Overview
In Salesforce, a Report Type defines which records and fields are available when you build a report. It determines the objects (standard or custom) that are included, the relationships between those objects, and which fields are exposed to the report builder. Choosing the correct report type is critical for getting the right data and for performance.
Standard vs Custom Report Types
Standard Report Types are provided by Salesforce out of the box. They cover common use cases like Accounts with Contacts, Opportunities with Products, Cases with Solutions, etc. Standard types are quick to use but limited to predefined object relationships and fields.
Custom Report Types are created by admins to expose specific object relationships or fields that standard types don’t support. They let you include custom objects, select which related objects to include, and choose which fields are available in the report builder. Custom report types are used when you need tailored datasets or to support complex reporting requirements.
Report Type Structure
Key concepts in a report type:
- Primary Object — the main object the report is built on (e.g., Account, Opportunity).
- Related Objects — objects related to the primary object through lookup or master-detail relationships (e.g., Account > Contacts).
- Relationships (With/Without) — when creating custom report types you choose whether to include only primary records with related records (with) or also those without related records (with or without).
- Field Layout — the set of fields you expose to report builders. For custom report types you choose which fields appear in the layout and their sections.
When to Use Each
Use standard report types for common, straightforward reports where the built-in relationships and fields are sufficient. Use custom report types when:
- You need to report on a combination of objects not provided by a standard type.
- You need to include or exclude records that don’t have related records (control “with or without”).
- You want to control which fields users can see in the report builder (simplify layouts, hide technical fields).
- You need to improve report performance by limiting fields and relationships.
How to Create a Custom Report Type (High-Level Steps)
- Go to Setup → Report Types → Click “New Custom Report Type”.
- Select the Primary Object (e.g., Account).
- Define Related Objects: add related objects and choose the relationship scope (e.g., Accounts with or without Contacts).
- Save and then click “Edit Layout” to choose which fields appear in the report builder.
Best Practices
- Start with the most specific primary object that matches your reporting needs.
- Limit the number of related objects — each added relationship increases complexity and may impact performance.
- Customize the layout to include only relevant fields; this improves usability and speeds up report generation.
- Use report type naming conventions to make it easy for users to find the right type (e.g., “Account with Opportunities (Custom)”).
- Test report results with sample data to ensure the relationship selections return expected records.
Limitations
Be aware of these limitations:
- Custom report types cannot include more than 4 objects in a chain of relationships (primary + 3 related objects) in some contexts — complex joins may require alternative approaches.
- Some standard fields may not be available in certain report types (especially cross-object fields) — plan accordingly.
- Changing object relationships or field-level security can affect existing custom report types and reports built on them.
Example Use Cases
Examples where custom report types help:
- Report on Accounts and their Opportunities and Contracts in a single report type when the standard types don’t provide the exact join.
- Expose a curated set of fields for sales managers so their report builder shows only metrics and fields they need.
- Create a report that shows all Accounts that have no related Cases (Accounts without Cases).
Quick Reference (Keywords)
Report Type — defines objects and fields available for reports. Standard Report Type — Salesforce-provided. Custom Report Type — admin-created for tailored data. Primary Object, Related Objects, With/Without, Layout.
Understanding report types is essential for accurate and performant reporting in Salesforce. Use custom report types when you need control over relationships and fields; otherwise, standard types are a fast and safe choice for common reports.