How to Schedule a Dashboard Refresh in Salesforce

How to set up an automatic dashboard refresh

A dashboard shows data as of its last refresh. A manual refresh is the Refresh button on the dashboard. A scheduled refresh runs for you.

1. 1

   Check the dashboard type

   Open the dashboard settings and check the running user. A dashboard that runs as a specified user can be scheduled. A dynamic dashboard (runs as the logged-in user) cannot be scheduled or subscribed to.

2. 2

   Click Subscribe

   On the dashboard, click Subscribe. Set the frequency, the day and the time. Add the people who should get the email.

3. 3

   Pick the running user with care

   Everyone who views the dashboard as a specified user sees that user's data. Choose a user whose access fits the audience.

4. 4

   Time it before people need it

   Set the refresh a little before the daily meeting or the start of the work day, so the numbers are current.

5. 5

   Watch the limits

   Salesforce limits how many dashboards and reports can be scheduled. If you hit it, remove schedules that nobody uses. See the Salesforce article on increasing the number of scheduled dashboards.

6. 6

   Use a manual refresh for dynamic dashboards

   Viewers open the dashboard and click Refresh. There is no scheduled option for them.

Sources: Salesforce Help: Dynamic Dashboards; Salesforce Help: Increase the number of Scheduled Dashboards, Reports; Salesforce Help: Report and Dashboard Limits

The Challenge

Salesforce dashboards display stale data unless manually refreshed or properly scheduled, leading to decisions based on outdated information. Configuring refresh schedules across dozens of dashboards is repetitive, and dynamic dashboards add complexity because they must be assigned to the correct running user to respect data visibility.

Or let Clientell AI do it

Clientell AI lets you describe your dashboard refresh requirements and dynamic user configurations in plain English, then sets up scheduled refreshes and running user assignments across all specified dashboards. It handles bulk scheduling so every dashboard stays current with data that reflects the correct user context.

How It Works

1. 1

   Specify refresh requirements

   Describe which dashboards need scheduled refreshes, the desired refresh frequency and time, and which dashboards should run as dynamic dashboards with specific running user configurations.

2. 2

   AI configures schedules

   Clientell AI sets up refresh schedules for each dashboard, configures dynamic dashboard running user settings, and validates that the running user has appropriate data access for the dashboard components.

3. 3

   Verify refresh behavior

   Confirm that dashboards refresh at the scheduled times, dynamic dashboards display data appropriate to each viewer, and refresh schedules do not conflict or overload system resources.

4. 4

   Deploy and monitor

   Activate all refresh schedules in production and monitor dashboard freshness to ensure stakeholders always see current data when they access their dashboards.

Frequently Asked Questions

How often can I schedule a dashboard to refresh?

Salesforce allows dashboard refresh scheduling on a daily or weekly basis at a specified time. Clientell AI configures the schedule based on your requirements and recommends optimal refresh windows to avoid peak system usage times.

What is the difference between a dynamic dashboard and a standard dashboard?

A standard dashboard shows data from the perspective of a single running user for all viewers. A dynamic dashboard shows data based on each viewer's own data access and security settings. Dynamic dashboards are limited per edition.

Can I schedule refreshes for dashboards in bulk?

Yes. Clientell AI accepts a list of dashboards and applies refresh schedules in bulk, eliminating the need to configure each dashboard individually through the Salesforce UI.

Can I auto refresh a dashboard in Salesforce Lightning?

You can schedule a refresh with Subscribe for dashboards that run as a specified user. A dashboard does not refresh itself while you look at it, so click Refresh for the latest data.

Why can I not schedule my dashboard?

Dynamic dashboards cannot be scheduled or subscribed to. Change the running user to a specified user if the audience allows it.

Who sees what on a scheduled dashboard?

Everyone sees the data as the running user sees it, which may be broader than their own access.

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