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Salesforce Dynamic Dashboards Cheatsheet

Salesforce Dynamic Dashboards Cheatsheet

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TAKING ADVANTAGE OF DYNAMIC

DASHBOARDS

Summary
Dynamic dashboards show
data according to each

viewers access level A

handful of dynamic
dashboards may be able to
replace hundreds of
dashboards that have
specific running users

Your organization can have up to dynamic dashboards for Enterprise Edition for Unlimited and
Performance Edition and for Developer Edition Additional dynamic dashboards may be available for
purchase

Overview
Administrators control access to dashboards by storing them in folders with certain visibility settings
Dashboard folders can be public hidden or restricted to groups roles or territories If you have access to
a folder you can view its dashboards
Folders control access to the dashboard but the running user determines access to data The running user
options are
Run as specified user The dashboard runs using the security settings of that single specific user
All users with access to the dashboard see the same data regardless of their own personal security
settings This approach is perfect for sharing the big picture across a hierarchy or motivating team
members by showing peer performance within a team If you dont have View All Data you can only
choose yourself If you have View My Teams Dashboards you can choose any user below you in the
role hierarchy

Run as loggedin user A dynamic dashboard runs using the security settings of the user viewing

the dashboard Each user sees the dashboard according to his or her own access level This approach
helps administrators share one common set of dashboard components to users with different levels
of access
With a dynamic dashboard you can control data visibility without having to create a separate dashboard

with its own running user and folder for each level of data access A single dynamic dashboard can display

a standard set of metrics across all levels of your organization
Managers with the View My Teams Dashboards or View All Data permission can set an option to
preview the dashboard from the point of view of users under them in the role hierarchy

Example
Lets say that your opportunity team consists of one vice president four sales managers and sales
reps reps per manager Youve been asked to create dashboards that display the following metrics
restricted by role and hierarchy
Role

Total Bookings

Close Rates by
Competitor

Number of Activities
by Meeting Type

Sales Rep
Sales Manager

VP of Sales

Last updated February

Taking Advantage of Dynamic Dashboards

Setting Up Dynamic Dashboards

Sales reps should only see their own data managers should only see data for the reps they manage and

the VP should see data across the entire team In this scenario youd typically have to create different

dashboardsone for every single person Youd also have to create multiple folders to manage access
rights
With dynamic dashboards you can create just two dashboards and store them in a single folder
Create a dynamic dashboard for sales reps with the following components

A gauge of total bookings

A table of activities by meeting type

Create a dynamic dashboard for managers and the VP with the following components

A gauge of total bookings

A column chart of close rates by competitor

Optionally create filters that let viewers further refine their dashboard views For example create a
filter on key accounts to let viewers focus on bookings activities and competitive threats for each
account
All users only see data that they can access Sales reps see their own bookings and activities Managers

see bookings and close rates for the reps they manage The VP sees bookings and close rates for the whole

team Because the metrics are the same for managers and the VP you can use the same dynamic dashboard

for both roles The dynamic dashboards feature reduces the number of required dashboards from to
two

Setting Up Dynamic Dashboards
Create a folder to hold the dashboard and its underlying reports then create the dashboard
Tip To avoid restricting the dashboards view of the data
Make sure advanced filters dont include specific record owners for example Opportunity
Owner equals Frank Smith
Dont click Save Hierarchy Level when saving opportunity reports

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