Report and dashboard subscriptions

In Sage People Salesforce Lightning Experience, you can subscribe to reports and dashboards. When you subscribe to a report or dashboard, the schedule you set determines when the system runs reports and refreshes the dashboard.

You can opt to receive an email notification. For report subscriptions, you can also define conditions for the notification.

Limitations

Salesforce sets a maximum limit for the number of report and dashboard subscriptions a user can have:

• A maximum of seven report subscriptions

• A maximum of seven dashboard subscriptions

Salesforce Lightning Experience report subscriptions don't support:

• historical trending reports

• joined reports

• conditional highlighting doesn’t display in subscription emails

• images specified in custom formula fields

The following limitations apply to dashboard subscriptions:

• dashboard filters don't apply to emailed dashboards

• dynamic dashboards (dashboards that change depending on the dashboard viewer) don’t support subscriptions

• funnel chart total values don't appear in the subscription emails

• subscriptions don’t refresh dashboards where the dashboard refers to a report with a unique count or field-to-field filter

Settings and permissions

Salesforce changed report and dashboard folder sharing in their Spring '22 release. The release retired Legacy Folder Sharing and making Enhanced Folder Sharing enabled by default. If you have an older org, you can switch to the Salesforce Classic interface to see the option for enabling Enhanced Folder Sharing.

Enable Enhanced Folder Sharing

1. Go to Setup.

2. Select App Setup then select Customize.

3. Click Reports & Dashboards then select Folder Sharing.

If you have a newer org, this setting is no longer required and therefore not available.

Subscribing to reports and setting up report subscriptions for others requires permissions as follows: 

• Subscribe to Reports

• Subscribe to Reports: Add Recipients

• Subscribe Reports: Send to Groups and Roles

• Subscribe to Reports: Set Running User

Subscribing to dashboards and setting up dashboard subscriptions for others requires permissions as follows:

• Subscribe to Dashboards

• Subscribe to Dashboards: Add Recipients

• Subscribe to Dashboards: Sent to Groups and Roles

If you use permission sets, you can check the permission sets you want to have access to report or dashboard subscriptions,

Check permission set access to reports and dashboard subscriptions

1. Go to Setup and select Administration.

2. Select Users and click Permission Sets.

3. On the Permission Sets detail page, select System Permissions and scroll through the list.

4. Review permissions and click Save for any changes.

Check profile access to reports and dashboard subscriptions

1. Go to Setup and select Administration.

2. Select Users and click Profiles.

3. In the Profile details, select Edit and scroll to the Administrative Permissions section.

4. Review permissions and click Save for any changes.

Subscribe to a report

1. When viewing the report, select Subscribe from the More actions button: 

   

   Sage People displays the Edit Subscription dialog. Here you can schedule when the report runs, the recipients of the notifications, and set the user running the report. You can also add conditions for when to send the report notifications.

2. In the Settings section, define the schedule for when the report runs:

   

   • Frequency: 

     • Daily

       Choosing Daily displays the Time picklist. Select the time of day for running the report

     • Weekly

       Choosing Weekly displays Days with a button for each weekday, and the Time picklist. Select the weekday and the time of day for running the report

     • Monthly

       Choosing Monthly gives you the option of selecting relative days, or specific days. For example: 

       • Relative: Third Wednesday

       • Relative: Last Monday

       • Specific: Last Day

       • Specific: Dates: 1 and 15

       After selecting the day, select the time of the day for running the report.

3. In the Settings section, you can also select if you want an exported report file included in the notification email. If you want a file included, select Attach File and then on the Attach File dialog: 

   

   • select Formatted Report to receive a Microsoft Excel format file in the email. This is the default option if you want to include a file

   • select Details Only to receive the detail rows in a comma-separated (CSV) file. You can choose which encoding to use to ensure the file is compatible with other systems. This is helpful if you're exporting to use the data elsewhere

   Attached files are subject to Salesforce size limits.

   Select Save to save your attachment settings.

4. In the Edit Subscription dialog, Recipients section you can choose more recipients for the report. Select Edit Recipients to subscribe other users, roles, or public groups to the report.

   You can also remove yourself as a recipient.

   Subscribing others to the report requires the Subscribe to Reports: Add Recipients permission, and adding groups or roles as subscribers requires the Subscribe Reports: Send to Groups and Roles permission.

   If you add others, check you've shared the report folder with the user, role, or public group.

5. On the Edit Recipients dialog, first select the Entity type. Then search for the user, role, or public group you want to add as subscribers and select Add:

   

   When you have finished adding all the recipients you want to add, close the dialog.

   Tip

   When selecting groups or roles as recipients, remember that the system sends a maximum of 500 email notifications for one report subscription.

6. On the Edit Subscription dialog, Run Report As let you specify if the system runs the report as you, or another user. All subscribers see the same data in the report as the Run As user.

   When you select Another Person, you can search for the other person's name to select it:

   

   Changing the Run Report As user requires the Subscribe to Reports: Set Running User permission.

7. Optionally, in the Conditions section, you can set conditions for the report notifications:

   

   If you set conditions, the system evaluates them after it runs the report to decide if it sends the report notifications. Conditions have aggregate, operator, and value fields. The options available for aggregate depend on the report column types. Record count is always available. Other options, such as sums, averages, maximum or minimum values, can be available for columns with numeric data or calculations.

   To add a condition, select Add conditions to this report, and then enter details for the condition. You can add another condition by selecting Add Condition. A report subscription can have a maximum of five conditions.

8. Select Save.

   The report now runs according to the schedule you set, and sends notifications according to the schedule and conditions, if you set any.

Subscribe to a dashboard

1. When viewing the dashboard, select Subscribe.

   Sage People displays the Edit Subscription dialog:

   

2. In the Settings section, define the schedule for when you want the dashboard to refresh and notifications to send.

   • Frequency: 

     • Daily

       Choosing Daily displays the Time picklist. Select the time of day for running the report

     • Weekly

       Choosing Weekly displays Days with a button for each weekday, and the Time picklist. Select the weekday and the time of day for running the report

     • Monthly

       Choosing Monthly gives you the option of selecting relative days, or specific days. For example: 

       • Relative: Third Wednesday

       • Relative: Last Monday

       • Specific: Last Day

       • Specific: Dates: 1 and 15

       After selecting the day, select the time of the day for running the report.

3. In the Recipients section, Receive new results when dashboard is refreshed is selected by default. You can:

   • deselect the Receive new results when dashboard is refreshed checkbox if you don’t want notifications

   • select Edit Recipients if you want to subscribe others to this dashboard

     Adding subscriptions for others requires Subscribe to Dashboards: Add Recipients and Subscribe to Dashboards: Sent to Groups and Roles permissions.

     If you add others, check you've shared the dashboard folder with the user, role, or public group.

     On the Edit Recipients dialog, first select the Entity type. Then search for the user, role, or public group you want to add as subscribers, and select Add:

     

     When you have finished adding all the recipients you want to add, close the dialog.

4. Select Save.