Salesforce Report Does Not Display All Records or Shows Incorrect Results

This article explains the most common reasons a Salesforce report does not display all expected records or shows incorrect results, and what to check for each one.

Why Is My Salesforce Report Missing Records or Showing Incorrect Results?

Review each of the checks below in order. Each check describes a common cause and an example.

Check the Report Type Selected

If you have multiple relationships between two objects, select the appropriate one to get the correct results.

Example: In an "Opportunities with Contact Roles" report, any Opportunity without a Contact Role doesn't appear.

Verify That the Expected Records Fall Into the Time Frame

Verify that the records expected fall into the TIME FRAME identified on the Salesforce reports. If no records fall within the defined reporting time frame, then no records are displayed on the report.

Verify That the Expected Records Fall Into the Filter Criteria

Verify that the records expected fall into the FILTER CRITERIA section of the report.

Example: If the record is an Opportunity that is "Closed/Won" and the filter is "Open," that record won't display. Review built-in filters like "All opportunities" or "My team's opportunities".

Check Whether Fields From a Child Object Are Used

Have fields from a Child Object been selected to be displayed, filtered upon, or summed in the Salesforce reports? Adding a field from a Child Object can result in the report dropping rows without a related record.

Adding currency fields to a report via lookup relationships can result in dropped records, due to the necessity of currency conversion.

Confirm That Every User Has a Role Assigned

Does every user have a role assigned to them? (displayed on user records) Activity and Opportunity reports rely on the Role or Territory Hierarchy to determine accessible records. Users without a Role assigned won't see their records in these reports.

This applies to System Administrators as well, though administrators can click through the "Organization Drill Down."

Understand Sharing Behavior in Custom Report Types

Reports created using a Custom Report Type don't follow the sharing rules on the Opportunity and Activity objects.

Examples:

• When running an "Opportunities with Products" report, if no Product or Price book fields are selected, the report is treated as an "Opportunities" report. A field from these child objects requires that a relationship be defined.
• In the standard report type "Activities with Cases," Activities don't show unless they have a populated Contact Name field, even if related to a case. This usually occurs when an Activity is created through Email.
• In the custom report type "Case with Activities," Activities related to a Case appear on the report, even without a Contact relation.

Review Reports Based on a "With" Custom Report Type

Reports based on a "with" Custom Report Type may show varying results depending on selected fields. Review the following article for more details: Report 'Record Count' changes when 'Details' are hidden or exposed.

Check Your Personal Time Zone Setting

Users in different Time Zones may see different results in reports. When comparing results, ensure both users are assigned the appropriate Time Zone in their User Detail.

Verify Access to Filtering Fields

If your profile lacks "Read" access to fields used as report filters, these filters won't apply. This may lead to different results for different users. Contact your System Administrator if you believe you should have access to a specific field that isn't visible.

Check Territory Filters on Accounts Reports

An "Accounts" Standard Report Type uses a "My territories' accounts" or "My territory team's accounts" filter. If an account belongs to multiple territories that the running user also belongs to, the account appears multiple times in the report. Using "My territory team's accounts" results in similar behavior. To return a single row for Accounts, consider using a Custom Report Type.