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Creating Scheduled Reports

VIDEO TRANSCRIPT | Recorded: 2025-08-18 | Verify against current system state

Abstract

Comprehensive tutorial on creating and subscribing to scheduled reports in Salesforce. Demonstrates building a CE individual apps report filtered by accreditation application, setting up daily email subscriptions at 3am, understanding recipient limitations (only licensed Salesforce users can receive), configuring conditional sending (skip if no records), and the difference between static Excel attachments and dynamic report links. Also discusses self-subscription options and portal user considerations.

Key Procedures

  • Create new report from report type (Orders with Order Products)
  • Add columns: order number, ship to name, company name, product, total price
  • Add filters: accreditation application program number not null
  • Set date range to "yesterday" for daily reports
  • Save report to appropriate folder (e.g., Finance Reports)
  • Click Subscribe after running report
  • Set frequency (daily), time (3am recommended), recipients
  • Add conditions: record count > 0 to skip empty reports
  • Choose format: summary in email + link + Excel attachment

Notable Statements

  • 0:04:22 "I want it to run around 3 a.m. We've got a lot of things happening at midnight."
  • 0:05:02 "For Salesforce, I can choose any specific Salesforce user."
  • 0:06:11 "So if they did want to see detail, they can open it in Salesforce."
  • 0:10:00 "So it's not a moment in time report... whenever you click it's just going to take you to whatever it is right now."
  • 0:10:54 "This number right here that's showing up in the email is going to be static."
  • 0:11:12 "The attachment should also be static."
  • 0:12:06 "It can only be sent to email addresses included on Salesforce user records."
  • 0:13:09 "Portal users receive report and dashboard refreshing notifications when the allow reports and dashboards to be sent to portal users option is enabled."

Systems & Configurations

Systems Mentioned

  • Salesforce (Reports, Subscriptions)
  • Agent Forrest (AI assistant)

Specific Configurations

Item Value/Setting Timestamp Notes
Report Type Orders with Order Products 0:00:56 Base for order reports
Schedule Time 3am 0:04:45 Avoid midnight conflicts
Condition Record count > 0 0:06:17 Skip empty reports
Output Format Summary + Link + Excel 0:06:35 Email content
Recipients Licensed Salesforce users only 0:05:29 Platform license question
Excel Attachment Static at send time 0:11:12 Point-in-time data
Report Link Dynamic/current 0:10:38 Shows latest data

Credentials/Access Mentioned

  • Salesforce report access
  • Admin configuration for portal users

Errors & Troubleshooting

  • Issue: Cannot add non-Salesforce users as recipients
  • Cause: Report subscriptions require Salesforce user record
  • Resolution: Enable portal user option or use platform license

  • Timestamp: 0:12:06

  • Issue: Report link shows current data, not historical

  • Cause: Links are dynamic, not frozen at send time
  • Resolution: Use Excel attachment for point-in-time data
  • Timestamp: 0:10:00

Transcript Gaps & Quality Notes

  • Detailed walkthrough with multiple team members
  • Discussion of licensing implications for recipients
  • Self-subscription option allows users to manage their own
  • Portal user setting mentioned but not currently enabled
  • Need to inventory current report recipients for migration