1) Create a New Multi-Step Report
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Begin by creating your MSR and defining the first step.
Go to the Apsona Reports tab and click New Multi-Step Report.
Provide a report name and an optional description
Select the primary Salesforce object for your initial query step.
Save your report to start building the step definitions.
2) Define Each Step Using Five Key Tabs
Each step in MSR consists of five tabs that together define how data is retrieved, filtered, sorted, and linked to other steps. Understanding these is critical to leveraging the power of MSR.
2A) Step Info Tab
This tab is where you give each step a logical name and define its type.
Select the Step Type:
Query Step: Retrieves records directly from a Salesforce object (most common).
Calculation Step: Creates calculated fields using formulas based on prior steps’ data
Combining (Union) Step: Merges results from two previous steps, useful for combining related data sets like Leads and Contacts.
Why this matters: Clear step names and correct step types help organize your report and control how data is sourced and combined.
2B) Retrieved Fields Tab
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Here you select which fields to display from the step’s object and its parent objects.
Choose fields from the step’s selected Salesforce object and any parent objects it looks up to.
You cannot pull fields directly from child objects here. Instead, create a separate step for child objects and link it accordingly.
Add metrics (aggregate functions like Sum, Count, Max, Min, Newest, Oldest) to numeric or date fields. Metrics are calculated dynamically for each row based on unique field combinations.
Why this matters: This tab controls the exact columns of data your report shows, ensuring you only pull the relevant information. Using metrics allows you to summarize data directly within the report.
2C) Filter Terms Tab
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Filters define which records each step includes by applying conditions.
Filters can be set on fields from the step’s object, its parent objects, and its child objects — providing three levels of filtering depth.
Use quantified filters such as "at least one," "all," or "no records" when filtering child relationships.
For filtering beyond parent/child levels (e.g., grandchild records), use nested filters: save filters on lower-level objects and then use those as filter conditions on higher-level objects.
Note: Filters in each step are independent queries and don’t automatically cascade to other steps. You may need to duplicate filters in multiple steps for consistent filtering.
Why this matters: Filters let you narrow down your data precisely, ensuring the report shows only relevant records. Complex filtering enables deep insights from related objects.
2D) Range and Sort Tab
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This tab controls the quantity and ordering of records for the step.
Retrieve either all matching records (up to a set max) or specify to retrieve only the top N records sorted by a field.
Select ascending or descending sort order by any field.
Use this to get ranked data, like the top 5 opportunities by amount or the most recent activities.
Why this matters: Range and Sort help limit data volume and prioritize which records to include, making reports more focused and manageable.
2E) Linkages Tab
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Linkages are the heart of MSR: they connect this step’s data to records from previous steps, defining how data joins together.
Link using lookup fields or record IDs (recommended for speed and accuracy). Linkage icons indicate these fields.
You may also use non-lookup linkages where the fields are the same data type (e.g., string or date) but not IDs.
Linkages can use negation to exclude records that match or don’t match the linked records.
Multiple linkages can be created from a step to multiple previous steps to refine data inclusion.
Why this matters: Without proper linkages, your MSR can’t combine data meaningfully. Correct linking determines how your report sections align and interact, mimicking database joins and controlling data flow through the steps.
3) Add Additional Steps and Refine Your Report following the same steps
Ensure each new step is linked to the appropriate previous step(s) to maintain relational integrity.