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Create a Summary Report

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How to Create a Summary Report in Salesforce

Create a Summary Report

A summary report groups and calculates Salesforce data.

Create a Summary Report

Create a Summary Report

Salesforce groups the records in the report.

The summary report is created from the fields you selected.

Group by Date

If you're grouping by a date field, you can also specify a date interval to group by.

Create a Summary Report

The fields are grouped by the date interval you selected.

Summarize a Field

Once a report is grouped, you can calculate any numeric information it contains.

Create a Summary Report

Create a Summary Report

The report now displays the calculation you specified.

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how to make a summary report in salesforce

How to Build a Salesforce Summary Report

how to make a summary report in salesforce

Salesforce reports are one of the most impactful features of the CRM platform. They allow your team to organize, analyze, and visualize sales data to make key decisions about your operations and org.  

Salesforce offers four different types of reports, each with their own benefits, from tabular reports, to summary reports, to matrix reports, to joined reports .

The most popular Salesforce reports are summary reports .

Summary reports help slice and dice data in a myriad of ways for both custom and standard objects. They allow for groupings, display results as sums or as parts, and any user with the appropriate permissions can build them.

Summary Reports provide incisive results for a diverse array of Salesforce users. They’re in the toolkit for anyone, from a Salesforce Admin building complex company reports, to a Sales Manager who wants to identify high performing reps.

Read on to learn how to build a summary report in Salesforce, based on step-by-step walkthroughs and best-practices.

Benefits of Salesforce Summary Reports

Summary reports are widely leveraged by Salesforce users, due to their power and versatility. Here are some of the benefits of summary reports:

How can you use summary reports in your org? Next, we’ll review a few common examples in Salesforce.

10 Examples of Summary Reports in Salesforce

You can create a summary report for just about anything in Salesforce. Some of the common use cases include, but are not limited to:

If the data can be segmented, it can usually be inserted into a summary report in Salesforce.

And as long as reporting is enabled for custom objects, they will mesh seamlessly with summary reports.

Now let’s learn how to build a summary report in Salesforce.

How to Build a Summary Report in Salesforce

Building a summary report in Salesforce is actually quite easy. In our example, let’s view Closed Won Opportunities sorted by Type.

This will give us a better look at our revenue sources so we can focus on those in the coming quarters. Here’s how to build the report.








But don’t stop there! You can make enhancements to your summary report that make it even more informative.

Enhancements for Salesforce Summary Reports

You can enhance your summary report to view your data in different ways, depending on what you need to accomplish. Here are some different ways to toggle your reports and improve your insights.

Turn Off Detail Rows

In some cases, you’ll just want to see raw numbers, without the details of record names or all the fields in one long report. There’s a simple solution for this — you simply need to turn off the Detail Rows.

You can see in this report that Detail Rows have been enabled, indicated by the white checkmark and blue background.


To turn that off, simply select the check. You can now see a more condensed version of your report.


This is not a permanent change and can be done quickly and easily to see a breakdown of your report without having to scroll.

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Add a Chart to Your Summary Report

A colorful visualization can supplement your summary report, and it does not take long to add. Plus, if you plan on using your summary report in a dashboard, a chart is essential.







Now you have a chart that’s a hefty addition to your report and dashboard. This makes the data easier to digest and less overwhelming for those that find rows of results difficult to comprehend.

How to Access Salesforce Summary Reports

The last thing you want to do is create a report and never use it again. There are numerous ways to access your reports once you’ve built them.

There are also tips to keep in mind when it comes to making the most of your Salesforce Summary Reports.

3 Tips for Making the Most of Salesforce Summary Reports

In our work with hundreds of sales teams, we’ve learned a thing or two about summary reports and how to best use them. Here are three ways to make your Salesforce summary reports more efficient:

Now that you know how to create a Salesforce Summary Report, you can keep an eye on important data and trends within your org!

Import Salesforce Summary Reports into Google Sheets for Expanded Analysis

Although Salesforce summary reports offer key insights, importing them into Google Sheets enables you to engage in expanded analysis and visualizations.

With Coefficient, you can connect to Salesforce in a single click and import Salesforce data from existing reports, objects & fields, and custom SOQL queries.

Here’s how to import a summary report into Google Sheets with Coefficient:

Click Extensions from the Google Sheets menu. Select Add-ons and choose Get add-ons. This will bring you to the Google Workspace Marketplace.


Search for “Coefficient”. Click the Coefficient app.


Approve the prompts to install.


Once installation is finished, return to Extensions on the Google Sheets menu. You will see Coefficient available as an add-on.


Launch the app. Coefficient will run on the sidebar of your Google Sheet.

Step 2:  Select Import From… on the Coefficient sidebar


Choose Salesforce as your data source.

Pasted image 0

Enter your Salesforce credentials and press authorize. You will enter the “Import Salesforce” tab.

Here, you can choose to import data from a Salesforce report, Object & Fields, custom SOQL queries, or saved library imports.

Choose “From Existing Report” to import your summary report.

Pasted image 0

Choose your summary report and then click “Import”.

how to make a summary report in salesforce

Your summary report will populate in your spreadsheet.

Navigate to the Coefficient sidebar to modify your source report in your spreadsheet.

Choose the columns you want to include. Also, turn on “include grouping and totals” to import the raw data behind the summary.

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If you modify any of the data, you can export the data updates back to Salesforce CRM  directly from Google Sheets.

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Next, set up automatic data refreshes.

Coefficient automatically refreshes data to keep your Salesforce data up-to-date in your Google spreadsheet. You can configure your data to auto-refresh hourly, weekly, or monthly.

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Coefficient also enables you to refresh data instantly by clicking the Refresh button at the top of your imported dataset.

Summary Reports: Versatile Reporting in Salesforce CRM

Summary reports are the most popular report type in Salesforce, and for good reason. They enable you to analyze data grouped in rows, add easy-to-understand visuals in dashboards, and combine charts, summary fields, and bucket fields.

And if you want to make your Salesforce data analysis even more flexible, import your Salesforce reports into Google Sheets and leverage the built-in power of spreadsheets to generate new insights.

Get started with Coefficient  for free to pull your Salesforce data into Sheets and conduct advanced visualization and reporting in your preferred spreadsheet platform.  

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how to make a summary report in salesforce

Sales Pipeline Analysis: Top 5 KPIs

how to make a summary report in salesforce

How to Connect Salesforce to Google Sheets

How to update salesforce from google sheets, wait, there's more.

About 25 mins

Learning Objectives

Accessibility, use report formats, tabular reports, summary reports, matrix reports.

Format Reports

This unit requires some additional instructions for screen reader users. To access a detailed screen reader version of this unit, click the link below:

Open Trailhead screen reader instructions .

There are three report formats available: Tabular, Summary, and Matrix. Tabular is the default format.

* Row limit required. Learn more here .

** Bucket fields and formulas are not covered in this module.

Let’s walk through building a sample report for each report format.

Tabular reports are the simplest and fastest way to look at your data. Similar to a spreadsheet, they consist simply of an ordered set of fields in columns, with each matching record listed in a row. They're often best used for tasks like generating a mailing list. When Lincoln asked Maria for a report of all open opportunities, Maria knew that a tabular report would fit the bill.

Let’s help Maria build the tabular report.

Depending on which org you’re using to practice these steps, you may or may not see data in your report at runtime.

Tabular report example

Summary reports are similar to tabular reports, but also allow you to group rows of data, view subtotals, and create charts. Summary reports give us many more options for organizing the data, and are great for use in dashboards. Yes!

Summary reports are the workhorses of reporting—most people find that most of their reports tend to be of this format.

Roberto Alvarez, COO of Ursa Major Solar, wants to review all open customer support cases, grouped by priority. Maria can help Roberto by building a summary report.

Creating a summary report

Example of summary report

Click Detail Rows to toggle between showing and hiding columns in your summary report.

Matrix reports allow you to group records both by row and by column. These reports are the most time-consuming to set up, but they also provide the most detailed view of our data.

So why would you want to use a matrix report? If you’re looking for an at-a-glance overview of data, especially for something like totals of revenue or quantity of products sold, then the matrix report format is for you.

Let’s build a matrix report. Sita, the CEO, is planning for the coming year and wants to know revenue trends, month over month.

Let’s start by helping Maria create the basic report. In this step, we’ll create a matrix report showing sales by type for each month.

Example of matrix report

Product Area

Feature impact.

1000 Results

Edit a Summary Formula Column

Add a Summary Formula Column to a Report

Before adding a summary formula to your report, be sure to group report data. Summary formula columns require at least 1 group.

Required Editions and User Permissions

Summary formula columns are available in both Lightning Experience and Salesforce Classic. They use the same formula language, so the summary formulas you add in Lightning Experience work in Salesforce Classic, and vice versa.

The steps for adding a summary formula column are a little different depending on whether you’re using Lightning Experience or Salesforce Classic. Follow the instructions based on whether you’re using the Lightning Experience or the Salesforce Classic report builder.


the more actions icon

Alternatively, from the Fields pane, under Summary Formulas, click + Create Formula .

The summary formula column appears in your report.

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Creating a Summary report

We will not go through each step to create a report, as it has been covered in detail in earlier chapters. This report needs to be in a Summary format--group by Stage , add the Amount column, and summarize it with Sum . See the next screenshot, and make sure you get a similar one.

You can store the report in any folder as long as the running user is able to access the report. But, as a good practice, create a new report folder purposely only for Reporting Snapshot .

Let us name this report as Opportunity by Stage (for Snapshot) :

how to make a summary report in salesforce

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how to make a summary report in salesforce

Summarize your Salesforce Report Data | Summary reports

Summary reports are similar to Tabular Reports but these reports allows grouping of rows data. Rows data can be grouped up to four levels.

Creating Summary reports in Salesforce.com.

Summary reports in Salesforce.com are similar to Tabular reports. To create Summary reports login Salesforce and navigate to Reports | Create new Report .

In this Salesforce Training tutorial we are going to create Summary reports for the object Opportunities.

How to add Summary fields to preview pane ?

As shown above we have to add Summary fields to the fields pane follow the steps given below.

Now the report will appear as shown below.

We have grouped rows data based on opportunity Stage. Drag and drop Stage field to group rows data. Salesforce Summary reports can have up to four grouping levels. Summary field is the currency field used to SUM, AVERAGE, MIN or Max for a number and to group levels including grand total levels for reports.

How to add summary field to a report?

What is Conditional Highlighting in Salesforce reports?

Conditional Highlighting is a powerful way to show values in report within given limits. We can specify colours for different ranges of values in reports using conditional highlighting.

The color to show data for low breakpoint and high break point must be defined as shown below.

Now above settings will produce a report result as shown.

In this Salesforce tutorial we have learned about creating Summary reports, and  Conditional Highlighting in Salesforce reports. In our upcoming Salesforce training we learn about creating Matrix reports in Salesforce.com.

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