Report formats and summary formulas for success criteria metrics
Key Takeaway
Success criteria become custom summary formulas on grouped reports. Divide won by closed for a win rate. Divide by PARENTGROUPVAL at GRAND_SUMMARY for a share of the total. Subtract PREVGROUPVAL for change over time. Use a cross-block formula in a joined report to compare two report types.
Success criteria in a user story name the numbers the business wants to track. You show those numbers with reports and dashboards. The report format decides how records are laid out. A custom summary formula then calculates a new number from the grouped totals, such as a win rate. A measurable goal then becomes a report column or a dashboard widget.
Four report formats
Salesforce reports come in four formats. Choose the one that matches the question the success criterion asks.
| Format | How it lays out records | Good fit for |
|---|---|---|
| Tabular | Ordered field columns with one matching record per row, like a spreadsheet | Lists, such as a mailing list or all open opportunities |
| Summary | Like tabular, but rows are grouped and show subtotals | Grouped totals and charts, and as a dashboard source |
| Matrix | Records grouped by both rows and columns | At-a-glance totals, such as revenue or quantity sold |
| Joined | Several blocks combined in one report | Comparing data from different report types |
Tabular is the default format and the simplest, fastest way to look at data.
A report becomes a summary report when you add a row grouping, for example grouping closed cases by Priority. Most reports people build use the summary format.
A matrix report takes the most time to set up but gives the most detailed view. For example, it can show Close Month as rows and opportunity Type as columns, with Sum of Amount as the value. Matrix reports are usually easiest to read with Detail Rows turned off.