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Bucket Reports: Quickly Categorise Report Records (Without Creating a Formula or Custom Field)

In this post, we're discussing how to quickly categorise report records without creating a formula or a custom field by bucketing them. When you create a bucket column, you define multiple categories (buckets) used to group report values. Like any other column in your report, you can sort, filter, and group by bucket columns.

There are multiple types of buckets to select:

  • Numeric
  • Picklist
  • Text

Instructions: How to create a bucket column for each type available

  1. Select a report you would like to modify

  2. Click customise and you will be brought to the report builder canvas

  3. Find the column you want to bucket in the report, click on the dropdown beside the header of the column, and then click Bucket This Column 

    Alternatively, from the Columns section, click the small dropdown arrow, and Add Bucket Column.

  4. Next a popup will appear, If you started bucketing a column in the report preview, then the field is already set. You can change the type of bucket column by changing the selected Field (labelled 1).

  5. From Bucket Name (labelled 2), enter a name for the bucket column. 

  6. Add buckets and choose values for each bucket (labelled 3). Depending on the data type of the column you’re bucketing, you see different bucket options in the Edit Bucket Column menu.

Numeric

A numeric bucket helps you sort data that can be described in terms of numbers. Numeric buckets include columns with field types like currency (Amount), number (Number of Employees), and percent (Probability), but not necessarily mixed alphanumeric field types like auto-numbers.

Each numeric bucket includes a range and a name.

a. To create a numeric bucket, click Add (labelled 1). Each numeric bucket consists of a range and a name.

b. From RANGE (labelled 2), enter the lower-bound and upper-bound breakpoints for ranges. The first number entered buckets values equal to or less than the number you enter. Each subsequent number you enter buckets values greater than the prior number you enter. The last number entered buckets values greater than the number you enter.

c. From BUCKET, enter a name for the bucket.

d. Optionally, to move all empty or null values to the bucket that contains the value zero, select Treat empty values in the report as zeroes. If deselected, unbucketed values appear as a dash (-).

Picklist

A picklist bucket contains items that can be selected from a list.

To get a generalized view of your accounts, bucket them by industry. Create buckets with industry names like Manufacturing, Technology, and Media. Then, add accounts into the bucket that best represents their operation.

a. To create a picklist bucket, click Add Bucket (labelled 1). Then, give the new bucket a name (labelled 2).

b. To put values in a bucket, select the values you want to move, then click Move To (labelled 3) and select bucket you want to move them into (labelled 4).

c. To take values out of a bucket, click Move To | Unbucketed Values (labelled 5). Unbucketed values appear in the bucket column as they would in a normal report column.

d. Clicking Bucket remaining values as Other (labelled 6) all other value into a bucket called Other.

Text

At first glance, text buckets seem to have the same options as picklist buckets. Values of the text column appear as though they were values in a picklist, and you can add them into buckets in much the same way. Unlike picklist fields, text fields feature the Enter Values button. If you know which value you want to bucket, you can use the Enter Values function to quickly bucket it without searching. Entering values is useful if your report has a large number of values and eliminating searching through long lists of values.

a. Below you will see the Enter Value button, click this button

b. A popup screen will appear, you can enter values in the Large Textbox (labelled 1). 

c. Next, you will see below a Picklist to select what bucket you would like to Move values to or to create a New bucket move the value to (labelled 2).

d. Finally, you will need to Name the bucket if you select Create New Bucket, enter a value into the textbox (labelled 3). This textbox will not appear if you adding to an existing bucket.

After your bucket has been created

Click Apply.

Click Save on your report.

  • The bucket column appears in the report preview and in the Columns section. Like any other column in the report, you can sort, filter, and group by the bucket column
  • To edit the bucket column, find the column in the report preview and click Edit Bucket Column.
  • To delete the bucket column, click Delete Bucket Column.

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Today's post is by one of our Salesforce Administrators, Calvin Bright.

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As always, thanks for reading, if you enjoyed this post please feel free to share it and tag us @Pexlify

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