Recruitment CRM: Understand and Navigate Reports in UMN CRM
Much of the standard Salesforce training available in the Self-Help Guide and within the CRM tool is valid for reports. There are, however, some important concepts to understand when running and troubleshooting reports.
- Clicking on Reports from the Homepage gives you the ability to search for saved reports. These are generally already run reports with defined criteria and added fields.
- Managers may ask you to find, run, and export reports they frequently use. You can also search saved reports, find a report formatted to your liking and run with new data.
- Making your title as descriptive as possible when saving reports you created may help in finding the report later on. Your campus may already be using some kind of folder system and/or naming convention. Check your internal business processes as well.
- Recently run reports or dashboards will be showing in the All Folders area and the Search bar there can be used to find the report if the name or an element of the name are known.
- The Folders area can be used to navigate and view the reports already within certain folders. The Search bar under Folders will search for a specific folder if the name or an element of the name is known.
Note: anything saved to My Personal Reports or My Personal Dashboards will not be viewable by anyone else so if you're trying to share use another folder!
Creating a New Report
Clicking on New Report from the Reports & Dashboards screen brings you to a different but similar navigation screen that allows you to browse the currently available Report Types that are in the tool.
Clicking on the button next to the folder of your choice will bring up a list of currently available Report Types within that category. It is worth searching on the Object types (Prospect, Contact, Visit, Bios, etc.) that you want as the Report Type may not be in the folder you assume it is. The first field listed is usually the Primary Object that the report will use for pulling data.
- The Primary Object is important because if, for example, you are looking for Event information the Primary Object should be Events.
- However, if you wanted data that showed Prospects that did not have Events then Prospects should be the Primary Object because the report needs to pull data from Prospects that do not have Event records associated with them as well.
Once a Report Type is selected, you are able to click on Create and add the fields, filters, and groupings you would like on your report and display the data you want to see in the way you'd like to see it.
Twin Cities Only: User profiles have different levels of access. Sometimes reports run by different profiles can have different results based on this access. If you run a report and the results are different than a co-worker or supervisor, and you think you should have access to those results, tell your supervisor and have them open a Case to grant you access.