Organizing your Report and Dashboard Folders in Lightning Experience

Life can be complicated, but organizing your content just got easier. With subfolders, you can quickly create a logical structure for your report and dashboard folders. The organization can be by region, role, or function, or whatever makes most sense to you. Moving content between folders is also easier.

Where: These changes apply to Lightning Experience in Group, Essentials, Professional, Enterprise, Performance, Unlimited, and Developer Editions.

Who:
  • To create report folders and subfolders, you need the Create Report Folders user permission.
  • To create dashboard folders and subfolders, you need the Create Dashboard Folders user permission.
  • To rename and delete folders or subfolders, you need Manage access to the folder.
  • To share folders with other users, you need Manage access. You share only the root folder. Subfolders inherit sharing properties from the root folder.

Everyone can move reports and dashboards, but you can move them only to the folders and subfolders where you have write or edit access.

Why: When you’re organizing reports and dashboards in folders, subfolders make life easier for everyone. Suppose you’re responsible for creating reports for your customer service organization. You already have a Sales Reports folder that you’re sharing with Sales, so the sales reps can see what issues have come up. But the reps in each region only want to see the reports from customers in their own region. All you have to do is create a subfolder for each region in the sales folder, and viola!, the reps in each region get to see only what they’re interested in.

And there’s more. It’s now a breeze to move reports and dashboards between folders. You don’t have to open the report or dashboard anymore just to change what folder or subfolder it’s in. Just select the Move row-level action for the report or dashboard.

How: Keep these points in mind when you’re working with folders and subfolders:
  • Enhanced folder sharing must be enabled to use report and dashboard folders and subfolders.
  • Subfolders can be created only in user created folders. You can’t create a subfolder in your Private folder or the Public folder.
  • Folder sharing is only at the root level. If you want to share a subfolder, you must share its root folder.
  • Everyone can see who has access to a subfolder, but if you want to change sharing settings you must do that at the root level.
Creating a subfolder is just like creating a folder. Go into the report or dashboard folder where you want to create the subfolder, and click New Folder. Name the folder, and click Save.

New folder

What if you have a report or dashboard in one folder, but want it to be in another? On the Reports or Dashboards page, select Move from the row level action menu. A select folder dialog box opens where you can navigate to the destination folder and save.

Move

Finally, you can also rename and delete subfolders.

Keep these rules in mind when deleting report and dashboard folders and subfolders:
  • You can delete an empty leaf folder or empty folder tree in Lightning Experience. An empty leaf folder is a folder that doesn’t contain any reports or dashboards and doesn’t have any subfolders. An empty folder tree is one with no reports or dashboards in the root folder or in any of the subfolders.
  • If you want to delete a non-empty folder, either move the reports or dashboards in the folder to another folder, or delete the reports or dashboards, switch to Salesforce Classic, and remove the deleted reports and dashboards from the recycle bin. (Lightning Experience doesn’t currently have a recycle bin.)