Running User
In Salesforce dashboards and reporting snapshots, the user whose data access permissions determine what records are included in the results, allowing a dashboard to show data from a single perspective regardless of who views it.
Definition
In Salesforce dashboards and reporting snapshots, the user whose data access permissions determine what records are included in the results, allowing a dashboard to show data from a single perspective regardless of who views it.
In plain English
“The Running User in Salesforce dashboards and reporting snapshots is the user whose data access permissions determine what records are included in the results. It lets you show data from one perspective regardless of who's actually viewing the dashboard, like 'show this dashboard as if I'm the VP of Sales'.”
Worked example
A regional VP at Harborline Capital views a Pipeline by Region dashboard. Without a Running User configured, each viewer would see only their own permitted records - a junior AE viewing the dashboard would see her own deals only, defeating the dashboard's purpose. The admin sets the Running User to the VP herself: when anyone in the company opens the dashboard, the data is filtered as if the VP were running it, showing the full regional pipeline regardless of the viewer's permissions. Each VP gets her own copy of the dashboard with herself as the Running User, so each VP sees her own region's data without setting up viewer-specific filters.
Why Running User matters
In Salesforce dashboards and reporting snapshots, the Running User is the user whose data access permissions determine what records are included in the results, allowing a dashboard to show data from a single perspective regardless of who views it. This is important because viewers may have different data access; the running user normalizes the view across viewers.
Running user selection has significant implications for what dashboard viewers see. Choosing a high-level running user (like a CEO) shows comprehensive data; choosing a specific manager shows their team's view. Dynamic dashboards let viewers see data from their own perspective rather than a fixed running user. Mature dashboard programs choose running users thoughtfully based on the dashboard's purpose and audience.
How organizations use Running User
Uses high-level running users for executive dashboards to show comprehensive views.
Uses dynamic dashboards for personalized perspectives where viewers see their own data.
Documents running user selection as part of dashboard governance.
About the Author
Dipojjal Chakrabarti is a B2C Solution Architect with 29 Salesforce certifications and over 13 years in the Salesforce ecosystem. He runs salesforcedictionary.com to help admins, developers, architects, and cert/interview candidates sharpen their fundamentals. More about Dipojjal.
Test your knowledge
Q1. What is a Running User?
Q2. Why does running user matter?
Q3. What's an alternative for personalized views?
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