How to Schedule a Report in Salesforce

In this Salesforce tutorial, we will learn how to schedule a report in Salesforce.

While working with an organization that uses Salesforce as a customer relationship management tool, I got a task where I needed to schedule a report in Salesforce. To fulfill this requirement, I click on the more action arrow and select the subscribe option.

Here I found a scheduling section as a solution that helps me to schedule the report. Now let’s discuss this in detail, how to schedule a report in Salesforce Lightning as well as Classic.

Schedule a report in Salesforce

The report is a collection of data collected over a period of time. The user can access the salesforce data by using the reports. It also provides an institution, of what is happening today and permits us to predict what could happen in the future.

The report is present on the dashboard in the form of charts, bar graphs, etc. We can schedule these reports for the future run and set up a report to run itself daily, weekly, or monthly.

After scheduling the report this report is automatically sent to the user who needs this report.

For scheduling a report in Salesforce we need to consider three things:

• Picking the running user
• Choosing the scheduling time
• Emailing users

Now, let’s move further and see how to schedule a report in Salesforce Lightning and Salesforce Classic.

How to schedule a report in Salesforce Lightning

Here we are scheduling a report in Salesforce Lightning. If you want to learn how to schedule a report in salesforce lightning follow these steps:

Step-1: Login into the Salesforce account, and go to the App Launcher. Click on the App Launcher and enter the Sales in the search box, the sales option comes at the top. Click on it.

Step-2: After clicking on the Sales, the Sales page is open. On the sales page, you can see that lots of objects are present on the nav bar but we want reports object. The reports object is not shown on the nav bar.

For seeing the reports object click on the drop-down arrow of more. After clicking on the drop-down arrow, the drop-down list is open. Under this drop-down list, the reports object is present. Click on this report object.

Step-3: After clicking on the reports object, the recent reports page is open. Here you can see that lots of reports are present and the report which you want to schedule. Click on the name of the report.

Here we are clicking on the USA Price and Products report we want to schedule this report.

Step-4: After clicking on the USA Price and Products report, the USA Price and Products report page is open. Here you can see that total of 19 records are present, now we want to schedule this report.

Click on the edit drop-down arrow, the drop-down list is open. Under this drop-down list a subscribe option is present, click on this subscribe option.

Step-5: After clicking on the subscribe option, the edit subscribe dialogue box is open. Here we can first set the frequency for daily, weekly, and monthly and here we select the weekly and then select the days which day you want to schedule.

Here we are selecting Monday and after that schedule the time and select the time as 10:00 AM.

Step-6: Now scroll down and add other recipients to this subscription, make sure the report is saved in a shared folder. Select the run report as me or other person. Here we are selecting the run report as me. After that in addition to subscribing, you can set up conditions on this report. You will be notified when the conditions are met.

If you want to add conditions to this report then click on the checkbox else this is optional leave it the same and then click on the save button that is present at the bottom of the page.

In this way, we understand how to schedule a report in Salesforce Lightning. Let’s Proceed further and learn how to schedule a report in Salesforce Classic.

How to schedule a report in Salesforce Classic

Here we are scheduling a report in Salesforce Classic. If you want to learn how to schedule a report in Salesforce Classic follow these steps:

1:First log in to the Salesforce account, when we log in to the account the Salesforce lightning edition is open. Moving to Salesforce Classic, click on the Profile picture. The Profile picture drop-down list is open. Under this profile picture list, there is an option to switch to Salesforce Classic. Click on it.

After clicking on the switch to the Salesforce Classic option, the Salesforce Classic edition is open and you can see that lots of objects are present on the nav bar but we want reports objects. The reports object is not shown on the nav bar.

For seeing the reports object click on the drop-down arrow that is present at the lat of the nav bar. After clicking on the drop-down arrow, the drop-down list is open. Under this drop-down list, the reports object is present. Click on this report object.

2: After clicking on the reports object, the recent reports page is open. Here you can see that lots of reports are present and the report which you want to schedule. Click on the name of the report.

Here we are clicking on the Custom report on duplicate records we want to schedule this report.

3: After clicking on the custom report on duplicate records, the custom report on the duplicate records page is open. Here we can see the report generation status and also see lots of buttons like a run report, hide details, customize, etc.

Click on the run report drop-down arrow, after clicking on the drop-down arrow. The drop-down list is open. Under this drop-down list, there are two options. The first one is the run report now and the second one is the scheduled future run option. Click on the schedule future run option.

4: After clicking on the schedule future runs, the schedule reports page is open. Here first we can choose the running user by simply clicking on the lookup icon and then selecting the email report. There are sending the email report to two types of users.

The first one is to me only and the second one is to me and or others like the public groups or users.

5: Here we schedule the report by simply selecting the frequency for daily, weekly, and monthly and here we select the daily and then choose every weekday.

After that choose the start date by simply clicking on the date field and then select the end date and then choose the preferred start time. Here we are selecting the preferred start time as 9:00 PM.

After that select the save changes option here we are selecting the save report modification with this schedule and then click on the save report schedule button that is present at the bottom of the schedule report page.

In this way, we understand how to schedule the report in Salesforce Classic.

Conclusion:

The report is Scheduled for the future run and sets up the report to run itself, daily, weekly, or monthly. After scheduling the report this report is automatically sent to the user who needs this report.

I hope you got an idea of scheduling the reports in Salesforce. Also, I have explained step by step how to schedule the reports in Salesforce Lightning and in Salesforce Classic.

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