Teach Me Salesforce

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Instant Reports

with 3 comments

It happens all the time – customer calls you because of some trivial matter (e.g. what’s the sum of his unpaid orders or how many escalated cases have violated the SLA) and you have to run through several CRM modules to give him a correct answer.

Salesforce - instant reporting

At first you open the account details, where you check his payment or SLA conditions, then you copy his name and move to reporting. There you have to find the correct report, paste account name and adjust filtering criteria.

Finally after three minutes of hard effort, you can tell the customer precise number. Because this scenario happens on daily basis, you’ve already got used to the constant interruptions and do not expect any improvements…

With Salesforce.com Instant Reporting you can completely avoid this process and run selected reports directly from account detail.

You simply navigate to the customer account, click the report link and the instant reporting overtakes filtering parameters (e.g. payment status, SLA conditions,…) from the account and displays report results.

On top of that you can use instant reporting for all SFDC objects, because it uses standard formula fields and it’s really easy to setup.

At first it is necessary to create the underlying report – in our case, because we want to display all escalated cases with SLA violation, we add filtering criteria SLA violation = Yes and Status = Escalated. Because we want to display the information only for one selected account, we also add another filter Account ID, keep it blank and save. Don’t be afraid that the report hasn’t returned any result – it’s because of the empty Account ID filter, which is necessary for proper function of instant reporting.

Salesforce - reporting

After that navigate to the account fields (Setup – Customize – Account – Fields) and create new one with type Formula. Fill in its name (e.g. Escalated cases with SLA violation), set its type to Text, insert following code and save:

HYPERLINK(“/00OA0000003jShP?pv0=” & Id , “see details”, “blank”)

The HYPERLINK specifies that a link to the report will be created, /00OA0000003jShP is the unique ID of the report, which you can copy from the URL after you run it. There you have to take care, because your report ID will be different from ours.

Salesforce - instant reporting

The ?pv0= means that you want to change the first filter parameter in report and Id represents the Account Id field, which you can get by clicking on the Insert field button.

Salesforce - formula field setup

Two remaining parameters are really simple – see details is the text that will be displayed as a link and blank opens the report in a new window.

Salesforce - formula field setup

Account page layout is then enhanced by a new fieldand after you click the link, the instant report with all adjusted filters is opened.

Salesforce - instant reporting

After you test instant report links in sandbox and move them to production, you have to adjust the report ID in the formula field. The reason is that the report in sandbox has another ID (/00OA0000003jShP) than the one in production.

If you want to use more ad hoc filtering criterions, just add another & sign and don’t forget that the criteria numbering starts from zero (pv0 – first filter criteria, pv2 – third filter criteria) – e.g.

HYPERLINK(“/00OA0000003jShP?pv0=” & Id & “&pv2=” & Name , “see details”, “blank”)

Also posted on Luneos Salesforce.com blog.


Written by Lukas Vedral

May 7, 2011 at 7:16 am

Posted in Beginner, Configuration

Tagged with ,

3 Responses

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  1. great tip to share.

    i’ve been using this for a while, and want to take it to the next stage, by bringing a chart/table onto the detail page, using google charts api, but do you know if i could achieve this using the salesforce report engine/charts instead?


    May 25, 2011 at 12:45 pm

  2. Hi,
    good idea about adding the chart. Never tried it before, but I am quite sure that it won’t be feasible with standard SFDC reporting. If you decide for the G.Charts API, let me know about the result 🙂

    Lukas Vedral

    May 25, 2011 at 1:23 pm

  3. […] I found this post on the ‘TeachMeSalesforce’ blog. I love this hyperlink idea for its simplicity. As […]

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