Report on Percentage of Records a Field is Populated : Aaron Crear

Report on Percentage of Records a Field is Populated
by: Aaron Crear
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### Summary of Content **Importance of Data Quality** Understanding how well users fill out key fields in a database is crucial for maintaining data quality and ensuring effective use of tools like dashboards and forecasts. Incomplete data can lead to significant issues, so measuring how many records have specific fields filled out is essential for administrators and business leaders. **Objective** The goal is to create a Salesforce report that shows the percentage of records with a specific field populated. For example, you might want to know: - 85% of Opportunities have the Primary Contact filled in. - 72% of Accounts have the Industry selected. - 95% of Cases have the Priority set. In this case, we will focus on determining the percentage of Accounts that have the SLA Expiration Date filled in. **Steps to Create the Report** 1. **Create a Row-Level Formula**: This formula will check if the SLA Expiration Date is filled. If it’s empty, it returns 0; if filled, it returns 1. The formula is: ``` IF(ISBLANK(Account.SLAExpirationDate__c), 0, 1) ``` 2. **Create a Custom-Summary Formula**: This formula calculates the percentage of Accounts with the SLA Expiration Date populated. It should only display at the Grand Total level: ``` CDF1:SUM/RowCount ``` 3. **Run the Report**: After setting up the formulas, you can run the report to see the percentage of Accounts with the field populated. **Additional Information** There are third-party tools available that can analyze data across all objects and fields in Salesforce. If checking these fields is a frequent requirement, it may be worth investing in such tools. However, for occasional checks, using a report is a straightforward and effective solution. ### Relevant Hashtags for SEO #DataQuality #SalesforceReports #DataManagement #BusinessIntelligence #DataAnalysis #SalesforceTips #CRM #DataAdoption #Automation #DataMetrics

Why This Matters

Understanding how consistently users populate key fields is one of the best indicators of data quality and adoption. Incomplete data can cripple dashboards, forecasts, and automation. Measuring the percentage of records with a value in a specific field gives admins and business leaders an actionable metrics.

The Goal

You want a Salesforce report that answers this simple question:

“What percentage of my reocrds have this Field populated?”

For example:

• 85% of Opportunities have Primary Contact filled in
• 72% of Accounts have Industry selected
• 95% of Cases have Priority set

For our exmaple we are going to try to determine what pecentage of Accounts have the SLA Expiration Date populated. We will accomplish this all in a Report without having to create new Fields.

Step 1: Create a Row-Level Formula

We will create a row-level formula with the return type of number and no decimals. Our formula is below. It returns a 0 if the Filed is not populated and a 1 if it is. You’ll then group your Report by the row-level formula.

IF(ISBLANK(Account.SLAExpirationDate__c), 0,1)

Step 2: Create a Custom-Summary Formula

We will now create a custom-summary formula that references the row-level formula. Be sure to display only at the Grand Total level. The custom-summary formula is below. CDF1:SUM is referencing the SLA Date Filled In row-level formula.

CDF1:SUM/RowCount

Step 3: Run the Report

We can now see the percentage of Accounts that have the Field populated in our Report.

Demo

Let’s see how we did this in a step by step demo.

There are several third-party tools that can do this across all of your Objects and Fields. If this will be a common need that comes up a lot then you might want to consider these, but if these are ad-hoc requests for select key fields than using a Report is a completely native solution.

October 29, 2025 at 04:00PM
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