One of the best aspects of out of the box Salesforce are the reports you can generate from it. Salesforce reports are pretty user friendly, so you can probably manage to most of the basics on your own, but the tips will help you get exactly what you need the first time without having to play around with Salesforce reports first.
There are several ways to make it easier to schedule reports.
- Automation lets you pick a regular timeframe for reports to be generated.
- Determining the right running user ensures the right data displays, regardless of a person’s access privileges.
- Ensuring the right time and users are on the email distribution will save you time.
You will want to set up the Salesforce reports to pull for the right situations, such as determining who the running user will be, what the schedule should be for the report, and who should be emailed.
Tip 1 – Set Permissions
Before you get started, make sure you set up the permissions to create future scheduled runs of the reports.
Tip 2 – Automation
Automation is one of the best ways to create reliable reports on a regular basis. You can set them up to run on one of three time frames.
You can always adjust the reports if you need the reports more or less often than when the reports are first set up.
Tip 3 – Running User
Be careful who you select for the running user. The running user refers to the person who will control the data that displays for the end users. This is important because people who receive the reports will be able to see anything that the running user can see. So if a user has rights to see almost everything in the system is selected for the running user, everyone who receives the email will get to see everything that user pulls, no matter the data’s sensitivity. You want to make sure that users do not get either too much or too little data in their reports.
When a running user becomes inactive, these reports will no longer run. Make sure you track who the running users are so that you don’t have downtime after an employee leaves.
Tip 4 – Report Timing
The best time to run your reports is when there are fewer users online, usually between 6 pm and 3 am. You may need to adjust this if your company is international. If that is the case, determine when the fewest users are in the system, and then run the Salesforce reports around that schedule. Once a report starts, it should be finished and emailed within 30 minutes of the time zone of the running user. So if you want a report to start at 10 pm EST and the running user is in PST, you will want to have the report set to run daily at 7 pm.
Tip 5 – Report Email
The portal has to allow for certain users to receive emailed reports. If all of the settings are enabled, you can send Salesforce reports to specific users, an existing public group, and the portal users. If the portal does not allow for emails, you can only email the reports to specific users and existing public groups.
The report folder needs to be available to those users for them to receive the reports.
Salesforce reports can really streamline the process. To get the most out of it though, there are a few things you should think about to ensure the reports arrive with the information you need by the time you need them. If you have any questions or want to know more, you can contact us.