How to Schedule a Report in Salesforce

How to schedule and automate a Salesforce report

You need the Subscribe to Reports permission. Adding other people as recipients needs the Add Recipients permission.

1. 1

   Open the report and choose Subscribe

   On the Reports tab or on the report run page, click the more actions icon and select Subscribe.

2. 2

   Set the schedule

   Choose how often and when the report runs, such as daily, weekly or monthly, and the time of day.

3. 3

   Choose the format

   You can attach the report as a formatted report (.xlsx) or as report details (.csv), or send the email without a file.

4. 4

   Add recipients

   You are added by default and can remove yourself. Adding others needs the Add Recipients permission, which is part of Enhanced Folder Sharing.

5. 5

   Pick who the report runs as

   Run Report As decides whose data view the recipients see. If you choose another person, that person must be allowed to run reports and must have access to this report.

6. 6

   Add conditions if you want an alert

   You can add up to 5 conditions, for example Amount below a target. Salesforce sends the email only when all conditions are met.

7. 7

   Save, then check the first email

   Save the subscription and confirm the first delivery arrives with the right data.

8. 8

   Need more than conditions allow?

   Build a scheduled Flow that reads the data, decides what to do, and sends the email or creates a task. This is the route for custom rules, such as a different message per region.

Sources: Salesforce Help: Subscribe to Reports in Lightning Experience

The Challenge

Salesforce report scheduling allows automated delivery of reports to users, but configuring schedules, recipients, and conditions for each report is manual work. Organizations often need conditional reporting (send only when certain thresholds are met) and report snapshots for historical tracking, which require additional configuration.

Or let Clientell AI do it

Clientell AI configures Salesforce report subscriptions, scheduled deliveries, and reporting snapshots from natural language descriptions. Describe when, to whom, and under what conditions reports should be delivered, and Clientell AI sets up the complete scheduling configuration.

How It Works

1. 1

   Describe your reporting schedule

   Tell Clientell AI which reports to schedule, delivery frequency, recipients, and any conditions (e.g., only send if pipeline drops below threshold).

2. 2

   AI configures report scheduling

   Clientell AI sets up report subscriptions, delivery schedules, and any conditional logic using Flows for threshold-based reporting.

3. 3

   Review scheduling configuration

   Preview all scheduled deliveries, recipient lists, and conditional logic before activation.

4. 4

   Deploy and activate

   Activate report schedules after your review, ensuring stakeholders receive the right data at the right time.

Frequently Asked Questions

Can reports be sent only when certain conditions are met?

Yes. Clientell AI can build Flow-based conditional logic that checks data thresholds before triggering report delivery, for example, only sending a pipeline report when total pipeline drops below a target.

Does it support Reporting Snapshots?

Yes. Clientell AI can configure Salesforce Reporting Snapshots to capture report data on a schedule, enabling historical trend analysis and period-over-period comparisons.

Can different stakeholders receive different reports?

Yes. Clientell AI configures separate report subscriptions for different recipients, so each stakeholder receives the reports relevant to their role.

How do I automate report distribution in Salesforce?

Subscribe recipients to the report on a schedule. Each subscriber gets the report by email at the set time. For custom rules or different content per group, use a scheduled Flow.

Is there a limit on report subscriptions?

Yes. Salesforce limits how many subscriptions each user can have. The number is listed on the Reports and Dashboards Limits and Allocations page in Salesforce Help, so check the current figure for your release.

Can a Salesforce report email only when something changes?

Yes. Add conditions to the subscription (up to 5). The email is sent only when all conditions are met.

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