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Salesforce Reportperformance Cheatsheet

Salesforce Reportperformance Cheatsheet

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TOP WAYS TO RUN REPORTS FASTER

Summary
Maximizing the performance
of your Salesforce reports
allows you to spend more
time analyzing information
and less time running
reports

Do your big reports take a long time to return data
Here are a few tried and tested ways you can maximize report performance Bottom line make sure your
report is only looking at the data it needs to look at For more detailed information see Build a Report in
Salesforce Classic
If your reports still take more than minutes to complete after youve tried these tips its time to contact
Salesforce support

Trim Unneeded Data
Designing your report to get only the data you need is the single best way to get faster reports
Select Hide Details in Advanced Filters if you only need a summary of the data
Exclude unnecessary columns This is especially effective if youre using a summary or matrix report
and have Show Details enabled
Only query the objects that make sense for this report For example a report that includes accounts
and contacts may process twice as much data as a report that includes only accounts Custom fields
on an object count as a separate object in this context
Whenever you can choose the My or My Teams options rather than All for example My
Leads

Narrow Your Filters
Selective filters generally work faster than more general ones all else being equal Try to make your filters
as selective as you can
Use the equals or not equal to operators instead of contains or does not contain
For example use Account Owner equals John James not Account Owner
contains John

Choose AND rather than OR for filter logic

Focus on the Right Time Period
Video
For quick tips tell your users
to search for
Making
Your Reports Run Faster
Salesforce Classic at
helpsalesforcecom

Queries with fixed time frames run faster than openended queries
Always use the starting and ending date values to limit the report scope

Try using relative date values such as THIS WEEK NEXT MONTH or TOMORROW This works well for

saved reports for a specific but relative time periodfor example Last Months Leads
Especially for activity reports use an ending date to eliminate future recurring activities

Last updated February

Top Ways to Run Reports Faster

Do your big reports take a long time to return data

Consider the Scale of Your Objects

Create dashboards out
of custom reports

Do you know how many records exist for each object your report queries The more records the bigger
the objects storage size and the longer the report takes to run To determine the size of an object from
Setup enter Storage Usage in the Quick Find box then select Storage Usage and see each
objects Storage value in the Current Data Storage Usage section

Save standard reports to
a report folder to use in
a dashboard

Empty Your Recycle Bin

Use Dashboards

Schedule reports and
dashboards to be sent
via email

Data youve deleted still gets queried when you run a report unless youve permanently removed it by
emptying the recycle bin If youve been actively pruning your data thats great but your users wont get
the full benefit until you clear the recycle bin

Filter on Fields That Are Optimized for Search
Some standard fields are optimized for search Id Name OwnerId CreatedDate
SystemModStamp RecordType Masterdetail fields and lookup fields are also optimized for search

Custom fields are optimized for search if External ID is selected for the field

Optimized Fields
For more detail about
searchoptimized fields see
the Search Optimization
Cheat Sheet For information

on the External ID

field see Custom Field
Attributes

Dont Keep Clicking
Clicking Run Report multiple times increases the time to display the report
Each time you click Run Report the report runs to completion even if you click Stop
If your report takes longer than minutes to complete Salesforce cancels the report Once the report
stops running try running it again Some of the data is cached in memory so a second run may
succeed

Share Dashboards Instead of Reports

A dashboard refreshes data for everyone who has access to it whenever anyone clicks Refresh If you

have a report that takes a long time to run put it in a dashboard and direct users to that rather than the
report Youll have more people seeing fresh data with fewer report runs
Encourage users with the Schedule Dashboards permission to have their dashboards refresh daily weekly
or monthly so that users dont always have to wait for data to refresh

Make Your Reports Easy to Find
Move Folders Around
You can organize the folders
on the Reports tab by clicking
Reorder Folders

If youre an administrator you can change the folders users see on the Reports tab
Organize public custom reports into sections to help users locate important reports
Make report folders available or hidden to different groups of users

Try a Reporting Snapshot
Reporting snapshots let you store pointintime data on reports You map fields from a tabular or summary
custom report to the fields on a custom object and schedule when to run the report to load the custom
objects fields with the reports data Youll need the Manage Analytic Snapshots permission to do this

Top Ways to Run Reports Faster

Do your big reports take a long time to return data

Reporting snapshots allow you to
Build histories of report data from which you can spot trends via reports
Work with report data similarly to how you work with other records in Salesforce
From Setup enter Reporting Snapshots in the Quick Find box then select Reporting
Snapshots to display the Reporting Snapshots page from which you can create update and view all the
reporting snapshots in your organization
See Prepare Reporting Snapshots

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