How To Share A Report In Salesforce - Myres Training (2023)

In times of increased competition and high-volume products, it’s important to have an effective way to report performance and analyze data. This can be as simple as uploading a production report or as complex as having a team of specialists create an automated software system for sharing reports with colleagues in the team. Regardless, the ability to easily share reports within your organization has become a cornerstone of strong collaboration and data management. With so many options available, it’s easy to get caught up in the complexity of creating and maintaining a shared reporting system.

Challenges with sharing reports in Salesforce

Salesforce has become one of the most popular cloud-based customer relationship management systems in the world. One of its most important features is the ability to create, manage, and share reports with team members. However, sharing reports in Salesforce can be challenging, especially for sales teams that are new to the platform.

One of the main challenges that sales teams face is the complexity of the platform. Salesforce offers a wide range of features and customization options, which can be overwhelming for new users. Additionally, sharing reports requires a good understanding of the platform’s security settings, which can be difficult to navigate without proper guidance.

Another challenge is the lack of collaboration between team members. Sharing reports in Salesforce can be a one-way street, where team members receive reports but are unable to provide feedback or collaborate on the data. This can lead to a lack of engagement and a decrease in overall productivity.

Benefits of sharing Salesforce reports effortlessly

Despite the challenges, sharing Salesforce reports can be incredibly beneficial for sales teams. By having access to real-time data, team members can make informed decisions that help drive business growth. Some of the benefits of sharing Salesforce reports include:

– **Better decision-making:** Sharing Salesforce reports can help sales teams make informed decisions based on real-time data. This can lead to more efficient use of resources and improved business outcomes.

– **Increased communication:** Sharing Salesforce reports can help facilitate communication between team members, leading to better collaboration and improved productivity.

– **Improved forecasting:** By sharing Salesforce reports, sales teams can improve their forecasting accuracy, allowing them to better plan for the future and adjust their strategies accordingly.

Step-by-step guide for sharing reports in Salesforce

Sharing reports in Salesforce can be done in a few simple steps. Here’s a step-by-step guide to help sales teams get started:

1. **Create a report:** The first step is to create a report in Salesforce. This can be done by selecting the report type and adding the necessary filters and fields.

2. **Save the report:** Once the report is created, it needs to be saved. Sales teams can choose to save the report for themselves or for the entire team.

3. **Set report sharing settings:** Sales teams can then set the sharing settings for the report. This can be done by selecting the “Sharing” button and choosing who should have access to the report.

4. **Share the report:** Finally, sales teams can share the report with team members by sending them a link or by adding it to a dashboard.

Customizing report sharing settings

Sales teams can customize their report sharing settings to ensure that only authorized team members have access to sensitive information. There are several ways to customize report sharing settings in Salesforce:

– **Public groups:** Public groups can be created in Salesforce to allow access to specific reports. This is useful for sales teams that have different departments or teams that need access to specific reports.

– **Roles and permissions:** Salesforce allows sales teams to create roles and permissions for team members. This can help ensure that only authorized team members have access to sensitive data.

– **Sharing rules:** Sharing rules can be created in Salesforce to allow access to specific reports based on criteria such as role, department, or location.

Best practices for sharing reports in Salesforce

To get the most out of Salesforce reports, sales teams should follow some best practices:

– **Define report objectives:** Sales teams should define their report objectives before creating a report. This will help ensure that the report provides the necessary data to meet their business needs.

– **Keep reports simple:** Reports should be kept as simple as possible to make them easy to understand and interpret. Sales teams should focus on the key metrics that are most important for their business.

– **Regularly review reports:** Salesforce reports should be reviewed regularly to ensure that they are up-to-date and providing the necessary data. Sales teams should also review their reports to identify any trends or areas that need improvement.

Tips for improving collaboration with report sharing

Sharing reports in Salesforce can help improve collaboration between team members. To get the most out of report sharing, sales teams should consider the following tips:

– **Encourage feedback:** Sales teams should encourage team members to provide feedback on reports. This can help identify areas of improvement and lead to better decision-making.

– **Create a dashboard:** Salesforce dashboards can be used to create a centralized location for team members to access reports. This can help improve collaboration and increase productivity.

– **Use Chatter:** Salesforce Chatter can be used to facilitate communication between team members. Sales teams can use Chatter to discuss reports and collaborate on data.

Common mistakes to avoid when sharing reports in Salesforce

Sales teams should be aware of common mistakes that can occur when sharing reports in Salesforce. Some of these mistakes include:

– **Not setting sharing settings correctly:** Sales teams should ensure that they set their sharing settings correctly to ensure that only authorized team members have access to sensitive data.

– **Not customizing reports:** Reports should be customized to meet the specific needs of the sales team. Sales teams should ensure that they are not using generic reports that do not provide the necessary data.

– **Not reviewing reports regularly:** Salesforce reports should be reviewed regularly to ensure that they are up-to-date and providing the necessary data. Sales teams that do not review their reports regularly may miss important trends or opportunities.

Tools and apps for streamlining report sharing in Salesforce

There are several tools and apps available that can help sales teams streamline report sharing in Salesforce. Some of these tools include:

– **Salesforce Inbox:** Salesforce Inbox can be used to share reports and other data with team members directly from an email client.

– **Salesforce Mobile:** Salesforce Mobile allows team members to access reports and data from their mobile devices.

– **Salesforce Connect:** Salesforce Connect can be used to integrate external data sources with Salesforce, allowing sales teams to access all their data in one place.


Sharing reports in Salesforce can be a powerful tool for sales teams looking to improve collaboration and make better decisions based on real-time data. By following the step-by-step guide and best practices outlined in this article, sales teams can ensure that they are sharing reports in a way that is both effective and efficient. With the right tools and apps, sales teams can streamline their report sharing process and gain a competitive advantage in today’s fast-paced business environment.

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