on May 4, 2022 (last modified on April 26, 2022) • 12 minute read
Imagine having an additional six hours every week.
You’d be able to do a lot more, right?
That’s exactly how much you might be able to save by automating specific tasks from your daily to-do list. According to a Smartsheet report, manual, repetitive tasks take up to a quarter of the workweek for over 40% of participants.
It’s comforting to know that you’re not the only one, but what’s the solution?
One way to save time if you use Salesforce is to learn how to schedule reports. By using this feature, you can avoid manual report creation and remove at least one item from your busy schedule.
In this guide, we’ll walk you through scheduling Salesforce reports, step by step.
Jump right to the section you’re interested in:
You can save a lot of time by scheduling reports to run automatically instead of creating them manually. This is also true for Salesforce, so we’re sharing the instructions on how to do it.
Related: How to Create and Use Reporting Snapshots in Salesforce: A Step By Step Guide
In Salesforce Lightning mode, you have two ways to schedule reports: with Reports and Dashboards. We’ll walk you through each.
Related: 10 Essential Metrics to Include in Your Salesforce Dashboard
Depending on what Salesforce edition you have, you can schedule a different number of reports per month, for example, 93 reports in Professional Edition or up to 200 in Enterprise. To ensure that all necessary reports are scheduled and that you haven’t exceeded the limit, sometimes it’s necessary to check the scheduled reports.
If you need to do so, follow these steps:
If using the Lightning version, do the following to check your scheduled dashboards:
Let’s see in a bit more detail how you can set up a report schedule in Salesforce. When you choose the Schedule Future Runs option from the Run Report menu, you will see a window with multiple options that determine how, when, and to whom your reports will be sent.
Running user: This person can access the folder where your report will be stored. They can see all the fields that the report contains and can give permission to other users to see the report, although other users may not have access to all fields. It depends on the Running User, who can also specify another running user by selecting View All Data.
Email settings: The report is automatically emailed to you, but you can add other user addresses to email the report to once it’s done. Note that the email address you want to add needs to be in the Salesforce user database.
Frequency: Choose if you want to run reports daily, weekly, or monthly.
Start and End fields: Choose the date ranges during which you want to run the reports.
Preferred Start Time: By selecting Find available times, you get to choose at what time you want to run reports.
Save Report Schedule: You can either save the report schedule only, or save it along with the modifications you’ve made–choose the option that suits you more.
Once you’re done with setting up all these options, you may have a weekly report scheduled to run on Mondays at 9AM and sent to you and your manager, for example.
If you need to make changes to your report schedule, follow the same steps as when you’re setting up a new schedule–click on the Schedule Future Runs and then Run Reports from the Report tab. When you enter the desired changes, save the report schedule and you’re done.
If you ever wish to remove a report schedule, follow the instructions from the previous section to open report details, then choose Unschedule Report at the top of the screen.
Related: 14 Salesforce KPIs B2B Sales Teams Track the Most
Scheduling reports in Salesforce has plenty of benefits–you can analyze your data in real time, save time by skipping manual tasks, and avoid too many queries piling up. However, these reports come with a few limitations.
Number of reports: You can’t subscribe to more than five reports.
Type of reports: You can’t schedule joint and historical tracking reports, not conditional highlighting.
Number of subscribers: You can only add 500 email addresses as subscribers to a specific report. If you need to add more, the reports will be sent to users according to the priority, which is the following: User > Roles > Roles and Subordinates > Groups.
Admin permission: Platform edition requires an admin who will allow the subscription to a report.
Folder permission: For a user, group, or role to subscribe to a report, you need to give them permission to see the folder where the report is stored.
To decide which goals meet the SMART criteria, sales managers need to look at sales analytics for their teams and monitor sales KPIs, for example:
Based on these metrics, and in light of other revenue-based and activity-based goals, you can identify and set desired goals for future performance, but how to get this information?
Now you can benefit from the experience of our sales experts, who have put together a great Databox template showing an overview of your sales team’s performance. It’s simple to implement and start using as a standalone dashboard or in sales reports, and best of all, it’s free!
You can easily set it up in just a few clicks – no coding required.
To set up this Sales Analytics Overview Dashboard, follow these 3 simple steps:
Step 1: Get the template
Step 2: Connect your HubSpot account with Databox.
Step 3: Watch your dashboard populate in seconds.
Related: HubSpot CRM vs. Salesforce: How to Choose the Right CRM
With the mentioned limitations in mind, it may be challenging to share your collected data with everyone who needs or wants to be in the loop. Some of your clients or team members will require a hard copy of the data report, too. Luckily, Databox came up with a unique solution.
Schedule your report snapshots in JPG or PDF formats. Scheduled snapshots allow you to rely on data when making important decisions without limitations regarding who has access to it and how often you can create and send streamlined reports. With Snapshots, you can even do it daily.
Check out this quick tutorial for how it works.
To access snapshots you want to schedule, do the following:
Here’s how scheduling snapshots works:
4. When you’ve entered all the details, click on the Schedule button and you’re done!
If you want to check what snapshots are scheduled in your account, simply click on Notifications, then choose Scheduled Snapshots.
To leverage the snapshots in the best way possible, we’re sharing a couple of best practices regarding scheduling these reports.
For monthly reporting, set up your scheduled snapshots for the last day of the month. This way, you’ll be able to collect all relevant data during a month. If there are several snapshots scheduled for that same day, set up an inbox filter to store them in separate folders, so you don’t lose them in the sea of other messages.
Monitoring data is just as important as reporting–it can give you a chance to react promptly if you notice a trend in your data, whether to fix an issue or seize an opportunity.
Scheduled Snapshots allow you to monitor your data more regularly to avoid feeling overwhelmed with a bunch of data that you have to connect the dots between what you did and what your results are at the end of the month.
Monitoring can save your time and receiving scheduled Snapshots helps you form that habit. Then, with all your activities fresh in your mind, it’ll be easier to piece the data together and draw conclusions.
Salesforce reports allow you a great insight into your data, but they may not be scalable and flexible enough to provide your whole team with the necessary information. There are only so many reports you can schedule or subscribe to, so you may find yourself limited when it comes to sharing the reports with everyone involved without doing it manually.
But what if you could share an unlimited amount of data with everyone who needs to have an insight? What if you could set up the process once and enjoy receiving the data right in your inbox at the desired times?
Databox turns “what ifs” into “yes, you can.”
Connect your Salesforce account with Databox and pull your data into a streamlined dashboard so you can fully leverage the power of Salesforce without limitations.
Scheduled snapshots allow you to automatically share JPG or PDF snapshots of your data with your team at regular times and make data-driven decisions a part of your team routine. Knowing and providing data-backed insights is better than guessing, isn’t it?
Try out scheduled snapshots today–sign up for free!
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