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Schedule Reports or Dashboards to send to individual Users when the folders are restricted

Julkaisupäivä: Jun 10, 2026
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This article applies to orgs using Classic Analytics Folder Sharing. If your org uses Enhanced Folder Sharing, sharing with individual users is available by default and no workaround is needed.

About Folder Sharing Models

Salesforce offers two folder sharing models for Reports and Dashboards: Classic Analytics Folder Sharing and Enhanced Folder Sharing. The model your org uses determines whether individual users can be selected as recipients when scheduling a report or dashboard.
If you cannot find a specific user in the recipient list for a scheduled Report or Dashboard, this is likely due to Report Folder accessibility settings. Keep the following rules in mind:
  • To select individual users using Classic Folder Sharing, the Report Folder must be set as "This folder is accessible by all users."
  • If the folder access is set to "This folder is accessible only by the following users," then only Roles or Groups with access to the folder can be selected as recipients.
 
Real-Life Example: A Sales Ops admin needs to schedule a weekly forecast report to a specific Account Executive. The report folder is restricted to the Sales Role only. Because individual users cannot be selected under this model, the admin must use one of the workarounds described in the Resolution section.
 
Example: If the report is made available to Role: Manager, you can only email the report to all users in the Manager Role.
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Workarounds

If you have reviewed the folder access settings and still cannot add the user to the Scheduled Report recipient list, use one of the following workarounds.


Scheduling to recipient by creating a Public Group 

  1. Create a Public Group (Setup | Manage Users | Public Groups) that includes the individual users you want to receive the report.
  2. Add the Public Group to the report or dashboard folder.
  3. The user now appears in the recipient list.

 

Temporarily convert the Dashboard Folder to "accessible by all users"

Select the individual users as scheduling recipients. After the scheduling is saved, convert the folder back to "This folder is accessible only by the following users."
Note: The user still needs access through one of the other sharing methods for all objects contained in the report or dashboard. Otherwise the following error is received:

"The scheduled report [Name] ran at [Date/Time] as the running user [User]. The following error occurred: Salesforce.com could not email the report to any of the specified recipients. Check that recipients are specified and that they have the appropriate permissions to view the report."
 
Scheduling to recipient by using Enhanced Folder Sharing model

Switching to Enhanced Folder Sharing allows you to grant individual user access to the report or dashboard folder. You can then email the report directly to that user

Knowledge-artikkelin numero

000385051

 
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Salesforce Help | Article