In this post, I pick an available, simple Salesforce Report that I intend to use regularly. That is, I want to automate its use, in a certain sense. To start with, I will add this Salesforce Report to a weekly or monthly newsletter and set the subscribers to the newsletter, as well.
You can follow and build the scheduling/subscribing steps, then adapt them to your needs and situation. In our educational library, you will find related videos on how to create Reports and Dashboards, enrich their contents with graphics, charts and how to share Reports and folders with clients.
Now, follow these simple steps to quickly schedule a Report and set the Subscribers to a weekly newsletter in Salesforce.
Let's get started!
As you can see on my screen, currently I have a report that I generated previously. What I want now is to receive the updated report every week, and I want to share it with some of our Contacts, as well.
Considering a Contact, we have an email linked to it, so I can add the email to my marketing email platform. Sometimes you will use a third-party app not part of Salesforce (e.g., MailChimp).
In this scenario, I want to receive the email on a weekly basis.
On the top right corner of the screen, I will click on the small down arrow and select/ click from the drop-down list Subscribe.
Now here, in the Edit Subscription window, we go through the options.
Settings
Frequency/ Day/ Time
In the first row, I'll be able to define the frequency. Do I wanna receive the report daily, weekly, monthly? Select one. For me, I want to receive and updated version every Saturday at 4:00 PM.
Attachment
I specify an attachment by clicking on Attach File. In the Attach File window, I have options for formatting the report: either in Excel format or in CSV format. For me. I select CSV because I want to upload it in a third-party application. When done, click Save, and get back to Edit Subscription window. Now we see the attachment.
Recipients
Now there is a section for recipients. You see no recipients listed to choose from, I can send this report to myself only. What you must know here is that this report is currently in my private folder, therefore I cannot share it directly with other Salesforce users. If I change this and put the report in a different (shared) folder, then I will have the option to tag other Salesforce users and they will also receive this report. I cover sharing folders, especially for reports and dashboards in a separate video.
Run Report As
Now I have an option how to run the report as me or as another person (Salesforce user). This will be useful if you have filters that only shows records that belongs to certain user. In my scenario, I won't change this.
Conditions
Here you can adjust the trigger to send the report if, for example, your report meets certain criteria. Say we can do a record count and add a condition if it reaches a limit, in this case maybe 22,000 records, only then send the report.
But in this case, I'm not really interested in it. So, I'll uncheck this and I'll have to click on save.
Now that this is done, we started a report subscription.
What will happen is on Saturdays at 4:00 PM, I'll receive this report with an CSV attachment. This is done and I can forget about this. I don't have to come here; I don't have to pencil in my agenda because I will automatically receive this.
You've made it!
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