Create A Dynamic Dashboard In Salesforce

Author: Rishabh Dubey

Requirement : Whenever a Service user logs in to Salesforce on his home page the user should be able to see a dashboard that will show him his open cases by stage, & Open tasks.

Dynamic Dashboard : A Dynamic Dashboard enables multiple users to access a dashboard that was previously accessed only by a single static user. This means that 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 on new and select cases as 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 on new and select “Tasks and Events”as report type.
2. Add 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 Dashboard Tab click on New dashboard
2. Name the dashboard.
3. Once the canvas is open click on add component

4. Select My open cases report and select the Horizontal barchart component.

5. Do the same for My open task reports.
6. Click on save.
7. Login as another user and open the dashboard the dashboard will display the data based on Dashboard creator.

Step 4. Change the dashboard we created into Dynamic Dashboard

1. Again login as yourself and open the dashboard
2. Click on edit buttons and then click on edit dashboard properties

3. Select “The Dashboard Viewer” in View dashboard as Section and save the dashboard
4. Login as another user to test the same.
5. Now if we open the dashboard by logging in as another user the dashboard will show that user name in viewing as. And will show the record owned by that user

Pros and cons of Dynamic dashboards

Pros:

1. Data for every Salesforce user in the organization becomes more streamlined with the help of Dynamic Dashboards.
2. The need to clone dashboards is eliminated, which enormously saves time and effort on the administrator’s part. 

Cons:

1. You can’t follow components on dynamic dashboards.
2. You can’t save dynamic dashboards in private folders.
3. You can’t schedule refreshes for dynamic dashboards. They must be refreshed manually.
4. Deleted dashboards that are in the recycling bin count towards the dynamic dashboards limit and must be permanently deleted to no longer count towards the limit.
5. The maximum number of dynamic dashboards that can be created depends upon the salesforce edition (Enterprise Edition: up to 5 per organization, Performance and Unlimited Edition: up to 10 per organization, Developer Edition: up to 3 per organization)
6. You can’t subscribe to dashboards that are set to display data as The dashboard viewer.