When working with sizable Salesforce reports, many of us encounter a common challenge: managing and working around Salesforce report row limits. Salesforce enforces several limits that can impact how you interact with and visualize your data, especially when working with large datasets. These limitations can significantly affect your reporting capabilities, particularly when you need comprehensive data insights.
Understanding Salesforce's Report Row Limits
Salesforce's reporting system places caps on the amount of data that can be viewed and manipulated directly within the platform. These restrictions are in place to ensure broader performance and usability within Salesforce’s cloud-based environment, but can be restrictive if you require row lever details across large volumes of data. Here are some of the critical limits to be aware of:
- Report Builder Preview: Shows a maximum of 20 rows for summary and matrix reports and 50 rows for tabular reports.
- Maximum Groups in Charts: In Salesforce Classic, charts can have no more than 250 groups, and in Lightning Experience, a report chart can handle up to 2000 groups.
- Rows in Reports: Reports generally display a maximum of 2,000 rows. For more extensive data sets, users must export the data or use printable views which have their own set of limitations, such as only displaying a maximum of 20,000 rows for joined reports in Salesforce Classic.
- Matrix Reports: These reports have a cap of 400,000 summarized values and will display only the first 2,000 groupings when detail viewing is turned off.
- Color Limitations: If a report exceeds 2,000 rows, it won’t utilize the colors selected for picklist values but will default to system-generated colors.
Power BI Salesforce Reports: The 2000 Row Limit
For many organizations, Power BI is the go-to business intelligence tool for creating comprehensive reports and dashboards. However, integrating Power BI with Salesforce comes with a significant hurdle: the 2,000 row limit. This limitation is a substantial challenge for analysts and data-driven businesses as it restricts the data volume that can be directly imported into Power BI from Salesforce, confining the depth of analytics that can be performed. The result is often a fragmented view of operations and performance, leaving valuable insights on the table that could be used to drive strategic decisions. (Psst...Gigasheet helps solve this. More on that later.)
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Report Subscription Limits
While different than direct row limits, there are other limitations with reports to be aware of. Salesforce report and dashboard subscriptions can deliver up-to-date data by automating the delivery of key metrics. However, even here we encounter a ceiling: in Unlimited Edition Salesforce orgs, each user can subscribe to a maximum of 15 reports and 15 dashboards, while users in other orgs may subscribe to only 7 (based on Salesforce documentation as of April 2024). This hardcoded limit of 15 subscriptions restricts users from automating the monitoring of all the data they might need to stay informed, potentially impacting their ability to act swiftly on emerging trends or issues.
Gigasheet: Your Solution to Overcome Salesforce Report Row Limits and More
For organizations looking to expand their data analysis capabilities beyond these limits, Gigasheet offers a robust solution. Gigasheet can connect directly to Salesforce, allowing for the export of entire objects and reports, far exceeding the native Salesforce report row limits. Gigasheet acheives these impressive capabilities by leveraging the Salesforce API and Salesforce Object Query Language (SOQL) behind the scenes. Good news – you and your users don't have to deal with any of this. Gigasheet provides at no-code UI that takes care of everything. With Gigasheet, you can:
- Export Large Datasets: Easily pull tens of millions of rows from Salesforce without a hitch, ensuring no data gets left behind due to Salesforce’s inherent limitations. You can even schedule reports to be exported from Salesforce on a regular basis.
- Data Cleaning and Preparation: Once your data is in Gigasheet, you can utilize its tools to clean, sort, and organize your data, making it ready for deeper analysis or for import into other platforms like HubSpot.
- Archival and Historical Analysis: Gigasheet allows you to store snapshots of your data, providing a historical archive that can be crucial for trend analysis and decision-making.
- Direct Integration with BI: From Power BI to Tableau and Google Sheets, Gigasheet offers direct integration via a simple live URL for import. You can easily triage data in Gigasheet for use in your BI applications.
Check out an interactive live example below 👇
Beyond The Limits
When it comes to transcending the limitations imposed by Salesforce, Gigasheet emerges as a powerful tool. With our ability to integrate seamlessly with Salesforce, Gigasheet empowers users to export, analyze, and manipulate data sets of unprecedented size – from tens of millions to even billions of rows. But Gigasheet's prowess doesn't stop at mere volume; it also simplifies data cleanup and preparation, creating a streamlined path for your data's journey into other tools like HubSpot or Power BI.
Businesses no longer need to grapple with restrictive row limits or custom report issues in Salesforce. Gigasheet's scheduled exports and historical analysis features offer a vast data repository, providing an indispensable resource for understanding trends and shaping the future based on historical precedents. Gigasheet's Business plan offers even higher volume Power BI integrations, ensuring that your business intelligence reflects the full scope of your data landscape.
The synergy between Gigasheet and Power BI redefines what's possible in data analytics, offering a granular, 360-degree view of your data universe. No longer bound by the 2000 row limit, your Power BI dashboards can now reflect the totality of your Salesforce data, empowering you with actionable insights that were previously out of reach.
Gigasheet’s ability to handle massive datasets with ease makes it an invaluable tool for businesses that require detailed and expansive data analysis capabilities. By integrating Gigasheet with Salesforce, you can bypass the frustrating row limits and unleash the full potential of your data, driving better business outcomes and more informed decisions.
Leverage Gigasheet to solve the challenge of Salesforce report row limits and transform your data analysis processes. With Gigasheet, your data is no longer boxed in by Salesforce’s limitations but is free to inform and elevate your business strategy.
Example of a Salesforce export of 1 million sample leads:
The ease of a spreadsheet with the power of a data warehouse.
