How to Subscribe Reports in Lightning Experience, And how to get email notifications.

Today we will learn how to Subscribe to the Reports and get email notifications.

Instead of manually running and emailing a report to your team, you can subscribe to a report. Subscribe yourself and other users, groups, or roles to receive refreshed report results by email on a schedule that you set.

1. From the Reports tab Select All Reports, All reports will display.

2. Observe the Subscribed Column, All values are empty.

3. Choose one Report Name and Click on more actions icon | Subscribe.

4. In the Edit Subscription window, set the subscription schedule.

5. If we want to have the report results delivered as an attached file, click Attach File.

Select Formatted Report (.xlsx format) or Report Details (.csx format). For .csx attachments, it’s optional to change the encoding type.

6. Add recipients or remove yourself.

You’re automatically added as a recipient.

Click Edit Recipients.

Select from the available entity types and start typing to see all the matching names.

Only the users, groups, or roles with permission to access the report are listed.

Select from the matching options and click Add.

Close the Edit Recipients window.

When the subscription emails the refreshed report to each recipient, it sends it to the email address set in Settings | Email | My Email Settings. If no email is set in My Email Settings the refreshed report is sent to the recipient’s email address set on their Salesforce User record.

7. Under Run Report As, specify whose perspective is used when running the report.

Me—You run the report, and recipients see the same report data that you see.

Another Person—Recipients see the same report data as the person you select. The person must have permission to run reports and have access to this report.

Important

IMPORTANT Recipients see the same report data as the person running the report. It’s possible that they see more or less data than they normally see in Salesforce.

8. Optionally, add conditions. The conditions are evaluated when the report is run according to the schedule you set. The report is emailed only if all conditions are met. For each condition, select an aggregate measure, an operator, and a value to match. You can add up to 5 conditions.

Edit Subscription window showing settings for two report subscription conditions

Click Save.

9. Now go back to the Reports Tab, select All Reports, and observe the recently subscribed report.

The report subscription starts, and recipients begin receiving report results by email according to the schedule and conditions you set. For consideration, review Reports and Dashboards Limits, Limitations, and Allocations.

10. Go to the related reports Tab and Create the records with email Ids.