Scheduled Reports is a powerful feature of Salesforce.com. It allows you to schedule a specific report to run – and have the results emailed in HTML format – to a specific user or group of users. You can configure a report to run each morning at 7:00 AM, and have that report automatically emailed to all your direct reports. Very handy!
“I have a Salesforce.com Report Folder which is restricted to a certain users: it is only visible to Manager and Director Roles. One of the managers has requested a copy of a specific report from this folder be emailed to him at the start of each business day. Scheduled Reports supports this functionality, but not if the report is in a restricted access folder. When you set the folder access so that only certain roles can access it, Salesforce.com does not allow you to select “Users” when setting up the “Send Email To” option. The Report Builder option only allows Public Groups, Roles, and Users. What should I do? I don’t want to create a “Public Group” with just one person in it, and I don’t want to make this entire folder public – help!”
Here’s the workaround I gave her:
1.) After hours, when no one is likely to be accessing the system, change the restricted access report folder to public.
2.) Use the “Schedule Future Runs” feature to schedule the report. Because the report folder is now “public”, you can select a filter option that allows you to send it to a specific user. Save the scheduled report settings.
3.) Go back to the Report Folder access settings, and change the access privs back to the original restricted access.
Viola - the scheduled report will still be sent to the users within the selected mail-to list, and your report folder is still private.
