Data Sets are effectively multiple filters that you'd frequently apply to your CRM Reports. Rather than applying these multiple filters each and every single time you create or view a Report, you can just simply apply a saved Data Set, saving you time and effort. Therefore, if you need to change the filters, such as adding a new sales person, then you just have to change it in one place and it'll apply to all Reports where the Data Set is being used.
This article will use the example of a sales region which includes a particular group of sales people, which would need to be applied to all Sales Reports.
Step 1: Create a Report
To create a Data Set, you'll first need to create a Report (unless you have one already). In this example, we'll create a Report, starting with the Opportunity entity, and will apply a filter of Sales Person.
Step 2: Apply Filters
To apply a filter, simply click on the further options icon (three dots) in the far right-hand corner of the Report, and select 'Filters' from the drop-down. This will then open up a side panel where you can add filters by clicking 'Add Filters'.
You'll then be able to choose the appropriate field that you wish to filter the Report by. For this Report, we want to add a filter of 'Sales Person'. Click 'Continue' once happy with your selection.
Your new filter will then be added to the filter side panel. In this example, we've now chosen the sales people who are included in the sales region (tick boxes), which has now filtered the Report in the background.
Step 3: Save Filters as Data Set
Once you've applied the relevant filters, you can then save these as a Data Set. Simply click on the save icon in the top right-hand corner of the Report, then choose the 'Convert into a Data Set' option, giving it a relevant name, and click 'Save'.
Step 4: Apply the Data Set
Now that you've saved your new Data Set, you can start applying it to Reports. For example, we have a standard Report, 'Sales Report - New Opportunities', which we now wish to apply our North Sales Region Data Set to. To apply this, click on the further options icon (three dots) in the top right-hand corner and select 'Filters' from the drop-down.
You'll then need to click 'Add Filters' and choose the Data Set option at the top of the field tree. Once selected, click 'Continue'.
The Date Set will then be added to the filter side panel, where you can select which Data Set you wish to apply, such as our new one 'North Sales Region'.