Dashboards in Salesforce

About Salesforce Dashboards

Dashboards are graphical representations of the report(s). It shows data from source reports as visual components. These components provide a snapshot of key metrics and performance indicators of the organization at a glimpse. Reports can be displayed in the dashboard:

Charts

Used for showing comparisons.

1. Horizontal Bar Chart
2. Vertical Bar Chart
3. Stacked Horizontal Bar Chart
4. Stacked Vertical Bar Chart
5. Line Chart
6. Donut Chart
7. Metric Chart
8. Gauge Chart
9. Funnel Chart
10. Scatter chart
11. Lightning Table
    

Note:

Each dashboard can have up to 20 components(each showing a graphical representation of a report).

Dashboards display data as per the last time report was run. Each dashboard can have up to 20 components.

How To Access Dashboards In Salesforce?

Access to dashboards is determined by 2 things:

1. Folders

The visibility of dashboards is also based on the folders in which they are stored. Only the users who have access to the folder can run the dashboard.

2. Running User

The data which will be available on dashboards are based on the running user’s security and sharing settings.

Running User can be set to:

1. Run as specified user: It shows the data on the dashboard according to the specified user’s security and sharing settings irrespective of the security and sharing settings of the user running it. All users who have access to the dashboard can see the same data.
2. Run as a Logged-in user: It shows data on the dashboard based on the running user’s security and sharing settings. These dashboards will be termed dynamic dashboards.

The dashboard data is based upon the report’s data but when a user views the drill-down report for a dashboard component, running the user’s access permissions.

It determines what data is displayed on the drill-down report. Hence it is possible that the data in the drill-down report does not match the associated dashboard data.

What Is Dynamic Dashboards?

A single dynamic dashboard can display a standard set of metrics(as per the sharing settings of the user who is running it) across all levels of an organization.

It enables each user to see the data they have access. With dynamic dashboards, we can control data visibility without creating separate dashboards. A single dynamic dashboard can display a standard set of metrics across all levels of an organization.

Difference Between Dynamic Dashboards And Dashboards 

Dashboards	Dynamic Dashboards
It displays data/information based on a single user’s perspective.	Displays data/information tailored according to the security and sharing settings of the running user.
Used when we need to show organization-wide data to a set of users.	Used when we need to show data based on running user’s security and sharing settings.

Note:

1. Dynamic dashboards cannot be saved to personal folders.
2. Dynamic dashboards cannot be scheduled for refreshes.
3. Dashboards also support automatic refresh and email. It can be scheduled on a daily, weekly, and monthly basis.

The dashboard needs someone’s security and sharing settings. In the dashboard, let’s say someone does not have access to all the data but the dashboard has to share setting of View Dashboard as Me: Then the user who does not has all access to data is still able to see the dashboard of full data. Everyone is able to see the data on the dashboard as per the security and sharing settings of the dashboard creator.

View Dashboard as another Person: The security and sharing setting of another person is applied for viewing the dashboard. 

View Dashboard as dashboard Viewer: Known as Dynamic dashboard. Data will be seen as per our security and sharing setting.

Note : 

1. Dynamic dashboards are not stored in a private folder.

2. The private folder is accessible to only you, Not accessible by the system admin.

3. In reports, our security and sharing setting matter but in the dashboard, the security, and sharing settings of a user don’t matters(data displays as configured).