CRMGuidance Blog

Salesforce Reporting - How to Schedule Reports

Posted by Sheila B. on Jul 5, 2015 9:45:00 PM

Tips on Scheduling Reports

Consider the following when scheduling a report to run:

  • On the Reports tab, hover over the schedule reports icon icon to see how frequently and when a scheduled report is set to run. Note that users without the “Schedule Reports” permission can’t see this icon and information.

 

  • Enterprise Edition organizations are limited to no more than 200 scheduled reports and Professional Edition organization are unable to scheduled Reports.  For detailed information regarding limits, see Salesforce.com Editions and Limits.

 

  • You cannot schedule a report to a recipient who does not have a Salesforce license

  • Scheduled reports run in the time zone of the user who schedules the report. For example, if the Time Zone field on your user record is set to Pacific Standard Time, and you schedule a report to run every day at 2:00 PM, then the report runs every day at between 2:00 PM and 2:29 PM Pacific Standard Time.

 

  • If you view and save a schedule in a time zone different from the one in which it was scheduled, the time slot could potentially change. For example, if a user schedules a report in a non-whole-hour time zone, then a second user in a whole-hour time zone views and saves the schedule, the time slot may be rounded to the nearest hour value.

 

  • If you schedule a report to run on a specific day of every month, the report runs only on months that have that specific day. For example, if you schedule a report to run on the 31st day of every month, then the report runs only on months that have 31 days. To schedule a report on the last day of every month, choose last from the On day of every month drop-down list.

 

  • The report runs within 30 minutes of the time you select for Preferred Start Time. For example, if you select 2:00 PM as your preferred start time, the report runs any time in between 2:00 PM and 2:29 PM, depending on how many other reports are scheduled at that time.

 

  • For reports to run as scheduled, the user in the Running User field must have access to the folder in which the report is stored.

 

  • You need “View All Data” permission to specify a running user other than yourself. If you do not have this permission, you can:
 
  • Create a schedule with yourself as the running user.
  • Edit a schedule with a running user different from yourself and save it with the same running user, but not change the running user
  • Scheduling reports is not tracked in the audit trail history.

Tips on Emailing Scheduled Reports

Consider the following when scheduling reports:
To email a report to other users, the report must be in a public folder with access granted to the other users. This is because other users can’t access reports in your personal folders. For more information, see Managing Folders.
  • Report recipients can click the report name in emailed reports to log in to Salesforce.com and view the report directly.
  • Report charts are not included in emailed reports. To email a chart of the report, create a dashboard and schedule a dashboard refresh. See Scheduling a Dashboard Refresh.
  • Outlook 2007 limitation: Report emails containing tables more than 22 inches wide or with more than 63 columns may not display properly.

 

  • The maximum size for emailed reports is 10 MB.Try the following techniques to reduce the amount of data in your report:
  • Filter for your own records, rather than all records
  • Limit the scope of the data to a specific date range
  • Exclude unnecessary columns from your report
  • Hide the report details.

You can overcome many of the listed limitations with the Report Scheduler by CRMGuidance, found here on the AppExchange

 

  • Schedule as many reports as you wish, any time of day you choose, and to any user, regardless if they are a Salesforce User or not

 

  • Schedule Salesforce Dashboard any time of day you choose, and to any user, regardless if they are a Salesforce User or not

 

  • Professional Edition and Group Edition Organizations can schedule Reports and Dashboards with the Report Scheduler by CRMGuidance
Sheila B.

Written by Sheila B.

Topics: How to Use Salesforce