Custom Report Types in Salesforce

Salesforce.com enables users create custom report types that allow you to connect up to four related objects in order to expand the scope of your Org’s reporting ability. Once you have defined a custom report type, users can create custom reports from it.

We can create custom report types with custom objects.  Custom reports also allow us to create custom views such as opportunities. Apart from this, when you are not looking to use the standard reporting formats, then use custom report types. That is why Salesforce is known for its powerful reporting features. We can use the out of box standard reporting features, however, sometimes the report requirements might be different That is when we need to opt for the custom reports. Just imagine, you need to create a report with two objects, or you are looking to create a report without any relationship between the records. There might be multiple requirements where you will like to custom reports.

Custom Report Types features

Custom reports have certain distinct features, which differentiate it from other reporting formats. These features are described below:

  • We can build a report with up to four layers of objects, as long as they have parent-child relationships. This means we can work with multiple objects.
  • With custom report types, fields can be added into the report from any of the related objects.
  • We can reorder sections and fields in a custom report. We can also create new sections and fields in a custom report, and remove them if not required.
  • We can define the default columns in the report. This means that these columns will be displayed on the report, whenever a new report is created.

Creating custom reports in Salesforce

When creating a new custom report types in Salesforce, the objects available for you to choose from are based on the primary object’s relationships to other objects. For example, if you choose accounts as the primary object, then you can only choose standard and custom objects associated with accounts (e.g., contacts, opportunities). This also applies to subsequent objects added to the custom report type. So, if account is selected as the primary object and opportunity is selected as the secondary object, then you can only select objects associates with opportunities as the third object for your custom report type in Salesforce.

Before you start creating a custom report, you should log in as a “Salesforce Administrator”  or login as a user with “Manage Custom Report Types” privilege. Let’s look at the steps required for creating the custom report.

  • Login to your Salesforce account, and ensure that you have the required privileges.
  • Go to Setup, then go to “Report Types” from the quick find box.
  • Click on “New Custom Report Type”.
Custom Report Types in Salesforce
  • Now you have to select the primary object, lets assume it is “Accounts”. Hence, we will select “Accounts”. Whatever primary object you select, its records will be always present in the report. Once the primary object is selected, and fill the following details.
  • Report Type Label
  • Report Type Name
  • Description
  • Now select the “Category”, it will define what the users will view when they access the report.
  • Now click on “Deployed”.
  • Click on “Next”. Our custom report is defined. In the next step, we will prepare the Report Recordset.
Custom Report Types in Salesforce
  • You will find a box with a dotted border that will mention “Click to relate to another object”. Click on this box, and select “Opportunities”.
  • In the Box B, select the option “Each “A” records may or may not have related “B” records.  This will mean that the “Account “ object might have the “Opportunities” object, or it might not as well.
  • Now we will define the report layout, click on “Edit Layout”.
Custom Report Types in Salesforce
  • It is time to select the fields for the report. Select the fields from the right-hand pane, and drag it to the grey grid layout located on the left side.
Custom Report Types in Salesforce
  • You can preview the report. You can also edit the section or add a new section.
  • Once done click on “Save”, the custom report is created.