CU Boulder Human Resources

Knowledgebase

Reporting in Salesforce Overview

Owned by Stephen Lewis
Last updated: Oct 24, 2022 by Vidushi Goyal
5 min read

Navigation

 

All users in the HRI have the ability to access standard reports built for their specific units as well as the ability to create their own reports.

  • Reports can be accessed by clicking the “Reports” tab, or through the App Launcher (nine dot icon under the CU header)

  • To browser reports, use the left navigation bar. The page will default to Recent reports ran or viewed by you. You can also use the other navigation options to limit the reports you see

    • Created by Me - all reports created by you, both private and public

    • Private Reports - your private reports; any report you’ve created but not shared

    • Public Reports - reports created by you and shared with others

    • All Reports - All reports, created by any user, that is available for you to view and run

  • Folders follow the same definitions as reports, but allow additional grouping.

  • Under Folders, navigate to the Shared with Me to view the standard reports for your unit.

    • You should see a folder for your unit and any other shared with you. Click on the Folder name to view all available reports.

  • Once in the folder, click the hyperlinked name of any report you’d like to run.

 

New Report from Existing Report

For any complex reports or if any issues arise, HRIT can be contacted for help.

At times, a new report may be needed that is similar to an existing one. In these cases, creating a copy of an existing report and editing filters or columns is more efficient than creating a new report.

  • Find a report you’d like to use as a starting point using the navigation steps above

  • Once in the report, click the dropdown caret next to the “Edit” button and then select “Save As”

  • Give the new report a unique name and then save.

  • On the newly saved report, click the edit button and make the necessary changes by changing the Outline tab to edit columns, or using the Filters tab to edit filters. At any point, click “Refresh” to see the changes to the report.

 

  • When all changes have been made, click Save or Save & Run.

  • You can now find the report in your Private Reports, or in the Folder you chose when saving it.

 

Create a New Report

Any user can create a new report. For any complex reports or if any issues arise, HRIT can be contacted for help.

  • From the Reporting tab, a new report (or folder for reports) can be created by using the buttons in the upper-right of the page

  • Click the New Report button. An overlay will prompt you to Choose Report Type, which will determine the data fields available on your report.

    • Most Report Types will be very dependent on your specific unit.

    • The categories on the left sidebar are general to Salesforce. To find Report Types for your specific unit, use the search box.

    • In this example, we will use the report type “Contacts with Employment” which will join contact information in the system with employment records.

  • Select a Report Type and click Continue.

  • You will be taken to the edit page for the new report

    • The system will populate some columns for the report automatically. You can remove these by clicking the next to the name, and add new columns by using the “add column” search box

You can only see columns contained in the Record Type you selected in the previous step. For example, since we chose a record type of “Contacts with Employment” we can add columns for employment information such as Department or Supervisor, but we cannot add information from other case objects such as FSAP session or ER actions.

  • You can also use the Filters tab to add or edit filters

  • Click Refresh at anytime to preview the report

 

  • When all changes have been made, click Save or Save & Run.

  • An overlay will prompt you to enter the following:

    • Report Name - Add a descriptive name to make finding the report easy in the future

    • Report Unique Name - In most cases, this can be left as the default value

    • Report Description - Enter a description to help others understand the purpose of the report in the future

    • Folder - Use this to add the report to a specific folder. If the report is added to a public folder, other users will be able to see and run your report. The default Private Reports will only make the report available to you

  • You can now find the report in your Private Reports, or in the Folder you chose when saving it.