Activity Reports

Special Features of Activity Reports

Consider the following when running activity reports:

Standard Reports

• Choose the HTML Email Status report if you have HTML email tracking enabled. This report covers anything in the HTML Email Status related list of the leads and contacts that you sent.
• 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're the approval proxy.
  

  Note 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 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.

  A user can access an activity’s child event when one of the following guidelines is met:

  • The user is the owner of the activity or higher up in the hierarchy than the owner.
  • The user can access the who (parent record or contact) and the who count is one.
• When you create a report using the Tasks & Events report type and group by the Due Time field, the report only considers the due time of task records and ignores the due time of Event records. As a result, all records are grouped under the due time of Task records, regardless of the actual due time of Event records. This behavior occurs because Tasks and Events, although both part of the Activities object, are treated independently rather than having a primary-secondary relationship. Therefore, the report doesn't create separate groups for the due time values of Event records, and the data can be inaccurate. Preferably, the report should group records by the due time values of both Task and Event records. To achieve accurate grouping, consider creating separate reports for Tasks and Events or using custom report types with cross filters.

Report Types

• Using report builder, you can create activity reports that show activities related to another type of record. For example, a custom Activity with Leads report shows activities associated with leads.
• Activities with Leads reports don't display data for the Address Line 1, Address Line 2, and Address Line 3 fields.
• Custom report types for Activities don’t include user-specific fields such as Address, Title, or custom User fields from the Assigned To lookup.
• The Assigned To field is a polymorphic lookup that can reference a User, Calendar, or Group record. To ensure report stability, only fields common to all three objects are available for selection in the report type.
• When shared activities is enabled, custom reports created using Activities—such as Activities with Contact—don’t show child event records because the report considers who relations only.

  Reports such as Tasks and Events return both parent and child event records because the report considers all records, including child events.

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 aren’t visible, depending on your edition.
  • My Activities—Shows activities that you own.
  • My Delegated Activities—Shows activities that you created but that someone else owns. That owner is in the same role as you, or below, 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.”