In the last few Salesforce Report Permissions blog posts, we learned about Report Permissions and what abilities the various permissions granted to users. Today, we’ll continue to learn about report permissions with illustrations of the actions users are able to perform when they are granted additional permissions. We will focus on the “Subscribe to Reports” Permissions and how each level provides additional functions for users.
Overview
As in the previous report permission blog posts, please note that as we move down the list of permissions below, each previous permission will still be granted to the user. (Ex: when discussing the ‘Subscribe to Reports: Add Recipients’ permission, the respective user will still have the previous ‘Subscribe to Reports’ permission granted.)
The example user has already been granted the following permissions as well as View access to the ‘Opportunity Reports’ Report Folder and the ‘Opportunities Dashboards’ Dashboard Folder:
- Run Reports
To update report permissions, modify the System Permissions at the profile level, or create a Permission Set and assign it to individual users or groups.
The Salesforce report permissions we will cover today are:
- Subscribe to Reports
- Subscribe to Reports: Add Recipients
- Subscribe to Reports: Send to Groups and Roles
- Subscribe to Reports: Set Running User
Subscribe to Reports
Subscribe to reports in Lightning Experience to schedule report refreshes and send notifications by email. Your organization’s data may be saved and/or processed by third-party services, and Salesforce is not responsible for data users choose to send outside of Salesforce.
Prerequisite permissions:
- Run Reports
Sometimes, users may need reports to deliver to them regularly for their repeated work tasks. For instance, a Sales Leader may need to review Opportunities above $100K on a weekly basis for their organization. Granting the ‘Subscribe to Reports’ permission allows users to set up an automatic email delivery of the report on a specified cadence or when specified conditions are met.
Subscribe to Reports: Add Recipients
Specify recipients of email notifications from report subscriptions in Lightning Experience. All recipient email addresses appear in the subscription email’s “to:” field, so subscription email recipients will be able to see other’s email addresses regardless of User Sharing settings.
Prerequisite permissions:
- Run Reports
- Subscribe to Reports
With the ‘Subscribe to Reports: Add Recipients’ permission, users are able to subscribe themselves and other individuals to automated report deliveries.
Subscribe to Reports: Send to Groups and Roles
Set public groups and roles as recipients of report subscriptions in Lightning Experience.
Prerequisite permissions:
- Run Reports
- Subscribe to Reports
- Subscribe to Reports: Add Recipients
With the ‘Subscribe to Reports: Send to Groups and Roles’ permission, users are able to subscribe themselves, other individuals, Roles, Roles & Subordinates, and Groups to automated report deliveries.
Subscribe to Reports: Set Running User
Specify who report subscription recipients see report data as. The specified person’s data access determines what data the report displays.
Prerequisite permissions:
- Run Reports
- Subscribe to Reports
With the ‘Subscribe to Reports: Set Running User’ permission, users are able to subscribe themselves to automated report deliveries. They can also have the report display information as if the ‘Run Report As’ individual were viewing the report. If the user setting up the subscription also has the ‘Subscribe to Reports: Add Recipients’ and/or ‘Subscribe to Reports: Send to Groups and Roles’ permissions, all users will view the automated report delivery as the ‘Run Report As’ individual.
This is especially useful when organizations have a Private sharing model and users shouldn’t be able to access certain records, but the users need to a see a report with summarized values.
For instance, if an organization has a Sales VP with an Eastern Sales Team and Western Sales Team below them in the role hierarchy. If the two teams don’t have access to the other team’s records but needs to see the summarized total of all Opportunity Amounts for both teams, a user with the appropriate permissions could set the ‘Run Report As’ individual to the Sales VP. This would allow the Eastern Sales Team and Western Sales to view the specified report as if they were the Sales VP, but they still wouldn’t have access to open the individual records, and the organization’s sharing model would remain intact.
Please note that report subscriptions do have various restrictions that are important to know beforehand. Please review the additional blogs and articles below to learn more about report subscriptions.
Additional Resources
- Previous blog: Salesforce Report Permissions pt. 3
- Salesforce Help: User Permissions for Sharing Reports and Dashboards
- Salesforce Help: Subscribe Users, Groups, and Roles to Reports in Lightning Experience
Cover Photo by Kaffeebart on Unsplash
