability %.
Chart Type: Funnel Chart (Pipeline Breakdown).
Use Case: Helps executives project revenue and set sales goals.
Problem: Too many leads, hard to focus on the best ones.
Solution:
Create a List View: "Hot Leads This Week".
Filter by Lead Score > 80 & Created Date = Last 7 Days.
Sort by "Last Activity Date" to follow up effectively.
Result: The rep focuses on high-quality leads = more closed deals!
Problem: No visibility into rep activity & deals closed.
Solution:
Build a Sales Performance Dashboard with:
- Sales by Rep (Bar Chart)
- Opportunities by Stage (Funnel Chart)
- Total Revenue This Month (Metric Widget)
Result: Managers track real-time performance & coach reps accordingly!
Problem: Unsure which campaigns bring the best ROI.
Solution:
Run a Lead Source Conversion Report.
Compare lead sources by conversion % & revenue generated.
Adjust budget to focus on high-performing channels.
Result: Smarter marketing investments & higher returns!
Problem: Customer complaints about slow response times.
Solution:
Create a "Cases by Resolution Time" Report.
Identify which reps or case types cause delays.
Train team on handling urgent cases faster.
Result: Higher customer satisfaction & retention!
Keep List Views Simple – Use only necessary filters.
Use Charts in Reports – Visual data is easier to understand.
Schedule Report Emails – Send automatic updates to stakeholders.
Use Dynamic Filters – e.g., "Show My Opportunities" for personalized data.
Optimize with Dashboards – Combine reports for a full performance overview.
Tip: Pin your most-used List View for quick access!
List Views = Quick daily workflow & task management.
Reports = Deep data analysis & insights.
Dashboards = Visual representation of key business metrics.
Automation + Filters = More efficiency & better decisions.
Regularly update reports to reflect changing business needs.