Create a dynamic dashboard in Salesforce

  • March 07, 2022

Whenever a service user logs into Salesforce on their homepage, the user should be able to see a dashboard that will show them their open cases by stage as well as their open tasks.

A dynamic dashboard enables multiple users to access a dashboard previously accessed by only a single static user. This means the dynamic dashboard can be used by a specific user alongside a logged-in user and display data specific to both users accordingly.

Step 1. Create reports on cases

  1. Go to reports, click New and select Cases as the report type
  2. Select Filter as MY cases and All Time, and open “equals to true”
  3. Add Grouping by Status

Step 2. Create reports on activities

  1. Go to reports, click New and select Tasks and Events as the report type
  2. Add the filter Show My Activities, Date= All Time, Show Open Activities & Task
  3. Add Grouping by Status

Step 3. Create a dashboard and add these reports to the dashboard

  1. Go to the dashboard tab and click New Dashboard
  2. Name the dashboard
  3. Once the canvas is open, click Add Component
  4. Select My Open Cases Report and then select the Horizontal Barchart component
  5. Do the same for all My Open Task reports
  6. Click Save
  7. Log in as another user and open the dashboard; it will display the data based on the dashboard creator

Step 4. Change the dashboard created into a dynamic dashboard

  1. Again, log in as yourself and open the dashboard
  2. Click the Edit button and then click Edit Dashboard Properties
  3. Select the Dashboard Viewer in View dashboard as Section and Save the dashboard
  4. Log in as another user to test the same
  5. Now, if you open the dashboard by logging in as another user, the dashboard will show that username in “viewing as” and will show the record owned by that user

Pros and cons of dynamic dashboards

Pros:

  • Dynamic dashboards streamline data for every Salesforce user in the organization
  • Eliminates the need to clone dashboards, which saves administrators’ time and effort

Cons:

  • You can’t follow components on dynamic dashboards
  • You can’t save dynamic dashboards in private folders
  • You can’t schedule refreshes for dynamic dashboards; they must be refreshed manually
  • Deleted dashboards in the recycling bin count toward dynamic dashboards limit and must be permanently deleted to no longer count against the limit
  • The maximum number of dynamic dashboards that can be created depends on the Salesforce edition — the Enterprise Edition includes up to five per organization, the Performance and Unlimited Editions include up to 10 per organization, and the Developer Edition includes up to three per organization
  • You can’t subscribe to dashboards that are set to display data as the dashboard viewer

— By Rishabh Dubey