Configuring reports and dashboards - Salesforce (Lightning)

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 Responsive.

Salesforce must be connected from Responsive in order to configure reports and dashboards. 

Permissions

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

Select the applicable tab for your edition of Responsive.

• Setting user permissions

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

  1. Click the Settings icon and select Setup.
  2. From the left navigation pane, click Administration > Users > Users, then click the username that you want to set the permission for.
     
  3. Scroll down to Permission Set Assignments and click Edit Assignments.
     
  4. Select Responsive Data Sync from Available Permission Sets and click Add.
     
  5. Click Save. The added permission displays on the User Details page as shown below:
     

  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 the Settings icon and select Setup.
  2. From the left navigation pane, click Platform Tools > Objects and Fields > Object Manager.
  3. Click ResponsiveDetail.
     Note: For mapping intake reports, select ResponsiveIntakeDetails.
     
  4. Click Field & Relationships.
     
  5. Click New.
     
  6. 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).
     
  7. Enter the required values and click Next.
     
     
  8. Click Next on the Establish Field Level Security page.
     
  9. Click Save on the Add to Page Layouts page.
     
     The newly added custom field displays in the Custom Field & Relationship page.
     

  Mapping custom fields in Responsive

  1. Go to Organization Settings > Project > Custom Fields and click Create New.
     
     
     
  2. The Add Custom Field pop-up displays. If you are mapping Intake reports, select Intake as the custom field category.
     
  3. Enter the new merge tag name and display name. They cannot already exist. Check the Associate with Salesforce box for the instance. 
     
  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 will be listed in the Custom Fields section of the Organization Settings with the Salesforce icon.
     
  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 the Settings icon and select Setup.
  2. Search Report Types from the Quick Find search bar, then click the Report Types result. The Custom Report Types page displays.
     
  3. Click New Custom Report Type.
     
  4. Select ResponsiveDetails from the Primary Object drop-down menu.
     Note: To create Intake reports, select ResponsiveIntakeDetails as the primary object.
     
  5. Complete the Report Type Label, Report Type Name, and Description fields.
  6. Select Administrative Reports from the Store in Category drop-down menu.
  7. Check the Deployed box.
  8. Click Next. The Define Report Records Set page displays.
     
  9. Click Click to Relate Another Object to relate other objects with the primary object (optional).
  10. Select the object and mention its relation with the primary object (optional).
  11. You can relate other objects with the primary object by clicking Click to relate another object.
  12. You can select the object and also mention its relation with the primary object.
      
  13. Click Save. The Custom Report Type page displays as shown below:
      
  14. 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.
  15. Once the report type is setup, you can select the fields that should be displayed for the reports by clicking Edit Layout. The Field Layout Properties page displays.
      
  16. 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.
        
  17. Drag and drop the fields to rearrange their order, if applicable.
  18. Click Add Related Fields via Lookup to add related fields via Lookup (optional).
      1. Click the required link to add more fields.
         
      2. Select the required fields and click OK.
         
         The added fields display as shown below:
         
  19. Click Save.

  Generating reports from Salesforce

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

  1. Click Reports.
     
  2. Click New Report.
  3. Click Administrative Reports > Responsive (the name/label entered for project report type) and click Continue.
     Note: To generate Intake reports, select the name/label entered for intake report type.
     
  4. On the Unsaved Reports page, change the report criteria as required, then click Save & Run.
     
  5. Change the various report criteria as required, then click Save & Run.
  6. Enter a unique name for the report, enter the report description, and select a folder location to store the report.
     Note: A unique name will be auto-generated, but you can edit it as required.
     
  7. Click Save. The generated displays as shown below:
     

  Generating dashboard reports

  In addition to generic reports displayed in personalized folders, users can generate reports as a dashboard.
  Note: Reports rows/columns must be grouped.

  1. From the Unsaved Report page, click Groups > Add Group and select the field to be grouped.
     Note: You can add multiple rows, one at a time.
     
  2. Click Columns > Add Group and select the column fields to be grouped. You can also modify the already available columns.
     
  3. The grouped rows and columns will be displayed as shown. Click Save.
     
  4. Provide the required details and save the report. The report will be grouped and generated as shown below:
     
  5. To generate a dashboard, go to the Reports & Dashboards page and click Dashboards > New Dashboard.
     
  6. Enter a name, a unique name for the dashboard, and select a folder location to store it, then click Create.
     
  7. Click Component from the Dashboard.
     
  8. Select the report for which the rows and columns are grouped and click Select.
     
  9. Select the type of chart to display in your dashboard from the Components section, then click Add.
     
  10. From the Dashboard page, drag and rearrange the components and resize them if needed.
      
  11. Click Save.
  12. Click Dashboard tab and click the newly created dashboards name to view it.
      

• Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.