Scheduling a Report
You must have the Schedule Reports permission to schedule reports.
- On the Reports tab, click an existing report name.
- From the Run Report drop-down, click Schedule Future Runs. If you’re creating a new report, you are asked to save the report with a name and in a folder before scheduling.
- On the Schedule Report page, specify a Running User who has access to the folder where the report is stored. If the running user becomes inactive, the report is not run. The system administrator receives an email notification to either activate the user, delete the report schedule, or change the running user to an active one in the scheduled report. The access level of the running user determines what other users, including portal users, see when they receive the scheduled report run results. You need the “View All Data” permission to specify a running user other than yourself.
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Select an email setting:
Select
To
To me
Send the report to your email address specified on your user profile.
To me and/or others
Email the report to additional users.
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 the information you’d rather not share, schedule the report to run with a portal user as the running user.
Note: Portal users receive report and dashboard refresh email notifications when the Allow Reports and Dashboards to Be Sent to Portal Users option is enabled. -
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 might not be available if other users have already selected that time to schedule a report.
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Click Save Report Schedule. You can choose the
following:
Choose
To
Save report modifications with this schedule
Save both the report schedule and changes you made to the report.
Discard report modifications
Save the schedule only. Changes you made to the report are discarded.
Report recipients can click the report name in emailed reports to log in to Salesforce and view the report directly.
A report is scheduled to run every Friday at midnight, and its results are emailed to a selected group and user.
- All users, including portal users, viewing the scheduled report see the report data that Running User’s access level allows.
- Report run results are set to be emailed to a public user group called All Internal Users and the admin user.
- The report is scheduled to run every Friday.
- The report run is scheduled to start on the current date.
- The schedule is saved without saving prior changes made to the report.
