Memory hook: The report defines the rows; the viewer context defines access.
Must remember
A report type defines available objects, relationships and fields. An object relationship configured as with or without related records changes which parent rows can appear. Report filters, cross filters, groupings and field permissions then shape the result. A missing field can arise from report-type configuration or security, not only the page layout.
Tabular reports list rows; summary reports group; matrix reports group on rows and columns; joined reports combine supported report blocks. Row-level and summary formulas operate at different grains. Buckets group values without changing source records. Charts require appropriate report structure, and hiding details changes presentation rather than necessarily changing totals.
Folders control access to reports/dashboards. Underlying record and field permissions still affect reports. A dashboard's running-user configuration matters: a fixed running user can expose summarized results from that identity's access, while a dynamic dashboard runs in the viewing user's context under supported rules. Review this before sharing sensitive metrics.
Dashboard components use source reports and suitable chart/table/metric forms. Filters apply only where compatible fields/configuration support them. Refresh and subscription behavior, schedules and dynamic-dashboard limits depend on edition/configuration. A dashboard is not automatically live after source data changes.
When totals differ, check source freshness, report type, filters, date ranges, grouping, currency and user context. Distinguish unique records from duplicated related-detail rows. Validate representative users and known records before using a report as a business decision or AI grounding source.
Choose under exam pressure
| Requirement | Choice and reason |
|---|---|
| Need parents even without child records | A suitable with-or-without report-type relationship. |
| Each viewer should see their own authorized dashboard results | A supported dynamic dashboard design. |
| Group values without editing source data | Bucket field. |
Traps
- Folder access does not grant all underlying data permissions.
- A fixed running user can make dashboard results broader than a viewer’s ordinary report access.
Active recall
1. Report type versus report filter?
Available data structure versus selection within that structure.
2. Summary versus matrix report?
Grouped rows versus row-and-column grouping.
3. What does a bucket do?
Classifies report values without changing source records.
4. Why inspect the running user?
It determines the access context used for dashboard results.
5. Why can a chart be stale?
Dashboard refresh/subscription timing is separate from source record changes.