Reports

The Change Machine COACH App, in Salesforce, is where you collect all of your customer data; Demographic Information, Assets, Debts, Expenses, Income, etc.

You can create Reports in Salesforce to highlight the achievements and work that your organization has accomplished. It is also an important way for you to report on key findings and results to your funders and donors.

Creating a New Report:

1. Log into Salesforce. If you are in the COACH app, click on the Reports tab.
   
   
   
   
2. Click on the New Report button to start a new report.
   
   
   
   
3. Search for and choose a Report Type for your Report and click Start Report.
   
   
   
   Report Types tell you which Objects (containers of information) you will be able to get information from in your report. For more information about Report Types that you may see within the COACH App, view our Report Types article.
   
   
   • When searching for a Report Type, your screen may default to the Recently Used category. Make sure to change the category to All shown in the image below) to ensure that you are seeing all the available Report Types.

Editing Your New Report:

1. Report Name Editor: You can edit the name of your report by clicking on the edit icon.
   
   
2. Report Type(s): Shows the chosen Report Types in this report.
   
   
3. Add Chart: You can use this button to add a Chart to your report.
   
   
4. Save & Run and Save:
   • Save & Run: You can edit the Report Name, change the Report Folder you want to save this report in, and immediately Run the report to view the finalized report.
   • Save: You can edit the Report Name and change the Report Folder you want to save this report in.
     
     
5. Run: You can Run the report to view the finalized report without saving the report or any changes you made.
   
   
6. Outline Tab: You can add and remove Fields to your report in the Columns section. To the right is a limited preview of what your report will look like.
   
   
7. Column Options: Each field has a dropdown option with various options including sorting your results by the selected column.
   
   
8. Update Preview: If not already blue, click on this slider button to always see a preview of your report as you make changes.
   
   
9. Fields Tab: To see a list of all of the Fields you have available to you, click on the Fields Tab. You can drag or double click on fields to add them to your report.
   
   
   
   
10. Groups:
    • Group Columns: You can group your entire report by up to three (3) columns and all the results will be grouped vertically by the fields in this area.
    • Group Rows: You can group your entire report by up to three (3) rows and all the results will be grouped horizontally by the fields in this area.
11. Report Detail: These options can be turned off or turned on if you want to view this information in your report.
    • Row Count: Shows or hides the total Rows you have in each section of your report.
    • Detail Rows: Shows or hides the detail information you have in your report. For example, you can hide the Detail Rows in the images to only show the total number of Contacts in each Account.
    • Subtotals: Shows or hides the subtotal number of rows in each section of your report.
    • Grand Total: Shows or hides the greater total of rows for your entire report.
      
      
      
      
12. Filters Tab: You can narrow down or filter your report results by adding fields and criteria to this Tab. There are two preselected filters added to each report and best practice is to set those to show all results before applying more filters.
    
    
13. Filters: You can view the any filters that a report contains after clicking on this icon. To change the filters, click Edit to edit the report.
    
    
14. Refresh: You can refresh your report if new data has been entered that may affect the results of your report.
    
    
15. Edit: Click this button to make changes to the current report. Make sure to save your changes if you want to keep any changes you make.
    
    
    
    
    • Save As: You can use this option to create a copy of the current report and change the Name and Folder location.
    • Save: Some information can be edited while viewing a report. After editing information or moving columns around, click Save to save the changes.
      
      
      
      
    • Subscribe: You can have report results emailed to yourself or other Users that have login access. This can be used for reports that are filtered by time periods or have frequently changing results.
    • Export: You can export your report to Excel (.CSV, .XLS, or .XLSX) if you want to use your report results outside of Salesforce.
    • Delete: This option deletes the report from your Salesforce.
    • Add to Dashboard: You can add your report to a Dashboard if you want to have a visual representation of your COACH data.

NOTE: To share your Report(s) with other Users, view our Sharing Reports and Dashboards article to learn how to share your Reports and/or Report folders. 

To learn more about customizing Reports (and Dashboards) in Salesforce, click here to view a recommended training module created by Salesforce titled Reports & Dashboards for Lightning Experience (estimated 1 hour, 50 minutes). Below are the lessons within this module:

• Introduction to Reports and Dashboards in Lightning Experience (estimated 10 minutes):
  • Phrase business needs as answerable reporting questions.
  • Explain the difference between a report, dashboard, and report type.
• Create Reports with the Report Builder (estimated 25 minutes):
  • Use the drag-and-drop report builder.
  • Explain the value of using filters, cross filters, and filter logic.
  • Create a tabular report.
• Format Reports (estimated 25 minutes):
  • Describe report formats: tabular, summary, and matrix.
  • Create a matrix report.
• Visualize Your Data with the Lightning Dashboard Builder (estimated 25 minutes):
  • Explain the difference between report charts and dashboards.
  • Create a dashboard and underlying report.