How to Create a Dashboard in Salesforce: A Step-by-Step Guide

Your sales manager just asked for a quarterly performance breakdown. You’ve got the data somewhere in Salesforce, but it’s scattered across dozens of reports. You spend hours exporting CSVs, copying numbers into spreadsheets, and building charts in PowerPoint. By the time you finish, the data is already outdated, and you’ve lost a day you could have spent selling.

This scenario plays out in thousands of companies every day. Sales teams waste countless hours manually compiling data that already exists in their CRM. Marketing can’t quickly measure campaign performance. Service teams struggle to visualize case resolution metrics. And executives make decisions based on outdated or incomplete information because real-time data visualization seems out of reach.

Salesforce dashboards solve this by transforming your raw CRM data into visual insights anyone can understand at a glance. Instead of digging through reports or building manual presentations, dashboards automatically display your most important metrics in charts, tables, and gauges that update in real-time.

But creating effective dashboards isn’t just about dragging and dropping components onto a page. It requires understanding what metrics actually matter to your business, how to structure source reports correctly, and how to design visualizations that communicate insights clearly. This guide walks you through the entire process-from planning your first dashboard to implementing advanced features that drive adoption across your organization.

Understanding Salesforce Dashboards: More Than Just Pretty Charts

Before diving into dashboard creation, it’s worth understanding what dashboards actually are in the Salesforce ecosystem. Unlike standalone reports that display rows of data, dashboards are visual collections of charts, tables, and metrics that give you a complete view of your business at a glance.

Think of dashboards as the difference between reading raw financial statements and seeing a visual summary of your company’s performance. Both contain the same information, but one requires analysis while the other delivers instant insights.

Every dashboard component pulls data from an underlying Salesforce report. This relationship is crucial-your dashboard can only be as good as the reports that feed it. A poorly constructed report will create a misleading dashboard component, no matter how well designed the visualization might be.

Organizations implement dashboards across multiple departments:

• Sales teams use dashboards to track pipeline health, monitor rep performance, and forecast revenue
• Marketing departments rely on dashboards to measure campaign effectiveness and lead generation
• Service teams monitor case volumes, resolution times, and customer satisfaction
• Executives need cross-departmental dashboards that show overall business health

The real power of dashboards comes from their ability to transform complex data into actionable insights. When built correctly, they answer critical business questions immediately: Which products are selling best? Which reps need coaching? Where is our pipeline stuck? How effective was our latest campaign?

Planning Your Dashboard: Start With Why, Not How

The biggest mistake in dashboard creation isn’t technical-it’s strategic. Too many teams jump straight to building without first clarifying what business problems they’re trying to solve.

Before opening the dashboard builder, answer these fundamental questions:

• What specific metrics need tracking? Identify the 5-7 most important KPIs for your team
• Who will use this dashboard? Sales reps need different metrics than managers or executives
• How frequently will it be referenced? Daily operational dashboards need different designs than monthly strategic ones
• What decisions will this dashboard inform? Connect metrics directly to actions users will take

This planning phase often reveals that what stakeholders initially request isn’t what they actually need. A sales director might ask for a dashboard showing “all sales data,” but what they really need is visibility into at-risk opportunities, pipeline coverage by stage, and rep performance against quota.

Take time to interview your intended users. Ask what questions they need answered regularly, what metrics they currently track manually, and what information would help them make better decisions. These conversations often uncover critical insights that transform your dashboard from a pretty chart collection into an indispensable decision-making tool.

Finally, audit your data quality before building. The most beautiful dashboard becomes worthless if built on inaccurate data. Verify that the fields you plan to visualize contain complete, accurate information and that calculation methodologies align with organizational standards.

Creating Dashboards in Lightning Experience: Step-by-Step

Salesforce Lightning Experience offers the most modern and flexible dashboard building experience. Here’s how to create your first dashboard:

Step 1: Prepare Your Source Reports

Remember that every dashboard component pulls data from a report. Before building your dashboard, create and save the reports you’ll need. For example, if you want to show:

• Closed revenue by month → Create a report with opportunities grouped by close date
• Pipeline by stage → Create a report with opportunities grouped by stage
• Lead sources → Create a report with leads grouped by source

Each report should include appropriate filters, groupings, and summary fields. For detailed guidance on report creation, check out our guide on how to create reports in Salesforce.

Step 2: Create a New Dashboard

1. Navigate to the Dashboards tab
2. Click New Dashboard
3. Enter a descriptive name and description
4. Select a folder where the dashboard will be saved
5. Click Create

You’ll now see the Lightning dashboard builder interface with a blank canvas ready for components.

Step 3: Add Components

1. Click + Component at the top of the builder
2. Select the source report for this component
3. Choose a chart type appropriate for your data (bar chart, line chart, pie chart, etc.)
4. Configure the component settings:
   • Select which fields to display on axes
   • Choose grouping fields
   • Set display units and formatting
   • Add a title that clearly describes what the component shows
5. Click Add

Repeat this process for each component you want to add. Lightning’s flexible grid layout allows you to drag and resize components anywhere on the canvas.

Step 4: Organize Your Layout

Dashboard layout significantly impacts usability. Follow these design principles:

• Place the most important metrics at the top where they’re seen first
• Group related components together
• Create a logical flow from high-level metrics to detailed breakdowns
• Use consistent colors and formatting across components
• Leave white space to prevent visual overload

You can drag components to reposition them and use the resize handles to adjust their size. The dashboard will automatically adjust the layout as you make changes.

Step 5: Add Filters (Optional)

Dashboard filters allow users to customize what data they see without modifying the dashboard itself. To add a filter:

1. Click + Filter at the top of the builder
2. Select a field to filter by (must be present in at least one source report)
3. Choose filter options and default values
4. Click Apply

You can add up to three filters per dashboard. Common filter fields include date ranges, territories, product families, or record owners.

Step 6: Set Dashboard Properties

Click the gear icon to access dashboard properties, where you can configure:

• Running User: Determines whose data access permissions control what appears in the dashboard
• Dashboard Refresh: Set automatic refresh schedules
• Color Palette: Choose from predefined color schemes or customize your own

The running user setting is particularly important. If set to “Run as specified user,” the dashboard shows the same data to everyone based on that user’s permissions. If set to “Run as logged-in user,” each viewer sees only data they have access to.

Step 7: Save and Share

Click Save to preserve your work, then Done to exit the builder. Your dashboard is now ready to share with others by adjusting folder sharing settings or subscribing users to dashboard email updates.

Creating Dashboards in Salesforce Classic

While Salesforce is transitioning users to Lightning Experience, many organizations still use Classic. Here’s how to create dashboards in the legacy interface:

Step 1: Access the Dashboard Builder

1. Navigate to the Dashboards tab
2. Click New Dashboard
3. Enter a name and description
4. Select a folder
5. Click Create

Step 2: Add Components

1. Click + Component
2. Select a component type (chart, gauge, metric, table)
3. Choose a source report
4. Configure display settings
5. Click OK

Classic dashboards are limited to a three-column layout, with components automatically flowing into available columns. You can drag components between columns but can’t place them freely as in Lightning.

Step 3: Configure Dashboard Settings

Click Dashboard Properties to set the running user and other dashboard-wide settings. Classic dashboards support many of the same features as Lightning but with a more structured interface and some feature limitations.

Choosing the Right Visualization for Your Data

Not all chart types work equally well for all data. Matching your visualization to your data type and message is crucial for effective communication:

Bar Charts

Best for: Comparing values across categories or time periods

Example uses:

• Revenue by product category
• Opportunity count by sales stage
• Lead conversion by source

Line Charts

Best for: Showing trends over time or continuous data

Example uses:

• Monthly sales over the past year
• Pipeline growth over time
• Lead generation trends

Pie Charts

Best for: Showing composition or proportions of a whole (limit to 5-6 slices maximum)

Example uses:

• Revenue distribution by region
• Case distribution by priority
• Opportunity mix by type

Funnel Charts

Best for: Visualizing sequential stages with decreasing values

Example uses:

• Sales pipeline by stage
• Lead conversion process
• Customer acquisition funnel

Gauge Charts

Best for: Showing progress toward a specific goal or target

Example uses:

• Quota attainment
• KPI performance against targets
• Project completion percentage

Tables

Best for: Displaying detailed information when exact values matter

Example uses:

• Top 10 accounts by revenue
• Reps ranked by performance
• Opportunities closing this month

The most effective dashboards combine different visualization types to tell a complete story. For example, a sales dashboard might include a gauge showing progress to quota, a bar chart breaking down revenue by product, a line chart showing historical trends, and a table listing top opportunities.

Advanced Dashboard Features Worth Mastering

Once you’ve mastered basic dashboard creation, these advanced features can take your analytics to the next level:

Dynamic Dashboards

Standard dashboards show the same data to everyone or filter data based on the viewer’s access rights. Dynamic dashboards go further by allowing users to view the dashboard as if they were someone else.

For example, a sales director could view their dashboard as any of their regional managers to see exactly what that manager sees. This feature is particularly valuable for managers who need to switch between different team members’ perspectives.

To create a dynamic dashboard:

1. In dashboard properties, set “View Dashboard As” to “The dashboard viewer”
2. Save the dashboard

Note that dynamic dashboards have limitations: they can’t be scheduled for refresh, can’t be subscribed to for email delivery, and organizations have limits on how many they can create (typically 5-10 depending on your Salesforce edition).

Dashboard Filters

Dashboard filters let users customize what data they see without creating multiple dashboard versions. You can add up to three filters per dashboard, each with up to 50 values.

Effective filter strategies include:

• Date range filters that let users switch between time periods
• Territory or region filters for geographic segmentation
• Product filters to focus on specific offerings
• Owner filters to view data by team member

For even more advanced filtering, you can use URL parameters to create links that open dashboards with pre-selected filter values. This technique lets you create bookmarks or links that automatically show specific dashboard views.

Joined Reports as Data Sources

Standard reports pull data from a single object. Joined reports combine data from multiple objects, creating more powerful data sources for your dashboards.

For example, a joined report could combine opportunity data with case data to show the relationship between customer support issues and sales performance-something impossible with standard reports.

To use joined reports for dashboards:

1. Create a joined report with up to five report blocks
2. Add a chart to the joined report
3. Save the report
4. Use this report as a data source for a dashboard component

The dashboard component will display the chart exactly as configured in the joined report.

Scheduled Refreshes and Subscriptions

Keep stakeholders informed automatically by scheduling dashboard refreshes and subscriptions:

• Dashboard Refresh: Schedule automatic data updates daily, weekly, or monthly
• Dashboard Subscriptions: Send dashboard snapshots via email on a regular schedule

To set up subscriptions:

1. Open the dashboard
2. Click Subscribe
3. Set frequency and conditions
4. Add recipients
5. Click Save

Subscriptions ensure stakeholders receive updated insights without having to remember to check dashboards manually.

Optimizing Dashboard Performance

Slow dashboards frustrate users and reduce adoption. These optimization techniques ensure your dashboards load quickly:

Streamline Source Reports

Dashboard performance depends directly on the underlying reports. To optimize:

• Remove unnecessary fields from source reports
• Limit the number of records returned (use “Top N” filters)
• Simplify complex formulas in reports
• Use efficient filter conditions that leverage indexed fields

Remember that when a dashboard refreshes, every source report must run. Optimizing one slow report can dramatically improve overall dashboard performance.

Limit Component Count

More components mean more reports to run and more data to process. Aim for 10-15 components maximum per dashboard. If you need more, consider creating multiple focused dashboards instead of one massive dashboard.

Use Dashboard Caching

Salesforce’s dashboard caching stores query results temporarily, significantly improving load times for frequently accessed dashboards. Caching is enabled by default but can be configured in Setup under Analytics → Reports and Dashboards → Dashboard Caching.

Schedule Refreshes Strategically

Schedule dashboard refreshes during off-peak hours when more system resources are available. Stagger refresh schedules to prevent multiple dashboards from refreshing simultaneously.

For organizations with complex Salesforce integrations, coordinate dashboard refreshes with data import schedules to ensure dashboards reflect the most current information.

Dashboard Design Best Practices

Great dashboards balance analytical depth with visual clarity. Follow these design principles to create dashboards users actually want to use:

Focus on Key Metrics

Resist the temptation to show everything. Limit each dashboard to 5-7 key metrics that directly support decision-making. Too many metrics create confusion and dilute the impact of truly important information.

Create a Visual Hierarchy

Arrange components in order of importance:

• Top section: High-level KPIs and summary metrics
• Middle section: Supporting charts and breakdowns
• Bottom section: Detailed tables and supplementary information

This structure guides users naturally from overview to details.

Use Consistent Formatting

Visual consistency makes dashboards easier to interpret:

• Use the same colors consistently for the same metrics across components
• Standardize chart types for similar data
• Maintain consistent time periods across related components
• Use clear, descriptive titles for every component

Combine Metrics with Context

Single numbers without context have limited value. Pair metrics with supporting visualizations that provide deeper understanding:

• Show a total revenue metric alongside a chart breaking down revenue by product
• Display current month performance with a trend line showing historical performance
• Present quota attainment percentage with a breakdown of contributing opportunities

Use Conditional Highlighting

Draw attention to exceptional values with conditional formatting:

• Highlight values above or below thresholds in different colors
• Use red/yellow/green color schemes for performance indicators
• Make critical metrics visually distinct from supporting information

This visual signaling helps users quickly identify areas requiring attention.

Sharing and Driving Adoption

Even the best dashboard provides no value if nobody uses it. These strategies ensure your dashboards reach their intended audience and drive meaningful action:

Implement Thoughtful Sharing

Dashboards are shared via folders in Salesforce. Create a logical folder structure that aligns with your organizational hierarchy:

• Department-specific folders (Sales, Marketing, Service)
• Role-based folders (Executive, Manager, Rep)
• Project or initiative folders for cross-functional teams

Set appropriate access levels for each folder: Viewer access for general users, Editor access for power users who need to customize, and Manager access for administrators.

Embed Dashboards Where Users Work

Don’t make users hunt for insights. Embed dashboards directly into the pages they use daily:

• Add account dashboards to Account record pages
• Place team performance dashboards on the Home page
• Embed product dashboards on Product detail pages

This “right information, right place, right time” approach dramatically increases dashboard usage by integrating insights into existing workflows.

Provide Training and Documentation

Users need to understand not just how to view dashboards but how to interpret and act on the information they contain:

• Create quick reference guides explaining key metrics and calculations
• Conduct brief training sessions demonstrating how to use dashboard features
• Document what actions users should take based on different dashboard scenarios

This guidance transforms dashboards from passive information displays into active decision-making tools.

Gather and Implement Feedback

Dashboards should evolve based on user experience:

• Schedule regular check-ins with key users to gather feedback
• Monitor which dashboards and components get used most frequently
• Be willing to remove or modify components that don’t provide value

This iterative improvement approach ensures dashboards remain relevant as business needs change.

Troubleshooting Common Dashboard Issues

Even well-designed dashboards sometimes encounter problems. Here’s how to address common issues:

Dashboard Shows “Insufficient Privileges”

Cause: The running user lacks access to fields or records referenced in source reports.

Solution: Either grant the running user access to the necessary data or change the running user to someone with appropriate permissions.

Dashboard Data Appears Outdated

Cause: Dashboards don’t automatically refresh; they show data as of their last refresh.

Solution: Click the refresh button, set up scheduled refreshes, or check if the “Last Refreshed” timestamp indicates a problem with automated refreshes.

Dashboard Loads Very Slowly

Cause: Usually related to complex source reports or too many components.

Solution: Use the techniques from the performance optimization section: simplify source reports, reduce component count, and leverage caching.

Component Shows “No Results”

Cause: Either the source report contains no data matching its filters, or the running user can’t see any matching records.

Solution: Verify the report returns data when run directly, check filter conditions, and confirm the running user has access to relevant records.

Can’t Find a Field for Filtering

Cause: Dashboard filters can only use fields that appear in at least one source report.

Solution: Add the desired filter field to at least one source report, even if you don’t display it in the report results.

Integrating Salesforce Dashboards with Your Revenue Operations

While native Salesforce dashboards offer powerful visualization capabilities, organizations with complex revenue operations often need to extend these capabilities through integration with specialized tools.

Salesforce reporting tools like Revenue Grid enhance dashboard functionality by connecting Salesforce data with external systems, providing advanced analytics capabilities, and enabling more sophisticated sales forecasting and revenue forecasting.

These integrations enable organizations to:

• Combine Salesforce data with information from marketing automation, ERP, or customer success platforms
• Apply advanced analytics and AI to identify patterns and predict outcomes
• Create more sophisticated sales planning and pipeline inspection capabilities
• Improve forecasting accuracy through multi-dimensional analysis

For organizations seeking to maximize the value of their Salesforce data through dashboards, these integrations provide capabilities that extend well beyond native Salesforce functionality.

Conclusion: Transforming Data into Action

Effective Salesforce dashboards transform raw data into actionable insights that drive better business decisions. By following the principles outlined in this guide-from thoughtful planning and technical implementation to performance optimization and user adoption-you can create dashboards that become indispensable tools for your organization.

Remember that dashboard creation is an iterative process. Your first versions won’t be perfect, and that’s okay. Start with the most critical metrics, gather feedback from users, and continuously refine your approach based on what you learn.

The most successful dashboards aren’t necessarily the most complex or visually impressive. They’re the ones that answer important business questions clearly, load quickly, and drive meaningful action. Focus on creating dashboards that help your team make better decisions faster, and you’ll deliver tremendous value to your organization.

Ready to take your Salesforce dashboards and analytics to the next level? Book a demo with Revenue Grid to see how our advanced integration and analytics capabilities can transform your Salesforce data into a powerful engine for revenue growth.