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Subscribe to Reports in Lightning Experience

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Subscribe to Reports in Lightning Experience

Instead of manually running and emailing a report to your team, you can subscribe to a report. Subscribe yourself and other users, groups, or roles to receive refreshed report results by email on a schedule that you set.

Required Editions

Available in: Lightning Experience
Available in: Essentials, Group, Platform, Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
To subscribe to reports: Subscribe to Reports
To subscribe other people to reports: Subscribe to Reports: Add Recipients
To subscribe other people to reports by groups or roles: Subscribe to Reports: Send to Groups and Roles
To specify who runs the report in a report subscription: Subscribe to Reports: Set Running User
  1. From the Reports tab or from the report run page, click the more actions icon and select Subscribe.
  2. Configure the subscription schedule.
  3. To have the report results delivered as an attached file, click Attach File.
    1. Select Formatted Report (.xlsx format) or Report Details (.csx format). For .csx attachments, it’s optional to change the encoding type.
    2. Click Save.
  4. Add recipients
    You’re automatically added as a recipient, but you can remove yourself.
    1. Click Edit Recipients.
    2. Select an entity type and start typing to see the matching names.
      Only the users, groups, or roles with permission to access the report are listed.
    3. Select the name and click Add.
    4. Close the Edit Recipients window.
    When the subscription emails the refreshed report to each recipient, it sends it to the email address set in Settings | Email | My Email Settings. If no email is set in My Email Settings the refreshed report is sent to the recipient’s email address set on their Salesforce User record.
    Subscription notifications are typically sent from the email address of the user who created the report subscription. To use an organization-wide email address, in Setup, select Enable Org-Wide Email Address for Report Subscription and select the org-wide email address to use from the dropdown.
  5. Under Run Report As, specify whose perspective is used when running the report.
    • Me- You run the report, and recipients see the same report data that you see.
    • Another Person- Recipients see the same report data as the person you select. The person must have permission to run reports and have access to this report.
    Important
    Important Recipients see the same report data as the person running the report. It’s possible that they see more or less data than they normally see in Salesforce.
  6. Optionally, add conditions. The conditions are evaluated when the report is run according to the schedule you set. The report is emailed only if all conditions are met. For each condition, select an aggregate measure, an operator, and a value to match. You can add up to 5 conditions.
    Edit Subscription window showing settings for two report subscription conditions
  7. Click Save.

The report subscription starts, and recipients begin receiving report results by email according to the schedule and conditions you set. For considerations, review Reports and Dashboards Limits and Allocations.

 
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Salesforce Help | Article