Picklists | Active Values Unused

Table of Contents

1 About This Report
2 Customizing This Report
- 2.1 Editing Filter Criteria
- 2.2 Adding Fields to the Report

About This Report

The Picklists | Active Values Unused report provides an analysis of picklist field values that are active within a Salesforce environment but remain unused. It highlights opportunities to streamline data management by identifying redundant or obsolete picklist values, aiding in data optimization and enhancing the overall efficiency of field management processes.

Create a copy of this report and customize it as a starting point for profiling value-reporting.

The Picklists | Active Values Unused report is crucial for identifying unused active picklist values which are essential for maintaining a streamlined CRM system, as it reduces clutter, enhances user experience, and ensures data consistency. For example, a sales team might have outdated product categories in a picklist that no longer reflect current offerings; removing these unused values prevents confusion and errors in data entry.

Customizing This Report

The Picklists | Active Values Unused report uses a set of specific filters to refine and target the profiling results displayed. These filters are critical in isolating the most relevant data fields across different Salesforce objects such as Account, Case, and Lead. For example, you can change the Profiling Value Results records based on their Created Date field.

Editing Filter Criteria

You can change the filters by clicking the Filter icon in the report. The opened menu shows which filters are locked that come with each report. You can change these unlocked filters according to your needs and can also add additional filters by clicking the Edit button.

Here’s an overview of the filters applied to this report by default:

Show Me: Displays all profiling value results, ensuring comprehensive inclusion of all picklist values within the analysis.
Created Date (Values): Set to "All Time," including picklist values created at any time for a complete historical perspective.
Is Latest Summary: Set to "True," focusing only on the most recent profiling results to ensure the data reflects the current state.
Record Type: Filters for "Profiling Field," restricting the analysis to records explicitly marked as profiling fields.
Profiling Definition Category: Set to "Baseline," narrowing the report to results derived from baseline profiling definitions, often representing foundational analyses.
Profiling Definition Record Type: Limited to "CRM," ensuring the report specifically analyzes picklist values associated with Salesforce CRM objects.
Value Type: Filtered to include only "PICKLIST," focusing the analysis on picklist fields.
Data Type: Also set to "PICKLIST," further refining the focus to picklist field values.
Picklist Value Is Active: Ensures only active picklist values are included, highlighting unused values that are still enabled in the system.
Populated Values % (Primary): Equals "0%," isolating picklist values that are active but have not been utilized in any records, pinpointing opportunities for optimization.

Adding Fields to the Report

This section guides how to customize the Picklists | Active Values Unused report by editing and adding fields, enhancing the report’s relevance and detail for specific organizational requirements.

Open the Picklists | Active Values Unused report in your Salesforce environment and click the Edit button.

Select Fields on the left to open the list of all fields available on the object.
Use the Search all fields… option at the top of the Select Fields on the left to open the list of all fields available on the object panel to find specific fields you want to include in the report.
Double-click fields to add them to the list of columns appearing in the report, and drag and drop fields within the Columns list to change their order. You can also drag and drop fields from the list of fields to the Columns list.

Once you have finished editing and adding fields:

Click the Save button to preserve your changes.
To update the report contents based on any changes you made, click Run. This will generate the report based on the current set of filters and fields you’ve configured.

This approach allows users to tailor the Picklists | Active Values Unused report to meet specific data assessment needs, ensuring that the report serves as an effective tool for data management and governance within Salesforce.