Disorganized data can dismantle even the most organized strategy. This is why it’s essential to make sure that your reports in Salesforce are current and get to the people who need them. Reports help your team stay on task, find the information they need, and monitor the health of their workflow.
In this article, we’ll explain:
How Salesforce Reports work and what they do
How to subscribe yourself and others to reports
Managing report schedules
Setting up notifications
How Do Salesforce Reports Work?
You can think of a report as a list of information with all the information you’ve asked Salesforce to provide. For example, this could be a list of prospects that your sales team will call, accounts in default, or open support cases that need follow-up. Salesforce looks for the criteria you select and presents users with a list of that data.
In Salesforce, this information will show up grouped into rows and columns. You can then organize this info by characteristics like priority level or dollar amount, filter it only to see what’s relevant, or create visual representations of the data.
The information in these reports is stored in folders, which can be private or available to whoever you like. You can allow users in specific groups to see them and those with particular roles, license types, or permissions. If you want, you can also hide or share your reports with people inside and outside your organization. This means that anyone who needs to access the data will be able to get it.
Why Should You Use Salesforce Reports?
Birds-eye view of data Reports can tell you information at a glance to quickly take action. Fast, accurate responses can give you a leg up on your competition. For example, time required to prepare for a meeting could be reduced by automatically mailing reports out to your team. Or, you could respond to support tickets faster by having a detailed list right in front of you.
If you have a weekly meeting with your sales team, everybody needs to see the numbers for that week’s sales. It wouldn’t make sense to mail the report to each person individually, so instead, you can set up report subscriptions, so everyone has it sent to them.
While reports provide the insight, subscriptions make sure that those who need them have them. People are liable to error. We take sick days, we go on vacations, and we occasionally make mistakes. Setting up reports to automatically go out takes one more task off your team’s plate while giving more intelligent updates on what needs action.
Before Subscribing to Reports, Check Your Permissions on Salesforce.
You will need different permissions for report subscriptions depending on who you’re trying to add and how you intend to do it.
If you’re trying to subscribe yourself to a report, the only permission you need is to Subscribe to Reports.
If you’re trying to subscribe other people to reports, you will need permission to Subscribe to Reports and Add Recipients.
Or, if you’re trying to subscribe groups and roles to reports, you will need permission to Subscribe to Reports and to Send to Groups and Roles.
Finally, if you want to change who runs the report, you will need permission to Subscribe to Reports and Set Running User.
How to Subscribe Yourself to Salesforce Reports
Now that you know what permissions you need, you can subscribe to whichever reports you like. To do this in Salesforce Classic, follow these steps.
Navigate to the Reports folder and click on All Folders on the left-hand side.
Then, click the pull-down menu on the right and navigate to Items I’m Subscribed To.
On this page, you can view, edit, and delete your current subscriptions to reports.
In Salesforce Lightning, here’s how to do it.
Click on the Reports tab and find the All Reports option on the left-hand side.
At the top, you’ll see a tab labeled Subscribed.
Now, you can manage your subscriptions and add new reports.
How to find your Subscribed Reports
If you want to see what reports you’re currently subscribed to:
First, go to the Reports tab.
Next, look at the sidebar on the left and click the option that says All Reports.
In the menu on the right, sort the reports by Subscribed.
How to Subscribe Other Salesforce Users to a Report
Now that you know how to subscribe yourself to reports, you can subscribe others as well. Salesforce allows you to choose users, groups, and roles for report subscriptions. So, for example, you can send reports on how many hours your dev team has worked for a client to your Human Resources department, so they’re billed correctly.
To subscribe users, groups, and roles to reports, follow these steps.
First, navigate to the Reports tab on the Report Run Page.
Next, click Subscribe.
When it brings you to the Edit Subscription menu, set the schedule of how often you’d like the report to send.
You can also add conditions before sending a scheduled report. That means that the email won’t go out with the subscribed reports until all of these conditions are met.
After you’ve set the schedule on the conditions if chosen, navigate to Send To. You are automatically selected as the only recipient of the report.
If you would like to add others or take yourself off the report, hit the Edit Recipients button.
This area will show the users, groups, and rules with access permissions for the report here. You can add and remove recipients here.
When you’re finished, you can close the window, and it will save your recipients.
Now that you’ve set that up, the reports will send to the email addresses found under Settings > Email > My Email Settings. If you haven’t sent an email yet under My Email Settings, the emails will automatically go out to the address associated with each person’s Salesforce user.
Tips on Subscribing Others to Reports
Here are a couple of helpful pointers for subscribing others to reports.
First, each user can have up to five report subscriptions. This is regardless of what type of user they are within your Salesforce org.
You also won’t see the recipients listed on the emails, so you will have to go back to Salesforce to see them. If you were working with a platform user, an admin must enable these features.
Remember how these reports live inside of folders? To send the report to a user, the user must have access to the folder. Don’t forget to check this before continuing.
You can subscribe up to 500 users to each report. If you exceed this, some users will not receive the emails.
How Do I Manage Report Schedules in Salesforce?
Report schedules make sure that the information in your reports is up-to-date. The Schedule Report page lets you manage the frequency and conditions for sending out scheduled reports. Here, you can schedule a new report run, change an existing schedule, view current schedule jobs, and delete scheduled runs.
View Existing Report Schedules
To view a report schedule, navigate to the Reports tab.
Next, hover over the checkmark in the Schedule column.
This shows you how often the report goes out and the next date it is scheduled to run.
Keep in mind that Salesforce users who don’t have permission to schedule reports will not see this information.
To see a report’s schedule from the schedule report page, follow these two steps.
Click on the report’s name on the Reports tab.
After that, click the Schedule Future Runs button on the run report drop-down menu.
If you want to see all the scheduled reports within your organization:
Navigate to Setup.
Click the Scheduled Jobs option.
Here you will see all of your organization’s scheduled reports. If you don’t see this, check that you have the View Setup and configuration permissions.
Change a Report’s Schedule
If there is a report with an existing schedule that you’d like to change, for a score of the reports tab and then click the name of the scheduled report. Next, hit the schedule future runs option from the run report menu. Here you can make the changes to the report schedule. When you’re done, make sure to hit save report schedule to keep the changes that you made.
Delete a Scheduled Run
If for whatever reason you would like to delete a scheduled run for a report, you can do it without deleting the entire report.
First, go to the Reports tab and then click on the report’s name that you’d like to delete.
Click Schedule Future Runs on the Run Report menu.
Then, click on Schedule Report.
Now, the run schedule for that report is canceled, but the report is not sent to the recycle bin. You can set a new schedule or keep the report unscheduled.
How Do I Manage Report Notifications?
Notifications for reports let you know when data meets a particular set of criteria that you set. You can select what you want to be notified about and what conditions are essential to you to receive relevant notifications. You can also set up notifications for the Salesforce app, email, and on Chatter. Just remember that the report has to be saved before you set notifications.
Also, keep in mind that your notifications on reports are not related to the option which lets you schedule future runs. The Schedule Future Runs feature lets you send email reports at a given time with or without specifying which conditions you need them to meet. If you want to schedule email reports, choose the Schedule Future Runs option from the Run Report menu instead.
Changing Report Notification Settings
In order to set and change your notification settings, follow along here.
Click on the Report Run page.
Next, hit Subscribe.
On the Report Subscription page, select if you want to receive a notification each time your data meets these conditions or if you wish to receive it the first time.
Setting conditions helps you avoid repetitive and unhelpful notifications. The requirements can be related to three different areas; aggregate, operator, and value. You can set up to five conditions for each report. You can also schedule checks to see if the report meets those conditions, Including daily, weekly, or every weekday.
When you choose to receive notifications, you can select the most helpful type for the task at hand. For example, you can send a notification within the Salesforce app, post it to Chatter, have it send an email, or set it to carry out in Apex action. This could be something like escalating a case or creating a task. Make sure to set up your notifications so they only give you relevant updates.
Wrapping it Up
Report subscriptions are an intelligent way to make sure that valuable information gets into the right hands. When you automate their distribution, you reduce human error and save time used to reach more of your company’s goals.
Now that you understand how Salesforce reports work, how to set up subscriptions, and manage their schedules and notifications, your team will have even more resources to put towards growth. Remember to check back in for more ideas on how you can get even more out of Salesforce.
What makes it possible for businesses across so many industries to all use Salesforce? The answer is customization. Lenders, doctors, restaurants, and clothing stores can all use the same software because it adapts to their unique operations. Changing standard object and field names is one easy way for users to customize Salesforce around their needs.
To help you understand why and how to change Salesforce’s default names for its objects and fields, we’ll show you:
How data is organized in Salesforce
What standard objects and fields are
Why you should change the default names
What to know before making changes
A step-by-step guide on how to do it
How Do You Look at Data?
Imagine that you’ve got a stack of papers in front of you with all the information about your operations. You’ve got pages with your customer’s names, items sold, and every support ticket you’ve ever handled. Technically, all the information you need to plan out your goals is here. But how do you make use of it?
The most common way someone would organize this data is with a spreadsheet. You could arrange your numbers to get a good idea of your business’s finances, the contributing factors, and what realistic goals you can set. Salesforce uses this kind of method, too, with a few minor changes.
What Are Objects in Salesforce?
Instead of using spreadsheets, Salesforce uses objects. An object serves the same purpose for visualizing data. It helps you organize the information you have so it’s usable. For example, an object might include information about your customers, products, and support cases. They are Salesforce’s particular way of grouping information about a specific topic.
In Salesforce, each column in a spreadsheet would appear as a field, and each row would appear as a record. Then, you can use it in dynamic ways such as creating reports and dashboards to guide your decisions.
For example, imagine that you are a funding company that stores their funding information in Salesforce. Each deal has an object that lists all the associated data. If you were to look at this object, you would likely see information such as the outstanding amount, interest rate, payment schedule, etc. This is how you keep it organized and link related bits of data.
Why Change the Names of Standard Objects?
For most, the assigned names of Salesforce’s standard objects work just fine. However, you can get more use from custom names under the right circumstances. For instance, a funding company would use different terms in their operations than a bakery would. In an industry with distinct terminology, customization keeps processes clear.
Using more descriptive industry titles helps your team understand what info they’re working with. Also, it keeps your terminology consistent. Keeping things the same across your business’s communications helps avoid confusion, and your team won’t have to “translate” terms throughout the day. Also, it makes it easier to prevent issues when you onboard and train new staff. Finally, it’s much easier to learn one word than memorize three or four terms for the same thing.
Which Standard Objects Come With Salesforce?
Salesforce comes with a set of objects by default. These cover information that Salesforce users almost universally need. Since they include the basics for business’s day-to-day processes, they help users quickly set up their org and get thorough help from their support articles.
The standard objects in Salesforce include:
Account – This includes the relevant data about an entity pertinent to your business. This could be a client, a deal, a competitor, a partner, or anyone else you interact with. Think of the account as the bread of your information sandwich and the info listed within it as the meat inside of it.
Account History – The account history object shows you the changes that a user made to an account. You can check this to see what actions have been taken and make sure that no steps were missed, for example, sending an estimate to a client.
Case – The case object represents a support ticket. These are open whenever your customer has an issue that they need your help with. Tracking these gives you a consistent way to make sure your customers are getting the best support possible and helps you retain business.
Contact – The contact form gives you information about a person associated with your account. This would include the person’s name, phone number, email, and any other information to help users reach out to them.
User – The User object represents a user in your Salesforce organization. You can find their name, account ID, email, and location here, alongside other details.
Asset – An asset describes whatever your company is selling. You can use it to keep track of products, for example, and associate them with the account of the individual or business that purchased them. This way, you can see what was sold to each customer. Or, in the case of software, you can see what product they are currently using if they need service or an upgrade.
Domain – The domain is a field that displays the URL of your company’s website. This is the address you have within your Salesforce org’s data, so users cannot change it from the object itself.
What Purpose Do Fields Serve?
Fields in Salesforce let you fill in different types of information about an object. For example, some information you may put in fields could include a prospect’s name, contact information, the cost of a product, the owner of an account, or the last person who modified the data.
You can also add custom fields to an object if you want to include more details. For example, if you work in real estate, you might like to add the price of a property to its object. In addition, you can set the field to accept typed input from your Salesforce users or allow them to select options from a pre-set list. Whatever you choose, there are enough ways to modify your fields to capture the information you need.
What is the Difference Between a Standard and Custom Object?
What happens if you can’t use one of Salesforce’s out-of-the-box objects to do what you want? There’s no need to call for help yet. The next step is to look at Salesforce’s custom objects. These are objects that let you set names, input fields, and input types so you can keep track of information.
Putting it simply, a custom object is any object that is not already included in Salesforce. You can use these to create sections that log details about products, track applicants for an open position, or keep tabs on your staff’s accrued vacation, for example.
Keep in mind that if you’re using custom objects, it’s best to use them only when needed. Keeping information as standardized as possible is a general good practice. It’s easier only to customize fields when you have a well-thought-out purpose so information doesn’t become overly complicated. When you build around Salesforce’s native objects, it’s easier to transfer data to other applications that you’ve integrated and connect your Salesforce org with new software.
What Should You Consider Before Changing Object and Field Names?
Sometimes, you don’t need to create an entire custom object to solve the problem. For example, if your ultimate goal is to keep terminology consistent or you can use an existing object’s configuration to do what you need, all you have to change the name.
When renaming an object, keep in mind that most of them, but not all, can be renamed. The standard objects that users cannot rename include objects that perform specific functions, like the Forecasts tab, which shows your expected sales revenue. Thankfully, there are few cases in which these would need to be changed, so you’ll be okay with custom objects and reports if you need something more detailed.
Does Changing an Object’s Name Update it Everywhere?
In short, while changing the object’s name updates it in most places, there are a few places where you’ll have to update it yourself. For example, editing the names of objects in Salesforce updates your setup information with the new titles. However, when you go to the Setup area (found under the gear icon), the names you see will be the original ones that Salesforce assigned.
Always check different areas in Salesforce and in your training materials where you’ve referenced these names. The first place you want to check is the list view so you can see which names it’s displaying. The list view uses your original object names until you update them there manually.
You can also check the names of reports referencing the objects to make sure they match. Don’t forget to read the descriptions as well and make sure that they’re consistent. Additionally, if you use email templates, click on them to ensure that all the information is consistent. This will help you make sure that all the auto-filled information still works.
Always double-check if there are any other items on and offline where the old name appears. Some examples are custom fields that you’ve created, record types that reference the original name, and your saved page layouts. Your integrations will benefit from an extra check, too.
What Permissions Do You Need to Change Object Names in Salesforce?
Before changing any object names, check that you have the proper permissions.
If you want to rename a tab or a field, you’ll need permission to Customize Application or Manage Translation.
If you are designated as a Translator, check that you have permissions, including View Setup and Configuration.
If you want to reset tabs that have been renamed, you’ll need Customize Application or Manage Translation permissions.
If you are a Translator who wants to reset tabs, you’ll need View Setup and Configuration permissions.
How to Change Standard Object Names in Salesforce
Now that you’ve gotten all the basics down, you’re ready to change the standard object names.
To start, go to the Setup item with the gear icon in the upper right-hand corner.
Next, click customize.
After that, hit the option labeled Tab Names and Labels.
Click on Rename Tabs and Labels.
Now, select the tab or object that you want to rename and then hit edit.
When you change the names, make sure that you also update the plural label and select if the name starts with a vowel sound.
After you’ve done this, click next.
Now, you can change the standard field names.
As with the objects, make sure to update the singular and plural labels and indicate whether the word starts with a vowel sound.
If you’re working with a custom object, you won’t be able to edit the name. So make sure to name it well when you’re creating it so you won’t have any problems down the line.
Wrapping It Up
Salesforce’s ability to customize objects gave it a reputation as one of the best CRMs available. Its insights are unmatched, its reports are quick, and it integrates with programs that give your business a competitive edge. Now that you’ve changed your custom object and field names, you can get even more perks from your CRM.
With a good understanding of how Salesforce looks at data, you’ll know when to change standard object and field names and how to do it when that time comes. This is just one of many ways that Salesforce’s customization features give your company a boost, so check back in for more tips.
There has been much written about Dreamforce. From eager anticipation to all-out comprehensive guides, the Salesforce sphere of influence gets a little Dreamforce crazy this time of year. With Dreamforce just one week away, people are now beginning to plan their events and figure out the best way to spend their time. If you are attending this year, there are two events that you might not know about but you definitely don’t want to miss:
CloudMyBiz will be presenting twice at Dreamforce 2018
Session One: Rapid Success for 3 Small Financing Businesses through Salesforce – Partner Session
Session Location: Park Central Hotel Franciscan II
We are very excited to have been chosen to speak not once but twice, so mark these sessions on your calendar! You definitely want to be there! Feel free to contact us if you would like to schedule a meeting.
What’s that? You don’t have a calendar and you don’t know where the Park Central Hotel is? Well, we have you covered! Below are a number of links to some of the best Dreamforce 2018 articles and guides to give you all the essential information you need to have an amazing time at Dreamforce 2018!
Dreamforce is coming, and FAST! Everyone’s excited for the fantastic parties, powerful presentations, and memorable keynotes starting October 4th. Dreamforce, surprisingly, is already sold out, but you’re still able to register with a code. If you’re all set, you’ll be excited to know that the awesome Agenda Builder is going live on Wednesday, September 7th, and it’s going to be cooler than ever! Chatter, videos, even links directly to Trailhead tutorials will help you choose the right sessions, prepare, talk with other attendees, and more. Watch the video below for more info, get a head start by checking out and starring the sessions you’re most interested in, and don’t forget to log in on the 7th to start enrolling in your sessions for Dreamforce ’16! Seats are limited and they go fast!
Dreamforce is one of the largest tech conferences in the world. Over 160,000 people attending, and a place where even the most extroverted can find themselves overwhelmed.
With less than a week to go, do you have the knowledge you need to make it through without losing your marbles whilst helping others to keep theirs all in one place too?
Under promise, over deliver. There are over 1,600 sessions to choose from. All of which will be available on YouTube. If you haven’t worked out which sessions you want to attend, then do that right this minute. Yes, I’m bossing you about, but you don’t want to show up on Monday with no idea of what’s going on, as you’ll lose earlier said marbles right off the bat. And don’t have a meltdown if you can’t reserve a seat – 25% of seats are ‘secretly’ left unreserved to allow for walk-ins.
Book the sessions you want to attend, then book back-up sessions. Aim for 3 to 4 a day and then expect to attend 2 of them. Apptus has a great guide to the Agenda builder. But, you need to go with the flow here. If you run into Miss Piggy and are having a fascinating conversation about how Kermit keeps himself so green, then know that you don’t have to run off because you can catch that session online.
If you need help deciding which sessions to choose from, Dreamforce has a handy filter, where you can filter down to 17 industries, 21 roles, 20 products, 26 themes, and 3 levels.
In the same vein, book into every party you think you might want to attend and go, if Miss Piggy will let you. Don’t worry about being a flake here – everything’s oversubscribed, as they know people are trying to hit every party on the block. However, whenever possible, try to get VIP passes for guaranteed entry, fancy drinks and a good serving of grub. Check out the Apptus party calendar for up to-date info on the DF15 parties.
Get into the Zone.Make sure you give yourself time to head over to the Zones. Each Zone focuses on content for their respective audience and will provide areas to recharge – yourself and your devices! This year, Moscone West will host the Dev, Admin, Design, Analytics and SMB zones. If you head over to Park Central you’ll be in the Partner Zone, Palace will hold the Service Zone, Hilton will host the Salesforce U Zone and the Marriott will inspire you with the Foundation Zone. Do not mistake multiple zones for wormholes to Planet Vega.
My body is a Temple. But it won’t be if you keep grabbing all the junk food that’s being thrown at you.
At Dreamforce, you’re going to walk a lot. What’s going to make that easier for you? Comfy shoes? Baggy Hammer pants? A Hurricane stick? Whatever it might be – take it and wear it with pride.
You’re probably going to get a headache. Be it from lack of food, the air-conditioning, too much booze, non-stop chattering, walking into glass doors… Whatever it may be – what do you need for that headache? Advil? Tiger balm? Tracks of crickets chirping in the rain forest? Make sure you have it with you.
Coffee is everywhere! Over 5,000 gallons of coffee were consumed at DF14. And you know what? It’s not going to keep you going… Caffeine wreaks havoc on your blood sugar levels and makes you even more fatigued. It’ll boost you up, you’ll then crash and reach for another cup. Remember what it can do to your belly too… Uh-oh! Reach for an apple instead of that 2nd or 3rd cup. It honestly has more wake up power than a cup of Joe.
What do you need for energy? With all that chinwagging and shuffling around, you’re going to need to keep your energy up. Avoid the endless supply of junk food and sugary snacks. Pack your own snack in your pocket or backpack and drink plenty of water. You will get dehydrated and will have no idea that you’re so fatigued because you need water (…okay, maybe the 6 martinis and slow dancing with SaaSy til 1am come into play there too).
Find a zen place. This is going to be an intense 4 days. It’s important to take time to yourself and ground yourself. Your mind will be so scattered and you’ll be running on adrenaline, so any time you have a spare moment, go find a place to just sit and breathe. If you struggle with that, then why not try the Mindfulness Keynote on Friday?
Run Forest Run! Whether you’re a runner, or a walker… or maybe a hopper or a skipper, you will have the time to exercise at DF15. If you want to make the time, that is. San Francisco is a truly fabulous city and you’ll want to take advantage of its early morning bustle. The sessions don’t start til mid-morning, so get up early, have a good run/walk/hop/skip/jump, release that serotonin, clear your head, get a hearty breakfast and start your day off right. Salesforce’s Matt Wesson, lists some great running routes here.
Give: freely transfer the possession of (something) to (someone)
Whilst the parties and schwag are cool beans, the work the Salesforce Foundation does is incredibly inspiring.
Last year the focus of #DFGives was to donate over 1 million meals to the hungry. They ended up being able to donate over 3 million! This year, the goal is to donate 1 million books to schools and libraries around the world. You can bring a book to Dreamforce (focusing on grades K-12), or donate online.
Whilst altruism is admirable, you can also get something back for your donations… The Concert for UCSF Benioff Children’s Hospitals is on September 17 at Pier 70 and promises an evening of joyous entertainment with performances from the Foo(d) Fighters, Gary Clark Jr, will.i.am and MC Hammer (get out those baggy Hammer pants y’all). Tickets can be purchased here.
What’s even more awesome, is you can see where the funds are going, as on Thursday, there’s a tour of UCSF Mission Bay – the biotech capital of the world – which is the home to the all-new UCSF Benioff Children’s Hospital. Sign up for tickets here.
There’s a new giving theme for each day of Dreamforce, and multiple events you can attend, observe or donate your time to. And don’t forget to do your bit for the environment and follow these handy tips on going green at Dreamforce (Kermit jokes aside).
Whether you were stuck in the office and couldn’t make it out to Dreamforce this year, or you just didn’t get to go to that big keynote or session you were excited about, you still have a chance to take part in Dreamforce ’13! The Salesforce team has uploaded a bunch of videos for you to watch from the comfort of your couch, so now you can catch everything you missed without having to endure the San Francisco rain or an unpredictable time vortex. Check them out here and see what Salesforce has in store!
For your convenience, we here at CloudMyBiz have scoured the videos to bring you our favorites. Check them out below!
Driving Business Value: Using Dashboards as a Call To Action
How Salesforce.com Runs Its Renewals Business in Salesforce
Hands-on Training: See Where You’re Going with Historical Trend Reporting
How Salesforce Manages Customer Support Using Service Cloud