Use this link to share with your colleagues:
How to Schedule or Subscribe to a Report: https://help.pm.leapevent.tech/a/1071450
This article is all about making your life easier.
Your development director says, "I want you to make sure no donation comes in without being assigned a Fund." You don't have to check every single donation by hand - instead, subscribe to a report, and it will notify you via email or Chatter when it meets certain conditions. In this example, you'd set it to notify you when a donation is created without the Fund filled in.
Or maybe she says, "I'd like you to run me a report of all the donations made in the past week, and I want you to run it every Monday, and put it on my desk." Good news! This isn't another weekly task for you; instead, schedule this report to run every Monday morning, and have it delivered to any PatronManager user in your office via email.
Below, we'll go over:
- How to subscribe to a report
- How to schedule a report
- How to see a list of your scheduled reports
- How to edit report schedules
- Some FAQs about scheduling and subscribing to reports
If you're not familiar with reporting in general, we suggest you read up on reporting basics first.
How to subscribe to a report
When you subscribe to a report, you'll only receive a notification if the data in the report meets the criteria you set.
In this example, we'll subscribe to a report so we can catch all Donation records where the Fund field isn't populated. That way, we can make sure to catch any errors and fill in the Fund field on all Donation records.
Remember that each user can be subscribed to up to 7 reports. If you receive a message that says "All subscriptions used," you will need to unsubscribe from a report before you can subscribe to more.
1. Navigate to the Reports tab
If you don't see the Reports tab in the main tab bar, click on the App Launcher to view all tabs.
2. Go to the All Reports tab in the left panel, and search and select the report you want to subscribe to
3. Click on the arrow next to "Edit" and choose "Subscribe"
4. This is where the magic happens - set the following criteria:
- Schedule: Choose how often and when you'd like the report to run itself and check for results
- Add Conditions to This Report: Check this box
-
Criteria: In this example, we set the condition to "Sum of Amount Greater than 1" so we'll get an alert any time the report contains results
- For non-donation reports, you'll use Record Count as the aggregate
- Email Options: Select "Summary + Report"
- Send Email to: Send it to just yourself, or click "Edit Recipients" to add other users
- Run Report As: Select "Me"
- Click "Save"
Want to learn more about subscribing to a report?
Salesforce has got you covered:
How to schedule a report
You can schedule a report to automatically send to your inbox and/or that of your colleague(s). The report you receive in your email will be a snapshot at the time it is sent, and the email will link to the live version of the the report in your account.
In this section, we'll walk through how to schedule a report that shows donations posted last week.
You cannot schedule/email reports to anyone who does not have a PatronManager login. If this is a must-have feature for you, we suggest looking at the third-party application Report Builder.
1. Go to the Reports tab
If you don't see the Reports tab in the main tab bar, click on the App Launcher to view all tabs.
2. Go to the All Reports tab in the left panel, and search and select the report you want to schedule
3. Click on the arrow next to "Edit" and select "Subscribe"
4. Define a schedule for your report
Since in our example we're scheduling a report that shows last week's closed donations, we'll set the report to send once a week on Monday morning.
No need to add conditions to your scheduled report.
It's possible the time you wish to receive the report won't be available. That means there are already too many reports or other scheduled activities happening at that time.
5. Optionally, schedule the report to send as an Excel file
If you want to receive the report as an Excel file attachment, click Attach File.
From here, you'll have the chance to select if you want the attachment as a Formatted Report or Details Only report, then Save.
6. Choose whether to send the report to yourself or to you and other users
If you're sending it to others on staff in addition to yourself, click "Edit Recipients".
7. To add additional users, change the Entity Type to Users, search and select your users, then click "Add"
First, consider who should receive a regularly scheduled report. If you regularly schedule reports to the same group of PatronManager users, you can configure a single set of these users in Setup to save time. The Public Group will then be available when you select who to email the report to.
Want to learn more about Public Groups?
We've gathered a few resources directly from Salesforce about how to create Public Groups!
- What is a Group?
- Create and Edit Groups
- Public Group Considerations
- Practice with Trailhead: Define Sharing Rules - Go through the "Define a Public Group" section
8. Click the "x" once you've added the groups/users who will receive the scheduled report
9. Click "Save"
Want to learn more about scheduling reports?
Salesforce has got you covered:
How can I see a list of existing scheduled reports and edit an existing report?
There are a couple ways to view a list of scheduled reports, depending on what kind of report you scheduled. You'll find scheduled financial reports in the Financial Reports tab, whereas you'll find a list of scheduled reports in the Reports tab!
1. Go to the PatronTicket Hub and click "Run Reports"
2. Click the "Manage Scheduled Reports" link
3. You'll see a list of all existing scheduled financial reports
1. Go to the Reports tab
If you don't see the Reports tab in the main tab bar, click on the App Launcher to view all tabs.
2. Go to the All Reports tab
3. Click on the Subscribed column to sort the list - you'll see check marks next to reports that have been subscribed to or scheduled
How do I edit an existing scheduled report's recipient criteria?
Sometimes you might need to add another user to the scheduled report recipient list, or change the "from" email address. No problemo! You can modify the schedule criteria whenever you need to.
1. Navigate to the report you want to edit
2. Click on the arrow next to the Edit button and choose Subscribe
3. Add/remove users and groups on the scheduled report
Click the "Edit Recipients" button to add and remove users and Public Groups.
4. Click "Save" to save your changes
Alternatively, if you want to simply no longer receive this report, you can unsubscribe from the report using the "Unsubscribe" button
You'll be prompted to confirm that you want to unsubscribe from the report. Just click "Unsubscribe" again to confirm!
Frequently Asked Questions (FAQs)
If you can't seem to subscribe other users to your report, you will see these options when subscribing to a report:
First, like double check to make sure your report is in a public, shared folder and not in a private folder.
If you still can't subscribe other users to the report after the report is in a public folder, ask a System Administrator for your account to add the Subscribe to Reports: Add Recipients Administrative Permission to your User Profile.
Because this requires editing a User Profile, we recommend these steps only be taken by System Administrators or PatronManager Certified Admins.
1. Go to Setup via the gear icon
2. Use the Quick Find to search for and select Profiles
3. Click into the Profile that you want to edit
4. Click Edit
5. Scroll down to the Administrative Permissions section and check the box next to Subscribe to Reports: Add Recipients
You can use ctrl + F to search for and find this section and checkbox!
6. Scroll back up to the top of the page and click Save
If you're still not able to subscribe others to your report after ensuring that your User Profile has the Subscribe to Reports: Add Recipients Administrative Permission added to it, then you'll need to share the folder the report is in with the Users you'd like to subscribe to the report.
1. Go to the Reports tab, if you're not there already
2. Click All Folders
3. Click the carrot dropdown next to the folder you want to share
4. Click Share
5. Search for and select the Users you'd like to subscribe to the report
6. Optionally, adjust their Access settings
For example, if you'd like these Users to be able to edit the reports in this folder, you can give them "Edit" access. Or if you'd like them to be able to add others to this folder, you can give them "Manage" access.
7. Click Share
8. Click Done
You should now be able to subscribe these Users to the report!
If you want to stop receiving this report, follow these steps to edit the report schedule and click "Unsubscribe."
