There are two ways of creating a new report:
- you can either use an existing report and create a version of it by using the ‘Save As’ option
- you can create a completely new report from scratch
Create a version of an existing report
To create a report using an existing report, make sure that the report type on which the report is build contains all the required objects and fields.
Open the report you want to use as a base to the new report and click on ‘Edit’. Click on the drop down next to ‘Save’ and select ‘Save As’. Fill in the name of the new report and save. Adjust the report and save.
Create a new report
To create a completely new report, check first which report type will be the best for this purpose. It is very important as the report type cannot be changed on a report. To review the existing report types and their content, go to Setup → Report Types.
Check the following:
- object relationships
- report type layout
- remember, that changing the object relationships in a report type will affect all existing reports using that report type.
Once you know what report type you want to use, go to the Reports tab.
- Click on ‘New Report’
- Choose the Report Type
- Click on ‘Continue’
The report opens in a preview mode and by default already contains columns with the IDs from the report type objects.
If you don’t the record IDs, you can easily remove all of them by clicking Remove All Columns.
To add a column to your report choose a field from the ‘Add Column’ picklist or expand the Fields pane and drag-and-drop a field into the Columns list or directly to the report layout.
If you would like to remove a column, click on the cross next to it in the Columns list.
To summarise a column on the report, click the drop-down icon on the column and select ‘Summarise’. You can summarise a column in a couple of ways: Sum, Average, Max, Min.
You can group the records in your report by grouping the rows and columns. When you are using both groupings, you can group rows up to 2 rows and 2 columns. When you are using only the rows grouping, you can group rows up to 3.
To create a grouping, you can drag-and-drop a column from the Columns list or from the report layout into the ‘Group Rows’ or ‘Group Columns’ list. You can also click the column drop-down and select ‘Group Rows by This Column’ or ‘Group Columns by this Column).
If you are grouping records by date field, you can additionally use the ‘Group Date by...’ and select a specific time range, for example: a calendar week, a calendar month, etc.
Usually a new report include already some default filters, like ‘Show me my records’ and a ‘Created Date’ filter. You can adjust the existing filters by clicking them or add your own. To add a new filter, click on the ‘Add Filter’ picklist and choose a field by which you want to filter the data. To remove a filter click on the cross icon next to the filter.
To add a report chart, click on Add Chart. To customise it, click on the gear icon to open the options. There you will be able to adjust the chart layout, colour palette, etc.
Once your report is done, click on Save & Run to save the layout and see the results as they will appear only when you run the report.