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.

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

Limitations

The maximum number of source report columns you can map to target fields is 100.
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
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

Add fields to the Report Types

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:

Go to the Reports tab and select the Reporting Snapshot Export report.
Select Customize. The Salesforce Report Builder is displayed.
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

Go to Setup > Platform Tools > Feature Settings > Analytics > Reports & Dashboards > Report Snapshots.
Select Reporting Analytic Snapshot.
In the Field Mappings section, select Edit:

Reporting Analytics Snapshot, Edit
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:

Reporting Snapshot Export
Select Save when you have mapped the fields.

For organizations with more than 2000 team members: field mappings

If your organization has more than 2000 team members and you have applied filters to create multiple reporting snapshots, update the Reporting Analytic Snapshot details and map the fields.

Go to Setup > Platform Tools > Feature Settings > Analytics > Reports & Dashboards > Report Snapshots.
Select Edit for Reporting Analytic Snapshot.
Review the details. If necessary update Report Name, Report Unique Name, and Source Report to match a filtered report.
Select Save and Edit Field Mappings.
Update field mappings for your new field as required.
Select Save.
On the Reporting Snapshots page, select New Reporting Snapshot.
Complete the details to match another filtered report.

For example, to make a US report:
Select Save & Edit Field Mappings.
Map all the fields.

Tip
See field mappings in the original or other snapshot reports if you are unsure how to map the fields.
Select Save.

Schedule the reporting snapshot

To schedule the report:

Go to Setup > Platform Tools > Feature Settings > Analytics > Reports & Dashboards > Report Snapshots.
Select Reporting Analytic Snapshot.
In the Schedule Reporting Snapshot section, select Edit:

Schedule Reporting Snapshot, Edit

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

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:

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:

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

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

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

Update the Historic Headcount reports

View the snapshot reports

Learn more

A Reports and Analytics learning package in the Sage University includes training content on reporting snapshots.
A function focus webinar (July 2022) walks through the setup for snapshot reporting.