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Activity Report Does Not Display Expected Records

Дата публикации: May 5, 2026
Описание

This is a basic overview to explain why some records don't appear as expected in an Activity report despite having record access. For instance, activity records older than a certain period (archival period) no longer appear in the report, but they can still be seen on the record page.

Note: Activities captured with Einstein Activity Capture aren't visible in core reporting. To view those Activities, review the Activities dashboard in CRM Analytics.

Решение


Activity Reports in Salesforce can return unexpected results due to several configuration factors, including role hierarchy, archiving rules, and filter settings. Review each of the following areas to identify the cause.

 

  • Pay attention to ‌Role Hierarchy

    Users at any role level can view, edit, and report on all data that is owned by or shared with users below them in their role hierarchy. Unless your org’s sharing model for an object specifies otherwise.

    If an activity's owner doesn't have an assigned role, the activity doesn't appear in reports.

  •  Check to see if the Activity you want to display is archived

    To help Salesforce run as efficiently as possible, Events with a due date greater than 365 days old, closed Tasks with due dates greater than 365 days old, and closed Tasks without a due date that were created more than 365 days ago are archived and made unavailable in reports, list views, and search. Archived Activities can be viewed on record pages or extracted via API.

    See also: Increase 'Archive Days' for your organization

  • Make sure that you use the proper Filters and Check to see if the Contact is Private

Example: "All Activities" instead of "My Activities"

If the Contact is private, the related Activities show up only for the Contact Owner.

 
Note: It's possible to see the activities related to an account and/or contact that was created by a user who is NOT the owner of that account and/or contact in Activities Report.
When a task is created, the WhatId (related to records like Account or Opportunity) or WhoId (related to records like Contact or Lead) field is automatically populated. As long as the user has access to the related record, they can view the activities​ — regardless of whether they're the owner of the account or contact.

For example, suppose the Truck account belongs to Jack, and Josh creates a task related to that account. The WhatId field will be populated with the ID of the Truck account. Therefore, when running an "Accounts with Activities" report, the task created by Josh will appear because it is linked to the account.

 

Номер статьи базы знаний

000386026

 
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Salesforce Help | Article