Configure reporting snapshots

Overview

Snapshot reporting lets you create point-in-time reports. It does this by scheduling a source report to take any data from which you can generate a report and creates records. The records go into a new receiving object we call a Reporting Snapshot Object. Each time the scheduled report runs, the system creates a new record in the receiving object. This captures the data values the source objects hold at that time. After the system creates the records, you can report on that data. Do this by creating point-in-time reports with the report type Reporting Analytics Snapshot.

If you don't configure reporting snapshots correctly, you can't 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 can't contain more than 2000 team members. If you have more than 2000 team members in your organization, you need to create multiple snapshot reports. You can then filter each report to control the number of team members you export 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 you set up snapshot reporting and you scheduled the source report to run.

Troubleshooting

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

Problem	Possible Solution
My field isn't available to select when I go to map my field in the Reporting Snapshot Field Mappings.	Check you've 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 doesn't recommend adding additional fields unless they're 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.

Go to the Reports tab and select the Reporting Snapshot Export report.
Select Customize. The Salesforce Report Builder displays.
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're interested in.

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

Map the new fields

Go to Setup and select Platform Tools.
Click Feature Settings, then Analytics.
Select Reports & Dashboards, then Report Snapshots.
Select Reporting Analytic Snapshot.
In the Field Mappings section, select Edit.
In the Reporting Snapshot Export column, select a value from a dropdown list. This is to map it to the corresponding field in the Reporting Snapshot column. In the following example, we mapped the Business field in the source report to the Business (Text(255)) field in the target object.
Select Save when you've mapped the fields.

For organizations with more than 2000 team members: field mappings

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

Go to Setup and select Platform Tools.
Select Feature Settings, then Analytics.
Select Reports & Dashboards, then 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 you require.
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’re unsure how to map the fields.
Select Save.

Schedule the reporting snapshot

Go to Setup and select Platform Tools.
Select Feature Settings, then Analytics.
Click Reports & Dashboards, then Report Snapshots.
Select Reporting Analytic Snapshot.
In the Schedule Reporting Snapshot section, select 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. These are 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. You need an End Date to save the schedule the start time you prefer 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. These are 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. You need an End Date to save the schedule
the start time you prefer 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. This startsfrom December 2016 and ends in 2999:

Modify the HR Manager profile

We base Snapshot Reporting on a standalone object called Reporting Snapshot. Because of this, we don't link data security to HR Department security. 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 doesn't want to expose sensitive data from other HR departments to HR Managers, edit the HR Manager Profile. You can eliminate access to the fields with sensitive data.

Note

If you remove HR Managers' access to fields with sensitive data, they can't access any data in those fields for point-in-time reporting.

You can 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 and select Administration.
Select Users, then Profiles.
Select the Profile where you want to restrict access to certain fields.
In the Field-Level Security section, go to Custom Field-Level Security. 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 and select Administration.
Select Users, then 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. Select all checkboxes on the row to grant full access.
Select Save.

Update the Historic Headcount reports

View the snapshot reports

Learn more

The Reports and Analytics learning package in the Sage University includes training content on reporting snapshots