Configuring Reports and Dashboards - Salesforce (Classic)

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Overview

This functionality allows you to generate reports from Salesforce. All Responsive projects can be exported to reports. To generate reports, you need to configure custom fields from Salesforce and map them from the Responsive app.

Salesforce must be connected from the Responsive app in order to configure reports and dashboards. See Installing Responsive in Salesforce (Classic) for more information.

Permissions

Users must have the System Administrator privilege in Salesforce and Company Administrator privilege in Responsive to complete the installation.

Setting User Permissions

User permission has to be set for report generation. To set user permission, you can follow the steps below:

  1. Click Setup > Manage Users > Users, then click the username you want to set permissions for.
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  2. Scroll down to Permission Set Assignments and click Edit Assignments.
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  3. Select Responsive Data Sync from Available Permission Sets and click Add.
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  4. Click Save. The added permission displays in the User Details page.
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Creating and Mapping Custom Fields

Once the user permission is setup, you can view and customize the available fields for reporting. First, create the custom fields in Salesforce, then map them in Responsive.

Creating Custom Fields in Salesforce

  1. Click Setup > Create > Objects, then select ResponsiveDetail.
    Note: To create Intake reports, select ResponsiveIntakeDetails instead and follow the steps below.
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  2. Scroll down to Custom Field and Relationships and click New to add a new custom field.
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  3. Check the Date box and click Next.
    Note: The Date, Date/Time, Email, Text, and Text Area fields are mandatory in order to configure and generate reports from Salesforce; repeat the following process to create each one (and any additional fields you want to add).
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  4. Enter the required values and click Next.
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  5. Click Next on the Establish Field Level Security page.
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  6. Click Save on the Add to Page Layouts page.
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    The newly added custom field displays under Custom Field & Relationship.
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Mapping Custom Fields in Responsive

  1. Go to Organization Settings > Project > Custom Fields and click Add Field. The Add Custom Field pop-up displays.
  2. If you are mapping Intake reports, select Intake as the custom field category.
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  3. Check the Associate with Salesforce box. The Project Report Field Mapping and Intake Report Field Mapping sections display.
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  4. Select the custom field in Salesforce that these fields in the Responsive app should be mapped to, then click Add. The newly created and mapped custom field displays in the Custom Fields section of the Organization Settings.
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  5. Repeat this process for all applicable custom fields.
    Note: Other than custom fields, the following fields can also be made available in Salesforce reports:
    • Created by
    • Created date
    • Project name
    • Due date
    • Intake Status
    • Type
    • Owner
    • Client name
    • Intake ID
    • Account ID
    • Opportunity ID
    • Lead ID

Creating Report Types

Prior to generating a report, you must create report types.

  1. Click Setup > Create > Report Types; then, click Continue on the Custom Report Types page.
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  2. Click New Custom Report Type.
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  3. Select ResponsiveDetails from the Primary Object drop-down menu.
    Note: To create Intake reports, select ResponsiveIntakeDetails as the primary object.
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  4. Complete the Report Type Label, Report Type Name, and Description fields.
  5. Select Administrative Reports from the Store in Category drop-down menu.
  6. Check the Deployed box.
  7. Click Next. The Define Report Records Set page displays.
  8. Click Click to Relate Another Object to relate other objects with the primary object (optional).
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  9. Select the object and mention its relation with the primary object (optional).
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  10. Click Save. The Custom Report Type page displays as shown below:
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  11. Once the report type is setup, click Edit Layout to select the fields that should be displayed for the reports. The Field Layout Properties page displays.
    Note: The fields that are selected by default display with a tick icon.
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  12. To select the fields to be displayed by default, do one of the following:
    • Click the property, then select Edit Properties.
    • Double-click the field name, select the Checked by Default box, then click OK.
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  13. Repeat the process for other fields that should be marked as default.
  14. Drag and drop the fields to rearrange their order, if applicable.
  15. Click Add Related Fields via Lookup to add related fields via Lookup (optional).
    1. Click the required link to add more fields.
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    2. Select the required fields and click OK.
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      The added fields display as shown below:
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  16. Click Save.

Generating Reports From Salesforce

Once all the associated configurations are set up, you can generate reports from Salesforce.

  1. Click Reports > New Reports > Administrative Reports.
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  2. Click Responsive (the name/label entered for the project report type), then click Create.
    Note: To generate Intake reports, select the name/label entered for intake report type.
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  3.  On the Unsaved Reports page, change the report criteria as required, then click Save.
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  4. Enter a unique name for the report, enter the report description, and select a folder location to store the report.
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  5. Click Save and Run Report.
    • The generated project report displays as shown below.
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    • If you generated an intake report, it displays as shown below.
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Generating Dashboard Reports

In addition to generic reports displayed in personalized folders, users can generate reports as a dashboard.
Note: Reports should be in Summary view and must be grouped.

  1. From the Unsaved Report page, click Tabular Format.
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  2. Select Summary.
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  3. To group a field, select a group name from ResponsiveDetails in the left navigation pane and drag it to the area as highlighted below:
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    The report is grouped as shown below:
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  4. Click Save.
  5. Provide the required details and click Save to save the report. It will be grouped and generated as shown below:
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  6. To generate a dashboard, go to the Reports & Dashboards page and click Dashboards > New Dashboard.
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  7. Select the type of chart to display in your dashboard from the Components section in the left navigation pane, then drag it to the required area on the dashboard panel.
    Note: You can adjust the size of the component from the Medium drop-down options. You can select from Medium, Wide, and Narrow options. 
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  8. Edit the header, title, and footer as appropriate.
  9. Click the Data Sources tab from the left pane.
  10. Expand Reports and select the report to display in the dashboard, then select and drag it to the chart.
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    Once the data sources are placed, the page will look similar to the image below:
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  11. Click Save. The Save Dashboard pop-up will be displayed as shown below:
  12. Enter a title, a unique name for the dashboard, and select a folder location to store it.
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  13. Click Save and Run Dashboard. The dashboard displays as shown below:
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