How to Create a Matrix Report in Salesforce

Benefits of Matrix Reports in Salesforce

As one of the more complex reports you can create in Salesforce, these summary reports are most commonly used for comparing related totals or creating highly customized reports. Here are some of the key benefits of creating matrix reports in Salesforce:

• Matrix reports in Salesforce are incredibly helpful in drawing comparative insights, interpreting data trends, and enabling swifter and more informed decisions. 
• These reports focus more on cross-filtering, surveying, and analysis.
• It allows users to compare data based on different categories such as customer feedback based on product, sales performance by geographies, shipping status based on location, etc.
• As a comparison and summary report, it allows for granular drilling down into the most important data. This allows stakeholders to easily identify patterns, pinpoint potential gaps, and focus on areas that matter and require additional action.
• Whether you are part of the marketing department or HR, Matrix Reports in Salesforce can be an incredibly powerful tool for data-driven analysis and decision-making.

Step-by-Step Process On How to Create a Matrix Report in Salesforce

Creating a Matrix Report in Salesforce involves a few simple steps to create a clear, yet comprehensive report. Here is a step-by-step guide on how to create a Matrix Report in Salesforce:

Step 1: Access Report Builder in Salesforce

• Login to your Salesforce account with your username and password.

• After logging in to Salesforce Lightning, click the “Reports” tab in the navigation bar at the top of the screen.

• Click the “New Report” button located on the right.

Step 2: Select Report Type in Salesforce

• After clicking “New Report”, the “Create Report” pop-up window will appear.
• Here you must select the Report Type.
• Note: There are various types of reports you can choose from depending on the data and reports you want to analyze. The report type also determines the fields that are available for you to cross-analyze such as name, amount, created by, close date, shipping status, etc.
• Scroll through the Report Type options and select the Report Type that best suits your preferences. For this example, we have selected “Opportunities.”

• Once you have selected the Report Type, click “Start Report” located on the right.

Step 3: Select the Rows for the Salesforce report

• In the sidebar on the left, select the columns that you would like to be part of your matrix report.
• To add fields that you would want to see in the matrix report, type them into the search bar under “Columns”.

• To remove fields that you do not need in the report, click on the “x” next to the field name.

• In the left sidebar, click on the “Group Rows” search bar and type in the category you want to group your data into. Example: Opportunity owner, Account owner, Created By, Last Modified By, Account Name, Industry, etc.
• For this example, let’s group rows by “Opportunity Owner.” Click on the “Group Rows” search bar, scroll down to find, and click “Opportunity Owner.”
• Now, the rows have been grouped by the category(ies) you have selected to create a summary report. 

Step 4: Select the Columns for the Salesforce report

• Next, add Group Columns to group your data into. Click on the “Group Columns” search bar located on the left and type in the category. Example: Clean Status, Billing State, Shipping State, etc.
• For this example, let’s group columns by “Account Name.” Click on the “Group Rows” search bar, scroll down to find and click “Account Name.”
• By adding Group Rows and Group Columns, you have created a matrix.

Step 5: Add Filters Or Formulas As Required

• To add a math function to a column
  • Click the dropdown icon next to the column title
  • Scroll down to Summarize, then add the function you want (example: Sum, Average, Min, Max)

• To add a filter to a Matrix report
  • Click the Filters button located to the left. There should be a few filters already added to the report by default.

• To edit a filter, click it and adjust the parameters as per your preference.

• To add a new filter, type in the name of the field in the “Add filter” search bar.

Step 6: Run the Matrix Report In Salesforce

• To create the Matrix Report, click the “Run” button located in the top-left corner. As a best practice, it is helpful to run and preview the report first to verify the data and summary report.

Step 7: Review the Matrix Report In Salesforce

• To view more details, click on the cells in the matrix report to view related names and records, and edit them as necessary.
• To visualize the data in a chart, click on the “Add a chart” button. Then, customize the chart by clicking the cog icon on the right to select the chart type, chart attributes, chart title, etc.

Step 8: Save Matrix Report in Salesforce

• To save and view the matrix report, click the “Save and Run” button.
• Type in the “Report Name,” and “Report Description,” and select the folder you want to save it in for easy sharing with your team and stakeholders.
• Click “Save.”

Tips & Tricks

Here are some tips you can follow when creating a matrix report in Salesforce:

1. Format for Key Data and Readability: Salesforce Lightning features conditional formatting and color schemes to help users focus on select findings or data to make it even easier to guide the audience to focus on key information. It also allows users to parse through the report quickly and draw conclusions based on the highlighted data.
2. Visual Cues: Use Salesforce Lightning’s visual cues to help format your report for improved parsing, comprehension, and analysis. 
3. Data Highlighting: Salesforce users can define up to three bins and five formatting rules to highlight important data using different colors to draw more attention to them.
4. Data Filtering: Use filters to clean up the data to eliminate any unnecessary factors and data points that can detract from your report. It also helps create a much more cohesive and focused report for your audience.

Wrapping Up