How to Schedule Reports in Salesforce

While working as a system administrator for an organization that uses Salesforce CRM, the sales manager informed me that they want to receive regular reports on sales performance via email. So that they can monitor progress for monthly targets.

For that, in Salesforce reports, we have a feature that allows us to subscribe to reports, so I decided to subscribe to a report to receive these reports automatically.

Here, I will explain to you how to subscribe or schedule reports in Salesforce. Additionally, I will demonstrate how to check and unsubscribe from scheduled reports in Salesforce.

Subscribe or Schedule Reports in Salesforce

Here, we will provide a step-by-step example of how to subscribe to or schedule a report, allowing the user to receive an email with an updated report at the scheduled time.

1. Click on App Launcher -> Search “Reports” ->Click on Reports.

2. Here, you will see Recent Reports; select the report you want to schedule. You can also search by report name. I have selected Account and Contact. Then click on the drop-down arrow.

3. As you click on the drop-down arrow, you will see the following options. Here, you need to click on the Subscribe option.

4. As you click on the Subscribe button, you will see the Edit Subscription window to schedule the report. In that, we have the following options.

• Frequency: If you select Daily, it will schedule on a daily basis; if you select Weekly, it will schedule once a week, and the same as Monthly.
• Days: If you select Weekly, you will need to select Days and then Time.

5. As you scroll down, you will see the Email Recipients option. This option is not available in Private Reports. In that, you can Add Recipients by clicking on the Edit Recipients button.

6. When you click on Edit Recipients, you will see the Edit Recipients window. In this window, you can add Users, Roles, and Groups as Entity Types.

7. Select the run report as Me or Another Person. After that, you can set up conditions on this report. You will be notified when the conditions are met. Then click on the Save button.

This is how we can subscribe to or schedule a report in Salesforce. After this, the user will get a report via email at a scheduled time.

Unsubscribe Scheduled Reports in Salesforce

We can unsubscribe only from those reports that are already scheduled or subscribed.

1. Follow the above steps to navigate to the Report that you want to unsubscribe from.
2. Then click on the drop-down arrow. As you click on the Subscribe button, you will see the Edit Subscription window.
   • The Unsubscribe button is only visible on the Scheduled or Subscribed report. Click on the unsubscribe button.

3. When you click the unsubscribe button, a confirmation window will appear; you must click the Unsubscribe button within this window.

This is how we can unsubscribe from the scheduled or subscribed reports.

Check Scheduled Reports in Salesforce.

We have scheduled a large number of reports, and we want to view all these different types of reports to ensure that they are scheduled correctly and do not exceed the limits.

1. Go to the Gare icon. -> Setup. -> Home Tab. -> Quick Find Box. -> Search for ‘Scheduled Jobs‘ and click on it.

1. Here, you will see the ‘All Scheduled Jobs‘ page, which lists all the jobs scheduled by users. Multiple job types may be displayed on this page.
   • If you have permission, you can delete the scheduled jobs.

This is how we can check scheduled or subscribed reports in Salesforce.

Conclusion

In this Salesforce tutorial, we have learned how to subscribe to or schedule reports in Salesforce. We have also seen how to add subscriptions and recipients so that the report will be automatically sent to the users we have added as recipients.

We also saw how to check scheduled reports in Salesforce, where we can see the scheduled reports list.

You may like to read:

• Create a Salesforce Report Using Cross-Filter
• Share a Report in Salesforce
• Create a Win Report in Salesforce
• Create a Custom Report Type in Salesforce

Bijay Kumar

I am Bijay Kumar, the founder of SalesforceFAQs.com. Having over 10 years of experience working in salesforce technologies for clients across the world (Canada, Australia, United States, United Kingdom, New Zealand, etc.). I am a certified salesforce administrator and expert with experience in developing salesforce applications and projects. My goal is to make it easy for people to learn and use salesforce technologies by providing simple and easy-to-understand solutions. Check out the complete profile on About us.