Report Types

What is a Report Type?

A report type has two key functions:

1.  The report type determines which records are included in a report.  Report filters then determine which records are excluded from the report.

For example, an “Opportunities” report type will include all opportunity records:

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However, an “Opportunities with Products” report type will return one line for each opportunity line item (associated product).  If an opportunity has 3 associated products, it will appear as 3 lines within this report.  If an opportunity does not have any associated records, it is omitted from this report.

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This explains why the grand total between each report is different.  In this org, there are 33 opportunities, and a total of 15 opportunity line items.

2.  The report type determines which fields can be added to the report.

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When is the Report Type Selected?

As the first step of report creation:

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Viewing the Report Type on an Existing Report

Customize the report, then the report type is displayed in the top left:

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You cannot change the report type after the report is created (you would need to create a new report).

Standard and Custom Report Types

Standard report types are automatically included with standard objects and custom objects where “Allow Reports” is checked.  Standard report types cannot be customized, and automatically include standard and custom fields for each object within the report type.

Custom report types are added by an administrator.  Within a custom report type, you can specify which objects and fields are included in the report.

Custom Report Type Object Selection

When creating a custom report type, pay very close attention to the two options when selecting relationships (Each “A” record [must / may or may not] have at least one “B” record).  The objects and relationships selected determine which records will be included when reports of this type are run.

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When to Create Custom Report Types

Generally speaking, unless you need a custom report type, there is no reason to create one.  Standard report types usually meet the majority of an organization’s needs.

That said, here a few common reasons why organizations create custom report types:

1.  Standard report types do not return the required set of records.

For example, I want to run an “Opportunities with Products” report that includes all opportunities (with or without products).  The standard report type will only include opportunities if they have an associated product.  However, I could create a custom report type that used an optional object relationship to meet this need:

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Reports 3 Custom Type 1
[Must / 4m / DC Users Group]

2. Standard report types do not include field(s) that you would like on the report.

For example, I want to run an opportunity report that includes the account owner’s manager as one of the fields.  The standard opportunity report type will not allow me to add this field:

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However, when I create a custom report type, I can reference this field:

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Now, this field is available on the newly created report type:

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Reports 4 Custom Report Type Fields
[Must / 4m / DC Users Group]

21 Responses to “Report Types”

  1. bilabongster July 1, 2016 at 6:34 am #

    Hey John

    The videos aren’t loading – reports 3 custom type 1, reports 4 custom report type fields. These are salesforce videos, i dont know if you could do anything about it. Do you have an alternative to go through the content in videos?

    Thanks

  2. joe@360nonprofit.com February 1, 2016 at 3:37 pm #

    The DC video that you label “Must” do not load

    Reports 4 Custom Report Type Fields
    [Must / 4m / DC Users Group]

  3. Neel1234 December 24, 2015 at 9:08 am #

    Hi John,

    If I select ‘Analytics’ from the ‘Salesforce Certified Systems Administrator guide’ dropdown menu at the top of my home page, I only see three subsections under Analytics:

    Record Types
    Analytics: Quiz
    Analytics: Feedback

    In a post above you mentioned there are more section but I dont see them.

    ‘There is more in the analytics section: http://certifiedondemand.com/analytics/

    Wondering what’s wrong?

    • JohnCoppedge January 9, 2016 at 3:08 am #

      Those 3 sections are the pages originated on this site- the main analytics page has all external links as well. The rest of the pages work this way as well.

  4. slcomeau October 15, 2015 at 2:33 pm #

    You state above that standard reports can not be customized but there is some confusion since the help section of salesforce.com states that they can. I understand you can use a standard report as a template to build a custom report but I think I need further clarification in case there is a question of the exam about this. Thank you!
    https://help.salesforce.com/apex/HTViewHelpDoc?id=reports_custom.htm

    • JohnCoppedge October 22, 2015 at 3:42 am #

      You can customize a report based on a standard report type. You can’t customize a standard report type (which is different than the report itself). You can customize a custom report type.

  5. jonw August 9, 2015 at 4:35 pm #

    The report type determines which records are included in a report. Report filters then determine which records are excluded from the report.

    I think this would be better stated as
    The report type determines which kinds of records ( type ) are included in a report. Report filters then determine which of the records are excluded from the report.

    • JohnCoppedge August 17, 2015 at 7:43 pm #

      Thanks for the feedback jonw, I’ll have to think about that one. The first sentence I could see getting confused with record types…

  6. Ezekiel Apte July 18, 2015 at 6:39 am #

    Unless I want fields from related objects (your second reason for custom reports) to me it appears that cross filters can always return the necessary records required.
    I must be missing something very basic !
    The earlier video on cross filters showed it should be possible to report on a) Accounts with Contacts b) Accounts without Contacts. If I need Accounts with or without Contacts I need not have a criteria I suppose. I assume reporting Opportunities with Products is similar to Accounts with Contacts. Unless custom reports can deal with any relationship whereas cross filters deal with only parent-child relationships. I’m confused – help.

    • JohnCoppedge July 20, 2015 at 4:22 pm #

      This is some overlap in functionality between cross filters and report types. Report types would allow you apply specify multiple objects (including filters), pull in related field data, and are used to establish the ‘baseline’ for the report. Using filters is perfectly fine if that meets your needs, but does not have the same functionality (for example, filters wouldn’t allow you to change which objects are included in the report).

  7. Maura McNulty April 16, 2015 at 9:03 pm #

    Great videos, Is this the only section on reports in the study guide?

  8. Rena Bennett-Dellwo April 10, 2015 at 4:41 pm #

    Tiny correction: “Standard report types does…” should read either “Standard report type does” or Standard report types do…”

  9. Kaira Bergstra January 13, 2014 at 8:49 pm #


    … an “Opportunities with Products” report type will return one line for each opportunity line item (associated product). If an opportunity has 3 associated products, it will appear as 3 lines within this report. If an opportunity does not have any associated records, it is omitted from this report.

    My understanding is that you can build the same report by starting with a “Products” report type, adding opportunity columns to it, and cross-filtering to exclude products without opportunities. Could you confirm?

    • Kaira Bergstra January 13, 2014 at 9:15 pm #

      Nevermind, I get it now. It’s weird that you can’t reach for fields and data into related objects without having a report type for it.

    • soraya.attia@papilioconsulting.be November 16, 2015 at 10:44 am #

      I tried running a Opportunity with Products report type and found that it still shows opportunities where there are no products related.
      Any explanation for this?

      • JohnCoppedge November 20, 2015 at 5:10 am #

        It depends on how the report type is configured- it can be configured to include or exclude. You can also add a cross filter if you want to remove those records in your report.

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