Some Organizations like to send their users daily, weekly, or monthly reports on a variety of subjects such as performance or activity reports. An HTML version of the report can be sent by email to users in your organization.
Please Note: This action can only be done in Classic which means you will have to switch to Classic version to complete the steps, however this does not mean you have to exclusively work in Classic to take advantage of this feature.
In this article you will learn:
How to Schedule a Report
How to Change a Scheduled Report
How to View What Reports are Scheduled
How to Delete a Scheduled Report
How to Schedule a Report
Navigate to Classic Version by clicking your Avatar Icon and clicking the link that indicates switching to Salesforce Classic Version.
On the Reports tab, click the name of the report you would like to schedule.
Click Schedule Future Runs from the Run Report drop-down menu. If you’re trying to schedule a run after creating/ editing a report, you will have to save the report in a folder before scheduling.
If the report folder is shared with a group, you can only schedule the report for the entire group. To schedule the report for an individual group member, you must share the report folder with that specific member.
On the Schedule Report page, specify a running user. This must be a user who has access to the folder where the report is stored.
The access level of the running user determines what other users see when they receive the scheduled report in their email. Not all users can see every field, and it's possible for the running user to see fields that others can't see. The scheduler will need the “View All Data” permission to specify a running user other than themself.
Select an Email Setting.
You can send reports only to email addresses included on Salesforce user records. When portal users receive emailed reports, they see the same data as the running user set in the report schedule. If you have information you’d rather not share, schedule the report to run with a portal user as the running user.
Set the frequency, duration, and time for running the report:
In the Frequency field, select Daily, Weekly, or Monthly and then refine the frequency criteria.
Using the Start and End fields, specify the dates during which you want to schedule the report. To enter the current date, click the link showing the date.
Next to Preferred Start Time, click Find available options to choose a start time.
Your preferred start time isn’t available if other users have already selected that time to schedule a report.
Click Save Report Schedule.
Troubleshooting Tip: If the running user becomes inactive, the report doesn’t run. Salesforce sends an email notification to either activate the user, delete the report schedule, or change the running user to an active one.
Salesforce sends the notification to users with the “Manage Users,” “Modify All Data,” and “Manage Billing” permissions. If no user has all these user permissions, Salesforce sends the notification to users with the “Manage Users” and “Modify All Data” user permissions.
Frequently Asked Questions
How to Change a Scheduled Report
On the Reports tab, click the name of the scheduled report.
Click Schedule Future Runs from the Run Report dropdown menu.
Make the required changes on the Schedule Report page.
Click Save Report Schedule.
How to View What Reports are Scheduled
To see the schedule for a report on the Reports tab, hover over the check mark icon in the calendar with a clock icon column.
To see the icon and information, users need the Schedule Reports permission.
To see a report's run schedule on the Schedule Report page:
Click a scheduled report name on the Reports tab.
Click Schedule Future Runs from the Run Report dropdown menu.
To see all scheduled reports for your organization:
Navigate to Setup
Enter "Scheduled Jobs" in the Quick Find box
Select Scheduled Jobs.
Only users with the “View Setup and Configuration” permission can view this information.
How to Delete Scheduled Reports
On the Reports tab, click the name of the scheduled report.
Click Schedule Future Runs from the Run Report dropdown menu.
Click Unschedule Report.
The run schedule for the report is canceled and not sent to the Recycle Bin