Dashboard Refresh in Salesforce is a critical feature within Data and Analytics Management that ensures users have access to current and accurate information when viewing their dashboards. As a Platform Administrator, understanding how dashboard refresh works is essential for maintaining data integ…Dashboard Refresh in Salesforce is a critical feature within Data and Analytics Management that ensures users have access to current and accurate information when viewing their dashboards. As a Platform Administrator, understanding how dashboard refresh works is essential for maintaining data integrity and meeting business reporting needs.
Dashboards in Salesforce display data from underlying reports, and this data can become stale over time as new records are created, modified, or deleted. The refresh process updates all components on a dashboard to reflect the most recent data from the source reports.
There are several ways dashboards can be refreshed:
1. Manual Refresh: Users can click the refresh button on any dashboard to pull the latest data on demand. This is useful when real-time accuracy is required for decision-making.
2. Scheduled Refresh: Administrators can schedule dashboards to refresh automatically at specific times. This feature is particularly valuable for dashboards that stakeholders review regularly, such as daily sales metrics or weekly performance summaries. Scheduled refreshes can be configured to run daily or weekly at designated times.
3. Dynamic Dashboards: These dashboards show data based on the running user's security access and refresh each time they are viewed, providing personalized and current information.
Key considerations for administrators include understanding refresh limits, as Salesforce imposes daily limits on scheduled dashboard refreshes based on your edition. Additionally, large dashboards with many components or complex underlying reports may take longer to refresh.
Best practices include scheduling refreshes during off-peak hours to minimize system impact, organizing dashboards in folders for easier management, and educating users about when data was last updated by checking the timestamp displayed on dashboards.
Effective dashboard refresh management ensures that leadership and team members base their decisions on accurate, timely data while optimizing system resources and staying within platform limitations.
Dashboard Refresh in Salesforce
What is Dashboard Refresh?
Dashboard Refresh is the process of updating dashboard data to display the most current information from the underlying reports. In Salesforce, dashboards do not automatically display real-time data; they show a snapshot of data from the last time they were refreshed.
Why is Dashboard Refresh Important?
Understanding dashboard refresh is critical because:
• Data Accuracy: Users need current data to make informed business decisions • Performance Management: Scheduled refreshes help balance system resources • User Experience: Knowing when data was last updated helps users interpret information correctly • Resource Optimization: Proper refresh scheduling prevents unnecessary system load
How Dashboard Refresh Works
Manual Refresh: Users can click the Refresh button on any dashboard to update the data on demand. This pulls the latest data from all underlying reports.
Scheduled Refresh: Dashboards can be scheduled to refresh automatically at specific times. Key points include: • Dashboards can be scheduled to refresh daily, weekly, or monthly • Refreshes can be scheduled for specific days and times • Users can subscribe to receive dashboard snapshots via email • Running user settings determine what data is displayed
Running User Considerations: • Running as Specified User: All viewers see the same data based on one user's access • Running as Logged-in User: Each viewer sees data based on their own access level (Dynamic Dashboards)
Dashboard Refresh Limitations
• There are daily limits on dashboard refreshes based on your Salesforce edition • Scheduled dashboard refreshes count against your daily limits • Dynamic dashboards have additional refresh considerations
Exam Tips: Answering Questions on Dashboard Refresh
1. Know the refresh options: Remember that dashboards can be refreshed manually or on a schedule. Questions often test whether you understand both methods.
2. Understand running user impact: Exam questions frequently ask about how the running user affects what data is displayed after a refresh. The running user's permissions determine data visibility.
3. Remember scheduling details: Be familiar with scheduling frequencies (daily, weekly, monthly) and that users can subscribe to receive refreshed dashboards via email.
4. Watch for edition limitations: Some questions may reference that scheduled refresh and dynamic dashboards have edition-specific availability.
5. Focus on data currency: When a question mentions users seeing outdated information, consider whether a dashboard refresh is needed or if scheduling should be implemented.
6. Distinguish between reports and dashboards: Reports always show real-time data when run, but dashboards show data from their last refresh. This distinction is commonly tested.
7. Consider the scenario context: If a question describes users needing the latest sales figures every morning, think about scheduled refreshes as the solution.
8. Email subscriptions: Remember that dashboard subscriptions allow users to receive refreshed dashboard snapshots at scheduled intervals via email.