Configure reporting snapshots

Overview

Snapshot reporting enables you to create point in time reports by scheduling a source report to take data from 3 source objects—Team Member, Employment Record and Salary History—and create records in a new receiving object called Reporting Snapshot. Each time the scheduled report runs, a new record is created in the receiving object, capturing the data values held in the source objects at that time. After records are created, that data can be reported on by creating point in time reports with the report type Reporting Analytics Snapshot.

Diagram: Relationships between source objects, source report, receiving object, and point in time reports in snapshot reporting

If reporting snapshots are not correctly configured, you cannot create point-in-time headcount reports.

Limitations

  1. You can create a maximum of 100 fields on the source object for your reporting snapshot.
  2. When a reporting snapshot runs, it can add a maximum of 2000 new records to the target object. For this reason a snapshot report cannot contain more than 2000 team members. If you have more than 2000 team members in your organization, you need to create multiple snapshot reports and filter each report to control the number of team members exported in each report. For example, you can choose to filter by country or business area. See sections Update the Reporting Snapshot Export Report and Schedule the reporting snapshot for more details

  3. You can only create point in time reports for a time period after snapshot reporting has been set up and the source report has been scheduled to run.

Troubleshooting

See Salesforce help topic on troubleshooting snapshot reporting for further troubleshooting tips included snapshot error messages.

Problem Possible Solution
My field is not available for me to select when I go to map my field in the Reporting Snapshot Field Mappings.

Check you have added the field to the Reporting Snapshot Export Report.

Modify fields in the reporting snapshot

Review the fields included in the reporting snapshot

The fields in the table are managed package fields in the Reporting Snapshot object.

Sage People does not recommend adding additional fields unless they are absolutely necessary for headcount point-in-time reporting. However, if you need to add any fields to the default mapping, see Add fields to the Reporting Snapshot object.

Field Label

API Name

Data Type

Business

Business__c

Text(255)

Country

Country__c

Text(100)

Division

Division__c

Text(255)

Email

Email__c

Text(255)

Employment Basis

Employment_Basis__c

Text(100)

Employment Bonus

Employment_Bonus__c

Percent(5, 2)

Employment Commission Plan

Employment_Commission_Plan__c

Text(100)

Employment Continuous Service Date

Employment_Continuous_Service_Date__c

Date

Employment Contract End Date

Employment_Contract_End_Date__c

Date

Employment Cost Code

Employment_Cost_Code__c

Text(100)

Employment End Date

Employment_End_Date__c

Date

Employment FTE

Employment_FTE__c

Number(1, 3)

Employment Hours Worked

Employment_Hours_Worked__c

Number(3, 1)

Employment Job

Employment_Job__c

Text(255)

Employment Last Working Date

Employment_Last_Working_Date__c

Date

Employment On Track Bonus

Employment_On_Track_Bonus__c

Currency(16, 2)

Employment On Track Commission

Employment_On_Track_Commission__c

Currency(16, 2)

Employment Payroll Number

Employment_Payroll_Number__c

Text(100)

Employment Probation End Date

Employment_Probation_End_Date__c

Date

Employment Reason For Leaving

Employment_Reason_For_Leaving__c

Text(255)

Employment Salary Band

Employment_Salary_Band__c

Text(100)

Employment Start Date

Employment_Start_Date__c

Date

Employment Status

Employment_Status__c

Text(50)

Employment Work Location

Employment_Work_Location__c

Text(255)

First Name

First_Name__c

Text(100)

Function

Function__c

Text(255)

Grade

Grade__c

Text(50)

HR Department

HR_Department__c

Text(100)

Job Profile

Job_Profile__c

Text(255)

Job Title

Job_Title__c

Text(255)

Location

Location__c

Text(255)

Manager Name

Manager_Name__c

Text(255)

Payflow Download Status

Payflow_Download_Status__c

Text(50)

Salary Amount

Salary_Amount__c

Currency(16, 2)

Salary Annual Multiplier

Salary_Annual_Multiplier__c

Number(12, 4)

Salary Change Reason

Salary_Change_Reason__c

Text(255)

Salary Period

Salary_Period__c

Text(100)

Salary Start Date

Salary_Start_Date__c

Date

Surname

Surname__c

Text(100)

Team

Team__c

Text(255)

Unique Id

Unique_Id__c

Text(50)

Add fields to the Reporting Snapshot object

  1. Go to Setup > Object Manager and select Reporting Snapshot.
  2. Add a field to mirror the field you want to add.

    Generally fields must be the same data type as the field in the source object, except:

    • Picklist and formula fields must be set as text fields.
    • Lookup fields can be mapped to text fields. To map a field in the source report to a lookup field on the target object, map to the ID of the object associated with the lookup.
    • Mirroring a text area field is not supported.

Add fields to the Report Types

  1. Go to Setup, and in Quick Find enter report, and select Report Types.

  2. Select the label for the Team Member, Employment, Salary History report type.

  3. Go to Fields Available for Reports and select Edit Layout.

  4. Add any new fields to the Report Type.

  5. Repeat the steps for the report type Reporting Analytic Snapshots.

Update the Reporting Snapshot Export report

If you add fields to the Reporting Snapshot object, you also need to add them to the Reporting Snapshot Export report. To do so:

  1. Go to the Reports tab and select the Reporting Snapshot Export report.
  2. Select Customize. The Salesforce Report Builder is displayed.
  3. Add the fields you added to the Reporting Snapshot object to the report.
Note

Ensure you set up the filter criteria in your report to extract the employees that you are interested in.

For example, Employee Status = Active. The report extracts only active employees every time the Reporting Snapshot runs. This enables you to report on the number of active employees in an organization whenever you run the report.

Map the new fields

  1. Go to Setup > Platform Tools > Feature Settings > Analytics > Reports & Dashboards > Report Snapshots.
  2. Select Reporting Analytic Snapshot.

  3. In the Field Mappings section, select Edit:

    Screenshot: Selecting Edit for Field Mappings

    Reporting Analytics Snapshot, Edit

  4. In the Reporting Snapshot Export column, select a value from a drop-down list to map it to the corresponding field in the Reporting Snapshot column. In the following example, the Business field in the source report is being mapped to the Business (Text(255)) field in the target object:

    Screenshot: Mapping the Business field from the Team Member Object to a Business field in the target object

    Reporting Snapshot Export

  5. Select Save when you have mapped the fields.

Schedule the reporting snapshot

To schedule the report:

  1. Go to Setup > Platform Tools > Feature Settings > Analytics > Reports & Dashboards > Report Snapshots.
  2. Select Reporting Analytic Snapshot.

  3. In the Schedule Reporting Snapshot section, select Edit:

    Screenshot: Selecting Edit for Schedule Reporting Snapshot

    Schedule Reporting Snapshot, Edit

  4. Enter the scheduling information as follows: 

    Field What to enter
    Email Reporting Snapshot

    Checkboxes. The users or groups who receive the Reporting Snapshot by email

    If you select Others, additional options appear for you to select the groups or users to receive the Reporting Snapshot.

    Scheduled Run

    Options to define:

    • the frequency for running the Reporting Snapshot

    • start and end dates for the schedule. An End Date is required to save the schedule.

    • preferred start time on the day when the Reporting Snapshot runs

    After the system runs the report for the first time, users can run reports on it.

    In the following example, the system sends the report to the scheduling user on the first Monday of every month, starting from December 2016 and ending in 2999:

    Screenshot: An example schedule for Reporing Snapshot

    Email Reporting Snapshot

Modify the HR Manager profile

Snapshot Reporting is based on a standalone object called Reporting Snapshot. Because of this, data security is not linked to HR Department security and users who have access to the snapshot reporting have access to all data within the report. By default, HR Administrators and HR Managers have access to all information in this report.

If your customer does not want to expose sensitive data from other HR departments to HR Managers, you need to edit the HR Manager Profile to eliminate access to the fields with sensitive data.

Note

If you remove HR Managers' access to fields with sensitive data, they are not be able to access any data in those fields for point-in-time reporting.

If you want to restrict access to certain fields for users who otherwise access to the reporting snapshot data, change the field level security on the users' profile:

  1. Go to Setup > Administration > Users > Profiles.
  2. Select the Profile where you want to restrict access to specified fields.
  3. In the Field-Level Security section, go to Custom Field-Level Security and select View next to the Reporting Snapshot Object.
  4. Select Edit
  5. Select or uncheck the checkboxes in the Read or Edit columns to grant or remove access to fields.
  6. Select Save.

To give a profile access to all data in the reporting snapshot:

  1. Go to Setup > Administration > Users > Profiles.
  2. Select Edit next to the Profile you want to give access to.
  3. In the Custom Object Permissions section, go to the Reporting Snapshot object and select all checkboxes on the row to grant full access.

  4. Select Save.

Update the Historic Headcount reports

Two standard reports, both named What is our Historic Headcount?, provide details about headcount in the organization. One of the reports provides full access to headcount data and another partial access.

  • The What is our Historic Headcount? report in the Reporting Snapshots – FULL Access folder includes all the fields in the Reporting Snapshot Extract report.
  • The What is our Historic Headcount? report in the Reporting Snapshots folder contains a partial list of fields.

If you have added fields to the reporting snapshot or limited access to fields in the HR Manager Profile, ensure you add fields to or remove fields from the historic headcount reports so the appropriate fields are available.

View the snapshot reports

To view the snapshot reports:

  1. Go to the Reports tab and find the What is our Historic Headcount? report.
  2. Select Edit from the Action menu:

    Screenshot: Selecting Edit for a snapshot report

  3. Filter the report by the Created Date field to show data captured on that date and to compare results for different time periods:

    Screenshot: Filtering a snapshot report by Created Date to compare different time periods

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