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Why doesn’t my report return the data I expect?
Check your filters, groupings, fields, report type, and role or user hierarchy to make sure that you are asking the right questions of your data.
| Feature | What to look out for |
|---|---|
| Filters | Make sure to include all the data you want. To change a report filter, hover over it and click Edit or Remove. Your filters display when you run your report; click Edit on that page to make additional changes. |
| Groupings | When you group by a field, you remove it from the details of the report. If you export the report, you see the field, though it doesn’t appear in the detail area. |
| Fields | After checking your groupings, check your fields. If your report contains multiple related records—for example, an account, its opportunities, and their products—look at the detail pages for the account record, opportunity record, and product line item to ensure that the fields contain data. If the data isn't available in the format you want, work with your Salesforce administrator to add formula fields to get the data. When formula fields are added to an object, they appear in record detail pages and in reports. |
| Report Type | The report type selected isn't appropriate or the records anticipated don't share the relationship between objects required for the report type. When choosing a report, be sure you understand which fields are available in the report type. If your report type includes both parent and child objects, but no child fields are used in a report, the report shows parent records whether they have a child record or not. |
| Hierarchy | Hierarchy options let you drill down to different datasets based on the role or user hierarchy. The selected hierarchy level, or its default role, can affect the data shown. Hierarchy applies to activity and opportunity reports. |
| External Objects | If your report includes an external object, the results probably don’t reflect the full dataset. External objects behave similarly to custom objects, except that they map to data that’s stored outside your Salesforce org. A report that includes an external object fetches up to 20,000 records for the primary object and can encounter callout limits while fetching external object data. If the report results in few or no rows, try customizing the report to obtain more relevant external object rows. |
