Scheduling subscription reports

Schedule reports and send the reports by email to share information with the members of your organization. You can also send reports to members of external organizations.

Before you start

You must select a search that was saved to generate the report. You can only select a recipient for the report if the Email Subscription in their user record is selected. 

Selecting the report criteria

Generating subscription reports that contain too many records might adversely affect the performance of your instance. If an export limit has been set and the records that are generated by the report exceed this limit the report will be truncated.  For example, if the record limit is 1,000 records and the report generates 2,000 records, only 1,000 of the 2,000 records are included in the report.

Ensure that the search that is selected has been refined to generate only the records that the subscriber needs to review.

Tip
Run the search before you create the report to see how many records are retrieved. The total number of records retrieved is shown in the Results field. Click Configuration > General > Global settings and review the value that is set for system_export_record_limit. If a value isn't set, the default limit is 25,000 records. 

1. Click the user icon .
2. Select Subscriptions.
3. Select an Object.
4. Select a search from the list.
5. Create a schedule. 
6. If you want to send reports to recipients that don't have data, select Send empty reports.
7. To add a filter, select an entry from the Group by list. 
8. Click NEXT STEP.

Selecting the recipients

You can choose recipients by role and recipients who were added to the People page and whose record has been enabled for subscriptions. You can also choose recipients who are not members of your organization if your administrator has not blocked this option. 

1. Select one or more roles from the User Role list. 
2. Add members from your organization in the First name, Last name, Username field.
3. In the Third-party email field,  add the email addresses of recipients who are not part of your organization.
4. Click NEXT.
5. If you want to change the text in the email, click Customize Default Template .
6. Enter the subject of the email and enter the message.
7. Click SAVE.

Result

The report is scheduled.

Next

You can complete these actions now or later:

Edit the report.  

Send the report. Run the report on demand, rather than wait for the next scheduled run.

Delete the report. You can complete this action if you created the report. 

Related articles

Creating searches

Exporting records. You can use the export feature for any object, such as assets, people, or contracts to download information to spreadsheets and include in reports.

Global security settings. Administrators can prevent reports from being sent to recipients who aren’t members of your organization.