How to Subscribe to Reports in Salesforce

In this Salesforce tutorial, we will learn to Subscribe to reports in Salesforce. We can subscribe to the reports in Salesforce Lightning and Classic editions.

Report Subscription in Salesforce

In Salesforce, a reports subscription is a feature that allows users to automatically receive scheduled reports via email at specified intervals without any manual process. This feature is particularly useful for sending and receiving updated Report data without having to manually run and check reports.

This feature enhances collaboration, keeps teams informed, and helps in making data-related decisions.

Subscribe to Reports in Salesforce Lightning

To subscribe to a report in Salesforce, we need an already created report to add a subscription to that report.

Now follow the below steps to subscribe to reports in Salesforce Lightning.

1. On the Home page of Salesforce Lightning, click on the Reports tab. In case the reports tab is not visible, click on the App Launcher and search, then select Reports under the heading Items.

2. In the Reports window, we can see a list of reports now from here a report in which you have to add a subscription. In this example, I have selected the report Opportunities duration in Sales.

3. As we select the report, it will open on the run page, and from here, click on the dropdown of the Edit button, then select the option Subscribe.

Add Subscription to reports in Salesforce

4. In the Edit Subscription window, set the fields Frequency, Day, and Time. In this example, I have selected Frequency as Weekly, Day as Friday, and Time as 5 pm.

You can also select the Frequency as Daily or Monthly.

Salesforce Lightning Subscribe a Custom Report

5. In the Attachment field, click on the button Attach file.

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Here, we will have two options to select the attachment format, which are Formatted Report and Details Only. In this example, I have selected the format Formatted Report.

After selecting the attachment format, click on the Save button.

Add Subscription to custom report in Salesforce Lightning

6. In Recipients, you will be, by default, added as a recipient. To remove your account and add other accounts follow the below steps.

  • Click Edit Recipients.
  • Select from the available entity types and start typing to see all the matching names. Only the users, groups, or roles with permission to access the report are listed.
  • Select from the matching options and click Add.
  • Close the Edit Recipients window.
Edit subscription of a Report in Salesforce

7. When the subscription emails the refreshed report to each recipient, it sends it to the email address set in Settings -> Email -> My Email Settings.

If no email is set in My Email Settings, the refreshed report is sent to the recipient’s email address set on their Salesforce User record.

8. In the field Run Report, specify whose perspective is used when running the report by activating the radio button, either Me or Another Person. In this example, I have selected Run Report as Another Person.

If you select the Me option, recipients will see the same report data that you can view.

If you choose Another Person, the recipients will see the same report data as the selected person. The selected person must have permission to run reports and have access to the report.

Salesforce Subscribe a Custom Report in Lightning

9. In the Conditions field, it is optional to add conditions, and the conditions are evaluated when the report is run according to the set schedule.

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10. At last, click on the Save button.

Report Subscription in Salesforce Lightning

As we click on the Save button, a pop-up message will appear on the screen that You started a subscription.

To double-check the successful subscription, go to the Setup page, and there, in the Quick Find box, search, then select Scheduled Jobs.

In the Scheduled Jobs, we can view the subscribed report in the All Scheduled Jobs.

View Scheduled Reports in Salesforce Lightning

In this way, we have successfully subscribed to a report in Salesforce Lightning with the help of the above steps.

Subscribe to Reports in Salesforce Classic

To subscribe to a report in Salesforce, we need an already created report to add a subscription to that report.

To subscribe to a report in Salesforce Classic, follow the below steps.

1. On the home page of Salesforce Classic, click on the Reports tab.

2. In the Reports window, we can see a list of created reports, and from here, select a report to add a subscription to it. In this example, I have selected the report Weekly Created Leads.

3. As we select the report, it will open in the run window, and here, click on the Subscribe button.

Subscribe to Reports in Salesforce

4. In the Report Subscription window, go to the Type field, and here we have to select the option to get a notification.

I have selected the Notify me option as Every time conditions are met.

Salesforce Classic Add Subscription to Report

5. In the Conditions section, we have to define the conditions to get the reporting subscription by entering the fields Aggregate, Operator, and Value. The report will be scheduled if the defined conditions are true.

Add Subscription to custom report in Salesforce Classic

6. In the Schedule, select the fields Frequency, Time, and Day. In this example, Frequency is Weekly, Time is 7 am, and Day is Monday.

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Unlike lighting, we don’t have the option to schedule the subscription monthly.

Schedule a Report Subscription in Salesforce Classic

7. In the Actions field, select the notification option for a report subscription. In this example, Send Mobile Notification.

Set notification to report subscription in Salesforce

8. At last, click on the Active checkbox, then click on the Save & Run Now button.

As we click on the Save & Run Now button, the subscription will be added to the selected report.

Subscribe a Report in Salesforce Classic

9. To view the subscription of the report, go to the Setup page, and there in the Quick Find box search then select Scheduled Jobs.

View Scheduled Reports in Salesforce Classic

In the Scheduled Jobs, we can view the subscribed report in the All Scheduled Jobs.

Scheduled Report in Salesforce Classic

In this way, we have successfully added a subscription to a report in Salesforce Classic.

Conclusion

In this Salesforce tutorial, we have learned to Subscribe to Reports in Salesforce. In the above example, we have selected reports that were already created, and later, we added the subscription to those reports in Salesforce Lightning and Salesforce Classic, respectively.

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