Reporting Snapshot

What?

Reporting snapshot allow users to run reports and save the result as records on custom object.

How?

By scheduling the reporting snapshots at specific time, it lets you summarise data on custom object.

It means - It loads data from a custom report (Source report) to a custom object (Target object) on a scheduled basis.

It stores each row of a report as an individual record on object.

Why?

•          It enables user to work with report data as other object records.
•          It lets you report on historical data.
•          Dashboard on pre-summarised data.
•          Viewing trends in data stored in custom object.

Sounds interesting right. More than this, it’s very easy to create as well.

Let’s get started..

Let’s take a use case for better understating of its use and implementation.

Simple Use Case where we can use Reporting snapshot - To track how many Cases are opened and closed per day by user (The summarised data will be stored in one custom object to view the trends in data via the custom object).

Before setting up Reporting snapshot – we must do these following 3 steps.

1. Source report

Create a custom report on object – at which summarised data you want to load for viewing the trends via custom object.

Also, include the fields on report that you want to store as record into a target object.

NOTE: Source report must be Tabular or Summary report.

 

2. Target Object

Create a new custom object that will fetch source report data into it.

     3. Target Object Fields

Create fields on the Target object that will receive the results from Source report.

 After creation of source report, target object and its fields, it's time to define Reporting Snapshot.

Define Reporting Snapshot

For defining reporting snapshot :-

1.     Go to Setup, enter Reporting Snapshots in the Quick Find box.

2.     Select Reporting Snapshots.

3.     Click New Reporting Snapshot button to create reporting snapshot.

4.    Enter a name, unique name, and description for your reporting snapshot.

5.    Choose a user in the Running User field by clicking the lookup icon.           

6.   Select a report from the Source Report drop-down list.

 Important -  you can only choose either Tabular or Summary report and the drop-down    doesn’t show the Standard reports.

7.   Select a custom object from the Target Object drop-down list.

8.   Click Save to save the definition of your reporting snapshot or click Save & Edit Field    Mappings to save your reporting snapshot and map its fields with Target object.

NOTE: Based on the selected Running user’s data visibility and access, data will be loaded int the        Target object from source object.

After creating defining reporting snapshot, next step is to map the fields between source report and 

target object.

Map Fields in Reporting Snapshot

1.  Specify the Grouping Level so that, data will be extracted from the summary fields of the selected source report and will be loaded into selected target object.

2.  Grouping Level show all groupings present in Source report (up to 3 level).

 

3.   Now do the field mappings from source report (displayed on the left side) to target object (displayed on the right side).

4.   Click on drop-down list and select a field from the source report to map to a custom object field in the Fields in Target Object column.

5.   Only summary fields can be mapped for reporting snapshots based on summary reports. Based on grouping selected the fields may differ while mapping.

6.   Click Quick Save to save field mappings and continue mapping fields, or click Save to save field mappings and return to the reporting snapshot's detail page.

Now, we all set, only thing left is to run the report and load the data into the target object.

Schedule Reporting Snapshot

Reporting snapshot can be scheduled daily, weekly, monthly – based on your need. As we need dily Case count so we will schedule it for daily.

  1.   On reporting snapshot’s detail page, look for Schedule Reporting Snapshot section.

  2.   Click on Edit button to schedule the reporting snapshot.

  3.    Select checkbox to send email notification when it finishes running the reporting snapshot.

  4.    Schedule the reporting snapshot to run by selecting the Frequency, Start Date, End Date and Time. 

  5.    Click on Save button.

         6.   After saving the reporting snapshot, click on Edit to update the notification and frequency settings of the reporting snapshot.

        7.    Click Delete to permanently delete the existing schedule of when the reporting snapshot runs.

       Run History

After reporting snapshot finishes its run, it sends email notification based on notification settings done during its schedule. Also, we can track its history under Run History section on reporting snapshot detail page.

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