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Quick Tips

Copy Salesforce Matrix Report & Other Tables Into Excel Without Check Boxes

Salesforce Quick Tips

Copy Salesforce Matrix Report Into Excel

As much as we’d like to keep and share data in the cloud it’s sometimes necessary to take your salesforce data and place it in a spreadsheet to share with others.  You can always export the detail view (tabular view with one row per record) into a .csv or .xls format.  However, sometimes it’s beneficial to be able to take your summarized matrix view and paste directly into Excel.  Especially in cases where you may have written a lot of complex report formulas (these don’t export unless you use “Printable View”) or added other aggregations: sum, min, max, avg.  In order to replicate in Excel you would need to create a pivot table on the detailed export.  Why rebuild if you don’t have to?

Check Boxes: The Issue With Copying and Pasting From Salesforce Matrix Reports

The primary issue with copying and pasting from Salesforce matrix reports is that the copy/paste includes the checkboxes on the left side of the table.  I’ll show you how to get rid of those pesky boxes and copy/paste like a pro!  Note – you can also use the “Printable View” button, however this trick works in a pinch and works for more than just reports as noted below!

Salesforce Matrix Report

Step 1: Copy the entire table as displayed below.

Copy Salesforce Matrix Report Cells

Very important to copy every cell, so start above the table if necessary to ensure you’ve copied the first and last cells.

Make Sure to Copy From Above Report Results

Step 2: Ctrl + c to Copy!

Step 3: Paste into Excel.

Paste Salesforce Matrix Report in Excel

Salesforce Matrix Report In Excel…not pretty!

See the checkboxes in column A?  You can delete the column or try selecting them with your mouse, and still you won’t be able to remove them using those methods!  We’ll show you how you can select the checkboxes, so you can remove them!

Step 4: Press F5 and click “Special…”

F5 In Excel Click Special

Step 5: Select “Objects” and click OK.

Select Objects and OK

Step 6: Now the checkboxes are selected, so hit the “Delete” key on your keyboard to get rid of them!

The Check Boxes are Selected and Delete

Step 7: Now the formatting needs some work.

Fix Excel Formatting

Step 8: Remove Column A.  Fix colors, borders, font and size.  Now you have one version of a Salesforce Matrix Report in Excel without the check boxes!

Final Excel Table Copied From Matrix Report in Salesforce

Other Salesforce Tables

This trick also works for other Salesforce tables that you want to copy and paste from, like a list of standard or custom fields on an object:

You can just highlight, copy & paste and then use the trick above to remove the “Indexed” fields and/or check box images.

Conclusion

This saves you time from rebuilding and ensures accuracy (no more copying and pasting individual #’s).  You can keep the formulas and summaries that you worked so hard to build in Salesforce and get them into Excel for your users who need them presented this way.  Please remember to also try the “Printable View” button which also may meet your needs, however it won’t work for lists of fields and other tabular data out of your Salesforce org!  Do you have any other tips and suggestions for working with Salesforce reports in Excel?  I would love to hear them!  Comment below or tweet them @SFDC_r!

Avoid Long Load Time To Edit Dashboard Component Report

Salesforce Quick Tips Edit Dashboard Component Report

Edit Dashboard Component Report

Have you ever wanted to edit the underlying report for a dashboard component and found it cumbersome?  A dashboard executes with a ‘running user’ and this user feeds into all of the underlying reports.  This is great, because it means that you can create a single set of reports and not have to edit the reports for the dashboard to provide useful data to an entire set of your users.

The Problem – Edit Dashboard Component Report

Because your user is likely placed very high up in the role hierarchy (so that you have access to all or most of the Org’s records) when you click on a dashboard component to view the underlying report, it can take many minutes (or even timeout).  Your users don’t have this issue, they click the dashboard component and the user running the report would only see records at or below them in the role hierarchy – likely running quickly.  You as the admin, however, can only finally click “Customize” to edit the report after waiting a long time (and that’s if it doesn’t timeout).

The other option to avoid the above dilemma (and wait) is to navigate to “Reports” and locate the report you want to edit.  Instead of running the report, click the arrow and “Customize.”  The issue here is that you have to know which report you want to edit, which probably requires “Editing” the Dashboard to view the exact name of the report for the specific component.  This can be time consuming and cumbersome as well.

A Better Solution – Salesforce Quick Tip!

I present to you a better solution.  Simply right click the Dashboard Component you would like to edit the underlying report for and copy the URL.  Paste the URL into your browser (probably a new tab) it should look something like this: https://[YOURSERVERURL].salesforce.com/00O61000003p9Nj if it happens to have anything after the Report ID – just remove it so it looks like the above.  Now add “/e?” to the end of the URL.

Final URL: https://[YOURSERVERURL].salesforce.com/00O61000003p9Nj/e?

Problem Solved

Now just hit Enter and you will be taken directly to editing the underlying report – and it will load quick.  Never get stuck waiting for a report to load just to edit it!

What quick tips do you have related to Dashboards or Reports?  Feel free to post in the comments or on Twitter!

Future-Proof Your Org w/ a Relative Salesforce Server URL

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Use A Dynamic/Relative Salesforce Server URL

Today, I’m going to show you how to future-proof your Salesforce server url.  Instead of specifying a specific Salesforce server, we will use a relative Salesforce server URL.  What does that mean exactly?  Well, have you ever created hyperlinks used in many email templates that point to a page within Salesforce?  Are they “hard links” that point to a specific Salesforce server, “https://na30.salesforce.com/” for example?

If Salesforce moves your org to a different server, you will have to go into each and every email template and make the change!

The Solution/Workaround – Relative URL’s In Email Templates

Create a formula field on the User object using the following formula:

LEFT($Api.Enterprise_Server_URL_270, FIND( "/services", 
$Api.Enterprise_Server_URL_270) -1)

Then, use this field whenever you need to reference the Salesforce Server URL.  If Salesforce moves your org to a different server, no changes necessary!

Do you have any other tips for future-proofing your org?  Post in the comments or message on Twitter!

Also check out the Go With The Salesforce Flow series!