Creating Dynamic Dashboards in Salesforce | Complete Guide

Dynamic dashboards in Salesforce provide security-aware data visualization that adapts to each user’s permissions and role. Unlike static dashboards that show the same data to everyone, dynamic dashboards display information based on the logged-in user’s access level, ensuring data security while maintaining organizational visibility.

Salesforce dashboards are visual representations of report data using components like charts, graphs, gauges, tables, and metrics. Each dashboard supports up to 20 components and can be configured to run with different security contexts depending on your organization’s requirements.

What Are Dynamic Dashboards in Salesforce?

Dynamic dashboards differ from standard dashboards in how they handle data visibility and user permissions. When you create a standard dashboard, it runs with a fixed user context – meaning everyone sees the same data regardless of their individual permissions. Dynamic dashboards solve this limitation by running with the context of whoever is viewing the dashboard.

This security model ensures that users only see data they have permission to access, making dynamic dashboards essential for organizations with complex sharing rules, role hierarchies, and field-level security requirements.

Dashboard Security Settings: Run As Options

Salesforce provides two security options for dashboard execution:

1. Run as Specified User: The dashboard displays data based on a single designated user’s permissions. All viewers see the same data regardless of their individual access levels.
2. Run as Logged-in User: The dashboard displays data based on each viewer’s individual permissions. This creates a dynamic experience where the same dashboard shows different data to different users.

When you select “Run as Logged-in User,” the dashboard becomes dynamic. Each user sees only the records they have permission to view, filtered by their sharing rules, role hierarchy position, and field-level security settings.

Setting Up Dynamic Dashboards in Salesforce

Dynamic dashboards display metrics across organizational levels while respecting data security boundaries. Enterprise Edition orgs can create up to 5 dynamic dashboards, while Unlimited Edition supports up to 10 dynamic dashboards.

Creating Dynamic Dashboards: Step-by-Step Process

Follow these steps to convert an existing dashboard to dynamic mode or create a new dynamic dashboard:

Step 1: Access Dashboard Settings

• Navigate to the Dashboards tab and go to the dashboards list

Step 2: Edit Dashboard Properties

• Select your target dashboard and navigate to Actions → Edit

Step 3: Configure Dynamic Settings

• Click on the “View dashboard as” field option located on the right side of the interface

Step 4: Enable Dynamic Mode

• Select “Run as logged-in user” to enable dynamic functionality
• Check “Let authorized users change running user” if you want to allow users with appropriate permissions to temporarily view the dashboard from another user’s perspective
• Click OK to save your configuration

After completing these steps, your dashboard will function as a dynamic dashboard, showing personalized data to each user based on their individual Salesforce permissions.

Dynamic Dashboard Best Practices

Performance Considerations

Dynamic dashboards require more processing power than static dashboards because Salesforce must evaluate each user’s permissions in real-time. Consider these optimization strategies:

• Use selective report filters to reduce data volume
• Limit the number of components per dashboard
• Schedule dashboard refreshes during off-peak hours
• Monitor dashboard load times and user feedback

Security and Governance

Dynamic dashboards inherit Salesforce’s security model, but administrators should verify:

• Field-level security settings are properly configured
• Sharing rules align with business requirements
• Role hierarchy reflects organizational structure
• Users understand why they see different data than colleagues

User Training and Communication

Since dynamic dashboards show different data to different users, provide clear communication about:

• Why dashboard data varies between users
• How permissions affect dashboard visibility
• Who to contact for access-related questions
• Expected refresh schedules and data freshness

Troubleshooting Dynamic Dashboard Issues

Common Problems and Solutions

Empty or Missing Data: Users may see blank dashboards if they lack access to underlying report data. Verify sharing settings on source reports and ensure users have appropriate object and field permissions.

Performance Issues: Dynamic dashboards may load slowly during peak usage. Consider reducing component count, optimizing report filters, or scheduling refreshes during low-traffic periods.

Inconsistent Results: If users report unexpected data variations, review role hierarchy settings, sharing rules, and field-level security configurations that might affect data visibility.

Dynamic Dashboard Limitations

Understanding dynamic dashboard constraints helps set appropriate expectations:

• Limited quantity: Enterprise Edition (5 dashboards), Unlimited Edition (10 dashboards)
• Performance impact: Higher server load compared to static dashboards
• Complexity: More difficult to troubleshoot permission-related issues
• Refresh timing: May take longer to refresh due to permission calculations

Frequently Asked Questions