Learn why and how to use Salesforce Report Notifications from the Spring ’15 Release
Scheduled reports are great but depending on the metrics important to your organization and the record volume it may not be useful or necessary to receive a report each day or even weekly.
I once worked with an organization that leveraged Timba Surveys to track customer satisfaction on closed support cases. Case volume was relatively low, most days not more than a handfull of incidents. Survey responses were even lower yet customer satisfaction was still an important metric for the organization to track and keep a close eye on.
Scheduled reports were run and emailed each day…even when there was no survey data to report. We all receive plenty of email, who wants another one with a blank report? Unfortunately the capabilites of the native reports tool do not allow you to only send an email when the report contains data. Additionally, there are limits on the number of scheduled reports that an org can have active at a given time.
Workflow would be another way to keep an eye on things but then again volume could get way out of hand. Since workflow happens on a per record basis notifications would not go out based on any sort of agregate data.
In Spring ’15 Salesforce will roll out a new feature called Report Notifications. In the situation above, Report Notifications will help reduce the email burden by only sending a notification when there is actually data to report on. Better still notifications can be sent via Salesforce1 or Chatter in addition to email.
Setting up Report Notifications couldn’t be easier. Follow the steps below to get started.
Activate Report Notifications
Report Notifications should be automatically enabled for end users. If for some reason you want to disable this feature follow the steps below.
Follow Setup>Customize>Reports & Dashboards>Report Notifications
Un-check the box to disable.
Pick a report – any report will do.
Those of you who have been in the Salesforce space for a while will notice that there’s a new button available. Click “Edit Subscription” to get started.
Now its time to define our conditions. The interface looks very similar to the Scheduled Reports UI with a couple new features.
First, decide whether this is a “one time use” sort of thing or an ongoing notification
Next set your conditions. The Condition builder is quite straight forward with the operators you would expect. In my use case I want to receive a notification when we have had any case activity in a given day and have set my condition to Record Cound Greater than 1. We can add up to five levels of conditions. At this point you only have access to “And” rather than “Or” when working with multiple criteria.
Third, specify the frequency with which you want to run the report along with your desired time. Keep in mind that depending on the volume of activity Salesforce is experiencing at the time your notification may not go out at the exact minute you request.
Before you activate and save determine what type of notification you would like to receive – Salesforce1, Chatter, Email, or a custom action using Apex. I personally am excited to see how this last option gets used.
And there you have it. Report Notifications are incredibly easy to setup and provide a ton of value – get critical information pushed to you without having to sort through the clutter.
There are a few things that are important to know. First, Report Notifications do NOT count against Scheduled Report Limits. On the down side there is a limit of 5 subscriptions per user. As far as I can tell this is truly a limit of 5 per person rather than a pooled limit. In other words if you have 100 users you don’t get a bucket of 500 notifications for the org – it is truly 5 per person. Additionally, a user can only have a single notification for any given report, i.e. you can’t set multiple notifications for different thresholds. Having said that, one could easily clone a report and create a notification for the new trigger point from the duplicate.
Report Notifications are available in Professiona Edition, Developer Edition, Enterprise Edition, Unlimited Edition, and Performance Edition.
What is the first report that you will build a notification for?