Salesforce.com – Find Old or Inactive Reports and Dashboards in Salesforce

When you have many reports but not sure which ones are current or being used, a custom report can be created to list when a report was last run.  Dashboards can also be included to determine the last time they were refreshed.  This can be a great way to keep your reports and dashboards organized and up to date.

To locate the report and dashboards, first create a custom report type as follows:

1. Navigate to Set Up and search for Report Types.  Or go to:

• Salesforce Classic:Setup | Create | Report Types.
• Salesforce Lightning: Setup | Feature Settings | Analytics | Reports & Dashboards | Report Types

2. Click the Continue button if presented with the “What is a Custom Report Type?” screen.
3. Click the New Custom Report Type button.

4. Select Reports for the Primary Object and give the Report Type a name, description, and location to store it.
5. Set the Deployment to Deployed and click Next.

6. Choose Dashboard Components as the child relationship and select the option for “A” records may or may not have related “B” records.

7. Click Save.

Next we will create the report to display the results:

1. Click on the Reports Tab and then click the New Report
2. Choose the report type you just created by navigating the folder it was stored in from the drop-down list. You may need to click the “Show More” link to view all report types.
3. Click the Create
4. Add the following criteria to the report:
   • Show: All reports
   • Date Field: Created Date range All Time
5. Add the following fields to the report:
   • Reports | Last Run
     • The last time the report was run will be the last time the dashboard was refreshed.
   • Dashboard | Title
6. Sort the report by Title ascending. This separates the reports that are not attached to dashboards.

7. Run the Report.
8. Observe the last run date of the reports.
   • If the last run date is too old to be current, you can consider removing the report.
   • If the dashboard’s reports do not show a current last run date, then you can assume the dashboard has not been “refreshed.” Refresh triggers the report’s “last run.”

9. From the report design screen, click the Save button and add a report name, description and folder to store it in.

10. Click the Save

Written by Becci Gearman