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Report on Objects and Fields

Monitoring and auditing object and field information can be a tedious Task. Going through Object Manager to an Object then clicking on Fields & Relationships and trying to scroll while waiting for the list to update takes a while (in cases where you can’t just search on field name). Wouldn’t it be great if we had a way to get information on our Objects and Fields quickly in one screen? Good news is, we can, with Reports.

Here’s a simple use case, you create a new rollup summary field hit save only to get an error because you’ve already reached the object limit of 40 rollups. How can see all the rollups in one view in order to evaluate whether some of these may no longer be needed to free up space for new ones. We can do this with a report created from a custom report type. The objects that we will use in our custom report type are Entity Definitions (gives object info) with Field Definitions (gives field info). To make this custom report type easier to understand I’ve named it ‘Objects and Fields’.

We can now create a report and add a filter on Field Type value contains ‘Roll-Up’ to see all of these in one place. We’ll also filter on Entity value equals ‘Opportunity’ to only show those related to this object.

Another great use case for auditing field data classifications. These metadata items let us set important attributes on a field. Since they are fairly new the majority of the fields in your Org will not have these filled in. To determine which need to be filled in as well as identifying which may fall under certain compliance regulations we can pull reports to help us. They same report type that we used in our first example can be used here. First, we will extract those fields from the Lead object that do not have data classification set via a report export. Next, we’ll update our exported file and then update back into the Org.

Our fields have been classified. Now imagine that the CCPA regulation has changed and we quickly need to determine what data falls into the new requirements. We can easily run a report and filter on those fields with the ‘CCPA’ Compliance Categorization value, correct? Note quite. One roadblock that we will face with this example is that the ‘Compliance Categorization’ field cannot be used as a filter with the ‘includes’ function even though that is a selectable option. This is frustrating, but there is a work around. Create a filter using the ‘equals’ function and replicate this for the possible combinations of the multi-select picklist and utilize custom filter OR logic. You can vote to have this field become supported in the ‘includes’ function filter here.

Here’s a video that shows how to create these reports.

Aaron Crear View All

Aaron is Founder & Principal at Hat-Trick Consulting. He works with companies around the world to help them achieve their Salesforce goals through administration, development and training services. A former sales director, Mr. Crear has extensive functional and technical expertise translating business requirements to technical solutions. Aaron currently holds eight Salesforce certifications including Salesforce Certified Data Architect, Sharing & Visibility Architect, Sales Cloud Consultant, Service Cloud Consultant, Community Cloud Consultant, Platform App Builder, User Experience Designer, Advanced Administrator and Administrator.

He is also the leader of the Lowell, MA Admins Community Group and is a co-organizer of Northeast Dreamin’. Mr. Crear is a frequent speaker, having presented at Dreamforce, Big Sky Dreamin’, Czech Dreamin’, dreamOle’, Florida Dreamin', French Touch Dreamin’, London's Calling, Midwest Dreamin’, North Africa Dreamin', Phillyforce, Snowforce, Southeast Dreamin’, True North Dreamin, YearLeadin’and Salesforce World Tours.

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