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CloudAnswers

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For Everyone

## Creating automated reports in Salesforce is a challenge for you?

###### _Blog post updated on the 10.03.2022_

New to Salesforce? Here’s something you should know- you can create reports within Salesforce and even schedule them, without installing any additional app. Salesforce’s [Trailblazer Community](https://trailblazer.salesforce.com/) provides rich [building reports documentation](https://help.salesforce.com/articleView?id=rd_reports_overview.htm&type=5) on that.

However, with Salesforce only, you may experience some limitations:

* You can only schedule a limited number of reports
* Reports cannot be sent as an attached file
* No custom email templates/ Salesforce email automation
* No report sending to external emails (non-salesforce users)

And that is why many Salesforce users prefer exploring other options to solve these challenges – this is easier and more effective than building something from scratch. Besides, not every user has the necessary developer skills.

On the [Appexchange](https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3A00000EJdlFUAT&utm_source=cloudanswers_website&utm_medium=blog&utm_campaign=creating_automated_reports_in_sf), you can get our free [Report Sender](https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3A00000EJdlFUAT&utm_source=cloudanswers_website&utm_medium=blog&utm_campaign=creating_automated_reports_in_sf) app. But first, these are some of the things you can expect from the app.

## Setting up Report Sender

In the following I’d like to walk you through how easy you schedule reports with the Report Sender App:

* Start by clicking on your App Launcher, which is the icon in the top left of your Salesforce dashboard (see the yellow arrow on the below screenshot).
* Click on the CloudAnswers Report Sender box and we will begin to schedule your report. The report automation saves time by sending automated reports to your clients( salesforce and non-Salesforce users).

![](/uploads/Screenshot-2019-12-09-at-07.44.42-1024x554.png)

* To create a new report, or your first one, click the New Schedule button. Once you've created reports, you can manage them from here with “edit”, “send now”, and “delete.”

![](/uploads/Screenshot-2019-12-09-at-07.59.45-1024x285.png)

* Now, you can set your report for frequent delivery by adding a name, selecting the report you want to send from your report folder, and adding further details like recipient(s), time, and how often you want the report to be sent.

![](/uploads/Screenshot-2019-12-14-at-08.41.12-1024x571.png)

* You can enter a custom email subject and body.
* After saving, you're done ✅. The report will be sent at the scheduled time(s).
* Click on the send now button if you want to send the report immediately.

## Settings

A good tip here is to set up the report with your own email

* Click “send now” when you’re satisfied with the outcome.
* Then change the email addresses to the client’s or whoever you want it to go to and set up the schedule.

![](/uploads/Screenshot-2019-12-09-at-08.10.32-1024x413.png)

## Now, you can email reports to Salesforce and non-Salesforce users

With our [Report Sender App](https://cloudanswers.com/report-sender/), you can send reports to any email address including non-salesforce users. The recipient gets the report as an attached file in user-friendly Excel format. All you need to do is add one or multiple email addresses when editing your report before clicking on the “Send now” button.

![](/uploads/Screenshot-2019-12-09-at-08.16.06-1024x158.png)

In our product video you can see Report Sender works live:

<iframe src="https://www.youtube.com/embed/5QGeePb08mI" width="560" height="315" frameborder="0" allowFullscreen="allowfullscreen"></iframe>

In case you have problems with [Report Sender ](https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3A00000EJdlFUAT&utm_source=cloudanswers_website&utm_medium=blog&utm_campaign=creating_automated_reports_in_sf "Report Sender - appexchange")installation or settings, please visit the [help center](https://help.cloudanswers.com/en/collections/1885035-report-sender "Report Sender - help center") that is dedicated to that app.

You can create reports within Salesforce and even schedule them, without installing any additional app. However, going plain with Salesforce, you will be facing a number of limitations: you can only schedule a limited number of reports,
reports cannot be sent as an attached file, no custom email templates are available, 
no report sending to external emails (non-salesforce users). With the free Report Sender app for Salesforce, you can save time by sending automated reports to any email address, including non-Salesforce users. 


creating-automated-reports-in-salesforce

Creating automated reports in Salesforce

for-developers

For Developers


In this article, we are going to look into the following key areas

- How to describe Salesforce reports in Apex
- How to change report filter values through Apex
- How to run reports to get data in Apex

Let's look into each of these topics one by one.

## **Describe Salesforce Reports in Apex**

**`ReportManager`** class is available in the `Reports` namespace in Apex. This class has a method named **`describeReport`** which is used to retrieve the report, report type and extended metadata for a tabular, summary, or matrix report. This method takes the Salesforce Id of the report as an input parameter and returns an instance of **`ReportDescribeResult`\*\***.\*\*

// grab a valid report id from your Salesforce org
String reportId = '00O000000000000000';
Reports.ReportDescribeResult rptDescribe = Reports.ReportManager.describeReport(reportId);

Once you have an instance of `ReportDescribeResult`, you can use the methods of this class to get report metadata. The following code snippet calls a method to retrieve an instance of `ReportMetadata`.

// get report metadata
Reports.ReportMetadata rptMetadata = rptDescribe.getReportMetadata();

You can use the report metadata to do several things:

- Find out what fields and values you can filter on in the report type.
- Build custom chart visualizations/components by using the metadata information on fields, groupings, detailed data, and summaries.
- Change filters in the report metadata when you run a report.

## **Get Report Filters And Change Filter Values in Apex**

We can use the "get" methods in the `ReportMetadata` class to access metadata values. We can use the `getReportFilters` method to get a list of each custom filter in the report along with the field name, filter operator, and filter value.

// get report filters
List\<Reports.ReportFilter\> rptFilters = rptMetadata.getReportFilters();

Now, we can iterate through the list of filters and change the value for any filter. The code snippet given below does that. For example, my report has a filter with column name = TYPE and I'm going to change the filter value to _Prospect_.

// change the report filter value
for(Reports.ReportFilter rptFilter : rptFilters) {
    if(rptFilter.getColumn() == 'TYPE') {
        rptFilter.setValue('Prospect');
    }
}

Please note that `getReportFilters` method returns only the CUSTOM filters added to the report. If you want to access the standard filters on the report, you can use `getStandardFilters` method or for accessing standard date filter, you can use `getStandardDateFilter` method.

One key thing to note here is that there is no way to access the Role Hierarchy standard filter. Let's try to understand this with help of an example. Create a report by selecting Opportunities with Quotes and Quote Line Items. Open the Filters panel in Lightning Report Builder, and select some role for Show Me filter as presented below.

![](/uploads/Screen-Shot-2020-10-25-at-7.29.15-pm.png)

Now, when we describe the report, iterate over custom filters, standard filters and standard date filters, we don't see the role hierarchy filter in the results.

## **Get Report Data in Apex**

We have looked into how to describe **Salesforce reports in Apex** and then change get filters and change their values. Now let’s look into how to run Salesforce reports in Apex to retrieve the report data.

// get report data
Reports.ReportResults results = Reports.ReportManager.runReport(reportId, rptMetadata);

Once we have report data, we can utilize it to build chart visualizations, rendering in custom lightning components, and many more as per the use cases.

Are you trying to export and send Salesforce Report data to Non-Salesforce users? Check out the [Report Sender tool](https://cloudanswers.com/report-sender/) and download [it on Appexchange](https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3A00000EJdlFUAT&utm_source=cloudanswers_website&utm_medium=blog&utm_campaign=run_salesforce_reports_in_apex) which is built to take care of that and many other things.


How to describe Salesforce reports in Apex? How to change report filter values through Apex? How to run reports to get data in Apex? Meet the answers in our article

run-salesforce-reports-in-apex

Run Salesforce Reports in Apex

for-administrators

For Administrators


In this article, we are going to share some known tips and tricks which can make your **Salesforce reports** run faster. Most reports load in a matter of seconds. In certain cases, it can take longer. On very rare occasions, reports can hit the timeout limits. This can happen due to any of the following reasons:

- Querying too many columns
- Querying objects with too many records
- Using inefficient filters / operators

Now, let's focus on keys areas on which we can work and how we can leverage various options available on Salesforce platform to overcome the above problems.

## Exclude unnecessary data

We should only query data that is relevant to the report we are building. We can take note of the following key points to exclude any unnecessary data from our reports:

1\. Choose a report type that only includes the objects you need.

2\. Remove any unnecessary columns from the report.

3\. Whenever possible, use "My…" or "My Team's…" option rather than "All…". For example, My Accounts.

![Screen Shot 2020-07-20 at 9.09.01 pm.png](/uploads/Screen-Shot-2020-07-20-at-9.09.01-pm.png)

4\. When you are only interested in the summary data, click on the Hide Details button under Advanced Filters to hide detail rows.

![Screen Shot 2020-07-20 at 9.12.55 pm](/uploads/Screen-Shot-2020-07-20-at-9.12.55-pm.png)

## **Use efficient filters / operators**

##### **Narrow your filters**

Use _equal to_ or _not equal to_ instead of _contains_ or _does not contains_ filters. For example, use the Contact Owner equal to John Smith instead of the Contact Owner contains John. This limits the amount of data retrieved and makes the report load faster.

##### **Focus on the right time period**

Queries with fixed time frames run faster than open-ended queries. We should always set a start and end date values to limit the report data. If that’s not possible, then try using relative date values such as - THIS WEEK, LAST MONTH or YESTERDAY. This works well for saved reports. Also, this becomes very handy for activity reports to eliminate future recurring activities.

## **![](/uploads/Screen-Shot-2020-07-20-at-9.14.06-pm.png)**

## **Optimize your Salesforce environment**

##### **Consider the storage size of your objects**

Do you know how many records exist for each object in your report queries? The more records, the bigger the object's storage size and the longer the report takes to run. To determine the size of an object, from **Setup**, enter **Storage Usage** in the **Quick Find** box, then select **Storage Usage** and see each object's Storage value in the **Current Data Storage Usage** section. As storage usage increases, reports that include that object will take longer.

##### **Empty your Recycle Bin**

Data you've deleted still gets queried when you run your report unless you permanently delete it by emptying the Recycle Bin. Make sure to empty the Recycle Bin after pruning your data.

##### **Filter on fields that are optimized for search**

There are some standard fields that are optimized for a search like Id, Name, OwnerId, CreatedDate, SystemModStamp, RecordType. Master-detail and lookup fields are also optimized for search. Unique and External Id fields are also optimized for search. By using optimized fields in the filters, we can save some time during the report runs.

## **Schedule reports and dashboards**

A dashboard refreshes data for everyone who has access to it whenever anyone clicks the Refresh button. If you have a report which takes a long time to run, add it in a dashboard. This way you will have more people seeing fresh data with fewer report runs. Also, encourage your users who have "Schedule Dashboards" permission to have their dashboards refresh on a **scheduled basis daily, weekly, or monthly**, so that users don't always have to wait for data to refresh.

Try the above tips to make your reports more efficient and load faster. If you have any other tricks which worked for you, we would like to hear from you in the comments section.

Looking for more knowledge, check also other articles that are covering Salesforce reporting topics

[Effective data storage in Salesforce for every business size](https://cloudanswers.com/effective-data-storage-in-salesforce-for-every-business-size/)

[Salesforce – Reporting Tips and Best Practices](https://cloudanswers.com/salesforce-reporting-tips-and-best-practices/)

[Creating automated reports in Salesforce](https://cloudanswers.com/creating-automated-reports-in-salesforce/)

[Report Sender](https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3A00000EJdlFUAT&utm_source=cloudanswers_website&utm_medium=blog&utm_campaign=salesforce_reports_run_faster) - app for quick scheduling and sending Salesforce reports

## **Report Sender Plus lets you easily schedule and send reports to any email address.**


Get some some known tips and tricks which can make your Salesforce reports run faster. Most reports load in a matter of seconds.

salesforce-reports-run-faster

How To Make Your Salesforce Reports Run Faster


## Salesforce Report Subscription Limitation and Report Sending limitations. How to walk around them?

**Salesforce** dominates the CRM market, that is a fact. It is powerful, customizable, scalable, all this to meet the needs of a diverse range of businesses.

One of the most valuable features Salesforce provides is the ability to report on data points that matter to users on various levels. **Reporting and analytics** drive informed decision-making at organizations. Executives rely heavily on reported information and leverage metrics to best support their organization’s strategy.

But the truth is that Salesforce has some limitations in creating, scheduling, and sending the reports, which for most organizations is a very essential part of the business cycle.

## In short, the challenges of reporting within Salesforce are:

- Subscription is limited to only 5 reports per user, 200 reports per organization monthly
- You can’t send one report right now in Salesforce, you only can schedule it for recurring delivery
- It is not possible to send an explanation (email text or note) with the report
- You can’t send the report as an attachment
- To view the report, logging into Salesforce is mandatory
- There is no possibility to send the reports to non-Salesforce users
- Reports are sent even when there is no data (zero records)

Gone are the days when Sales Managers can afford to be reactive, producing, and distributing backward-looking reports within a siloed Sales department.

Today’s leading Sales and Marketing Managers are proactive, strategic, and collaborative; they work alongside leaders from across the organization to continuously improve sales and business outcomes. That’s why the demand for powerful [**Salesforce** reporting tools](https://cloudanswers.com/report-sender/) is so high.

Imagine the situation, you are head of sales and at the board meeting, the CEO is asking you to share with all participants (including business partners) a quarterly sales report. Should be easy, right?–  Well in Salesforce it is not possible to send one report instantly to recipients without a licensed Salesforce account.

## There is a solution for all the above mentioned difficulties.

[Report Sender](https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3A00000EJdlFUAT&utm_source=cloudanswers_website&utm_medium=blog&utm_campaign=report_sending_limitations_in_salesforce) is an app created specifically for overcoming these challenges in Salesforce CRM, available on the Salesforce [AppExchange.](https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3A00000EJdlFUAT&utm_source=cloudanswers_website&utm_medium=blog&utm_campaign=report_sending_limitations_in_salesforce)

Report Sender allows you to select any of your Salesforce reports in CSV or excel file format, it enables you to customize the email message body and subject, to send out reports to any external email address on a regular schedule. So you are empowered to keep full control over your reports, just the way it should be.


Report Sending limitations in Salesforce. Find out how to walk around Salesforce Report Subscription Limitations. Challenges in reporting.

report-sending-limitations-in-salesforce

Avoiding Salesforce Report Subscription Limitations


Salesforce is a lot of things. You can store contacts, track products, manage automation, create complex reports, and then-some.

When you are just getting started, the set up can feel overwhelming and expensive. Even if you are teaching yourself after hours, you are spending a lot of time looking at features that you have survived without.

There is one feature you need to master before any other. It is not automated emailing; it's not validation rules of making a site. What you need now are accurate Reports. Insightful and timely, a report on team data gives you insight into your coworker's actions and your own. You can see who is covering which bases and who needs help.

Some companies need up-to-date pipeline reports for stockholders; others need metrics to help coach their sales people. There are many cases where summarizing your data will offer extra insight.

In [Trailhead: Reporting](https://trailhead.salesforce.com/modules/reports_dashboards) you get a deep dive into the most prominent features. From reporting on related records to building dashboards, you practice using these tools to solve complicated problems.


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Must Do - Trailhead: Reporting

Salesforce apps, powerful components, development and consulting. Our experienced team helps you to create and modify workflow processes in salesforce.

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Creating automated reports in Salesforce

Run Salesforce Reports in Apex

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Avoiding Salesforce Report Subscription Limitations

Must Do - Trailhead: Reporting

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