Activity reports are useful for gathering information about open activities, completed activities, multi-person events, or pending approval requests for which you are a delegated approver.
|Available in: both Salesforce Classic and Lightning Experience|
|Available in: All Editions except Database.com (The edition determines which reports you see.)|
Standard activity reports allow you to select the date range and status of the activities you want included. The standard activity reports list your tasks and appointments for a selected date range or events with all invitees.
You can also create custom reports for activities by clicking the Reports tab, New Report, and choosing Activities as the type of data on which to report.
Click Show Hierarchy
to see your org’s role hierarchy above the report results. You can use the role hierarchy to share report data with people at different levels in the hierarchy. For example, if you see CEO > VP of Global Sales > Sales Operations Director
, you’re viewing data for the Sales Operations Director role. Click any role name to see and share the data that’s visible to people in that role.
Special Features of Activity Reports
Consider the following when running activity reports:
- Standard Reports
- Choose the HTML Email Status report if you have the HTML email tracking enabled. This reports on anything in the HTML Email Status related list of your leads and contacts.
- Choose the Events with Invitees report to include only multi-person events in your report. The standard filters for events with invitees are:
- Assigned to...—Shows only multi-person events that you own.
- Assigned to the team of...—Shows multi-person events that anyone in your team owns.
- Invitee is...—Shows only multi-person events that list you as an invitee.
- Invitee is in the team of...—Shows the multi-person events that show anyone on your team as an invitee.
- The My Delegated Approval Requests report lists all the approval requests for which you are the approval proxy. Note that the All Pending Approval Requests report is listed in the Activity Reports folder.
- In Professional, Enterprise, Unlimited, Performance, and Developer Edition organizations, to show the activities for users who report to you, use the Hierarchy links in the Tasks and Appointments report. Note that you can view only your own activities and activities owned by users below you in the role hierarchy.
- If your organization uses Shared Activities, reports (including custom report types and Tasks and Events reports) display different results depending on your permissions. Say you’re reporting on events, and your report results include an event that is related to two or more contacts and also has invitees. If you’re an administrator, your report results show an event for the primary contact plus a separate event for each invitee. If you’re not an administrator, your report results show just one event, for the primary contact.
- Report Types
- Using report builder, you can create activity reports that show activities related to another type of record. For example, a custom Activities with Leads report shows activities associated with leads.
- Activities with Leads reports do not display data for the Address Line 1, Address Line 2, and Address Line 3 fields.
- Tips for Activity Reports
- Set a search criteria of “Event Invitation equals 0” to filter out events that are meeting invites sent to users for a multi-person event.
- Archived activities aren’t included in reports. Events and closed tasks older than a year are archived. However, open tasks aren’t archived. You can still see archived activities for a record by selecting View All in the Activity History section of a record’s detail page.
- Activities for private contacts are displayed only in reports for the contact owner.
- The standard filters for activity reports allow you to limit your report results using the following options. Some of these options will not be visible depending on your edition.
- My Activities—Shows activities that you own.
- My Delegated Activities—Shows activities that you created but are owned by someone else in the same role as you, and below your role, in the role hierarchy.
- My Team's Activities—Shows activities owned by users who report to you in the role hierarchy.
- All Activities—Shows all activities that you can view, as determined by your sharing model.
- If you receive an error message that your activity report has too many results, customize the report to include a filter on a picklist, text, or date field. Alternatively, rerun the report using a different activity data type such as “Activities with Accounts” or “Activities with Opportunities.”