{"id":1292,"date":"2026-08-05T09:00:00","date_gmt":"2026-08-05T03:30:00","guid":{"rendered":"https:\/\/swapnilzambare.com\/blog\/salesforce-report-subscriptions-dashboards\/"},"modified":"2026-08-05T09:00:00","modified_gmt":"2026-08-05T03:30:00","slug":"salesforce-report-subscriptions-dashboards","status":"publish","type":"post","link":"https:\/\/swapnilzambare.com\/blog\/salesforce-report-subscriptions-dashboards\/","title":{"rendered":"Salesforce Report Subscriptions and Dashboard Subscriptions"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Salesforce Report Subscriptions send a report to your inbox on a schedule, without anyone opening Salesforce. You choose the report, the time and the people who should get it. Dashboard subscriptions work the same way for dashboards.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In this post, you will learn how to subscribe to reports and dashboards. You will also add conditions, so emails only arrive when something needs attention. Finally, you will send them to other people. If you are new to reporting, read our <a href=\"https:\/\/swapnilzambare.com\/blog\/salesforce-reports-and-dashboards-beginners\/\">reports and dashboards for beginners<\/a> guide first. Our posts on <a href=\"https:\/\/swapnilzambare.com\/blog\/salesforce-report-folders-cross-filters\/\">report folders and sharing<\/a> and <a href=\"https:\/\/swapnilzambare.com\/blog\/salesforce-dynamic-dashboards-filters\/\">dynamic dashboards<\/a> also help, because access rules affect who can receive what.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What Are Salesforce Report Subscriptions?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">A report subscription is a schedule that runs a report and emails the results. The email shows a short preview of the report and can include the full data as an attachment. You can set it to run daily, weekly or monthly.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Think of a newspaper delivery. Instead of walking to the shop every morning, the paper arrives at your door at the same time each day. A report subscription is your daily newspaper for business numbers.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Why Salesforce Report Subscriptions Matter<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Busy managers often forget to open reports. Salesforce Report Subscriptions bring the numbers to them instead. Here is how they help at Bright Path Tutors.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The Sales Manager gets &#8220;New Enrolments This Week&#8221; every Monday at 8 AM.<\/li>\n\n<li>Next, the Support Manager gets an alert only when open cases go above 20.<\/li>\n\n<li>Also, the CEO gets the main sales dashboard every Friday afternoon.<\/li>\n\n<li>Trainers get a list of courses starting in the next seven days.<\/li>\n\n<li>Finance gets a monthly fee report as an Excel attachment.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">So subscriptions save time, and conditions cut noise. People act on numbers faster when the numbers come to them.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How Salesforce Report Subscriptions Work<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">When you set up Salesforce Report Subscriptions, Salesforce stores a schedule with the report. At the chosen time, it runs the report. If you set conditions, it checks them first. Then it emails the result to you and any extra recipients.<\/p>\n\n\n\n<figure class=\"wp-block-image aligncenter size-large\"><a href=\"https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-report-subscriptions-dashboards-diagram-1.png\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"640\" src=\"https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-report-subscriptions-dashboards-diagram-1-1024x640.png\" alt=\"Salesforce Report Subscriptions diagram showing schedule, run, check conditions and email steps\" class=\"wp-image-1290\" srcset=\"https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-report-subscriptions-dashboards-diagram-1-1024x640.png 1024w, https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-report-subscriptions-dashboards-diagram-1-300x188.png 300w, https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-report-subscriptions-dashboards-diagram-1-768x480.png 768w, https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-report-subscriptions-dashboards-diagram-1-1536x960.png 1536w, https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-report-subscriptions-dashboards-diagram-1-2048x1280.png 2048w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><figcaption class=\"wp-element-caption\">How a report subscription runs and sends its email.<\/figcaption><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">The email shows a preview of the report with its main numbers. A link opens the full report in Salesforce. If you choose an attachment, the email also carries the data as a file.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Frequency and Time<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">You can choose daily, weekly on chosen days, or monthly on a chosen date. You also pick the hour, based on the subscriber&#8217;s time zone.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Conditions<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Conditions let Salesforce send the email only when something important happens. For example, &#8220;Record Count greater than 20&#8221; or &#8220;Sum of Fee less than 100000&#8221;. If the condition is not met, no email goes out.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Attachments<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">You can attach the report as a formatted Excel file or as a details-only CSV file. Attachments are handy for teams that work in spreadsheets.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Recipients<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">You can add other users, public groups or roles as recipients. To do this, you need the &#8220;Subscribe to Reports: Add Recipients&#8221; permission. Recipients must also have access to the report&#8217;s folder.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Report Subscriptions vs Dashboard Subscriptions<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Both features send scheduled emails, but they work a little differently. The table below compares them.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Feature<\/th><th>Report subscription<\/th><th>Dashboard subscription<\/th><\/tr><\/thead><tbody><tr><td>What is sent<\/td><td>Report preview, optional file<\/td><td>Image of the dashboard components<\/td><\/tr><tr><td>Conditions<\/td><td>Yes, on summary values<\/td><td>No<\/td><\/tr><tr><td>Attachments<\/td><td>Yes, Excel or CSV<\/td><td>No<\/td><\/tr><tr><td>Refresh<\/td><td>Report runs at send time<\/td><td>Dashboard refreshes at send time<\/td><\/tr><tr><td>Add recipients permission<\/td><td>Subscribe to Reports: Add Recipients<\/td><td>Subscribe to Dashboards: Add Recipients<\/td><\/tr><tr><td>Best for<\/td><td>Detailed lists and alerts<\/td><td>Big picture for leaders<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">When to use which is simple. Use report subscriptions for detailed lists and alerts, and dashboard subscriptions for a quick visual summary.<\/p>\n\n\n\n<figure class=\"wp-block-image aligncenter size-large\"><a href=\"https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-report-subscriptions-dashboards-diagram-2.png\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"640\" src=\"https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-report-subscriptions-dashboards-diagram-2-1024x640.png\" alt=\"Salesforce Report Subscriptions diagram comparing report and dashboard subscriptions\" class=\"wp-image-1291\" srcset=\"https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-report-subscriptions-dashboards-diagram-2-1024x640.png 1024w, https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-report-subscriptions-dashboards-diagram-2-300x188.png 300w, https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-report-subscriptions-dashboards-diagram-2-768x480.png 768w, https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-report-subscriptions-dashboards-diagram-2-1536x960.png 1536w, https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-report-subscriptions-dashboards-diagram-2-2048x1280.png 2048w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><figcaption class=\"wp-element-caption\">Report subscriptions vs dashboard subscriptions.<\/figcaption><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">How to Subscribe to a Report Step by Step<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Let&#8217;s set up Salesforce Report Subscriptions for the Bright Path Tutors Sales Manager. We will use an existing report named &#8220;New Enrolments This Week&#8221;.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open the Reports tab and click the report name.<\/li>\n\n<li>Then click Subscribe at the top right.<\/li>\n\n<li>Set the schedule with the values from the table below.<\/li>\n\n<li>Next, click Edit Recipients and add the Sales Manager role.<\/li>\n\n<li>Finally, click Save.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">The table below shows the settings for this subscription.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Setting<\/th><th>Value<\/th><\/tr><\/thead><tbody><tr><td>Frequency<\/td><td>Weekly<\/td><\/tr><tr><td>Day<\/td><td>Monday<\/td><\/tr><tr><td>Time<\/td><td>8:00 AM<\/td><\/tr><tr><td>Attachment<\/td><td>Formatted report, Excel<\/td><\/tr><tr><td>Recipients<\/td><td>Me, plus the Sales Manager role<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">Every Monday at 8 AM, the Sales Manager now receives the latest enrolments without opening Salesforce.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to Add Conditions<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Now let&#8217;s create an alert that fires only when the support team has too much work. The report &#8220;Open Cases by Owner&#8221; counts all open cases.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open the report and click Subscribe.<\/li>\n\n<li>Set Frequency to Daily and Time to 10:00 AM.<\/li>\n\n<li>Then tick &#8220;Send email only if conditions are met&#8221;.<\/li>\n\n<li>Next, add a condition with Aggregate &#8220;Record Count&#8221;, Operator &#8220;Greater Than&#8221; and Value &#8220;20&#8221;.<\/li>\n\n<li>Choose &#8220;All conditions are met&#8221;.<\/li>\n\n<li>Finally, add the Support Manager as a recipient and click Save.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">Now the Support Manager only gets an email on days when open cases pass 20. On quiet days, the inbox stays clean.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to Subscribe to a Dashboard<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Dashboard subscriptions are even simpler. Let&#8217;s send the &#8220;Sales Overview&#8221; dashboard to the CEO every Friday.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open the Dashboards tab and click &#8220;Sales Overview&#8221;.<\/li>\n\n<li>Then click Subscribe.<\/li>\n\n<li>Set Frequency to Weekly, Day to Friday and Time to 4:00 PM.<\/li>\n\n<li>Next, add the CEO as a recipient.<\/li>\n\n<li>Finally, click Save.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">On Friday at 4 PM, Salesforce refreshes the dashboard and emails a picture of its charts. The CEO can click through to the live dashboard for details.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Who Sees What in a Subscription Email<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">This part of Salesforce Report Subscriptions is important for data security. A subscription runs the report with access rules, so recipients should only get data they may see. Even so, always think before you add a large group of recipients to a report with sensitive fields.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Also check folder access. If a recipient cannot open the report folder, they cannot use the link in the email. Keep subscribed reports in folders shared with the right groups.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Managing and Removing Subscriptions<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">To change a subscription, open the report or dashboard and click Edit Subscription. You can change the time, conditions or recipients. To stop it, click Unsubscribe in the same window.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Salesforce limits how many Salesforce Report Subscriptions each user can have. So review old subscriptions regularly and remove those nobody reads. As an admin, you can also check scheduled jobs in Setup &gt; Environments &gt; Jobs &gt; Scheduled Jobs.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Common Mistakes with Salesforce Report Subscriptions<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Sending daily emails that nobody reads. People start ignoring all Salesforce emails.<\/li>\n\n<li>Forgetting folder access, so recipients see an email but cannot open the report.<\/li>\n\n<li>Missing the Add Recipients permission, which keeps the recipient list locked.<\/li>\n\n<li>Setting conditions on the wrong summary field, so alerts never fire.<\/li>\n\n<li>Subscribing everyone to large reports with sensitive data.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Best Practices for Salesforce Report Subscriptions<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use conditions for alerts, so emails arrive only when someone must act.<\/li>\n\n<li>Pick a sensible time, such as early morning before meetings.<\/li>\n\n<li>Keep subscribed reports small and focused on one question.<\/li>\n\n<li>Share subscription reports in folders that match the recipients.<\/li>\n\n<li>Review subscriptions every quarter and remove unused ones.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Practice Task<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Create a report of courses starting in the next 7 days. Subscribe to it daily at 9 AM, but only when the record count is greater than 0. Hint: use a Start Date filter of &#8220;Next 7 Days&#8221; and a Record Count condition.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Most Asked Interview Questions on Salesforce Report Subscriptions<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Interviewers like Salesforce Report Subscriptions because the topic shows you think about real users. These are the questions they ask most.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Basic Questions on Salesforce Report Subscriptions<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Q1. What is a report subscription?<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It is a schedule that runs a report and emails the results to you and other recipients. It can run daily, weekly or monthly at a chosen time.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Q2. What is the difference between report and dashboard subscriptions?<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A report subscription sends a report preview and can attach Excel or CSV files. It also supports conditions. A dashboard subscription sends an image of the dashboard charts, without conditions or attachments.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Q3. What permission do you need to add other recipients?<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For reports, you need &#8220;Subscribe to Reports: Add Recipients&#8221;. For dashboards, you need &#8220;Subscribe to Dashboards: Add Recipients&#8221;.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Q4. Can a subscription send the report as a file?<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Yes. You can attach the report as a formatted Excel file or as a details-only CSV file.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Practical Questions on Salesforce Report Subscriptions<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Q5. How do you send an email only when a number crosses a limit?<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Use conditions in the subscription. For example, set Record Count greater than 20. Salesforce then sends the email only when the condition is true.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Q6. A recipient gets the email but cannot open the report. Why?<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Usually the recipient has no access to the report&#8217;s folder. Share the folder with that user, group or role, and the link will work.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Q7. Where can an admin see scheduled report jobs?<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In Setup &gt; Environments &gt; Jobs &gt; Scheduled Jobs. It lists scheduled reports, dashboards and other jobs with their next run time.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Q8. When would you not use a subscription?<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Avoid it when users need real-time data every minute, such as a live support queue. In that case, a dashboard on the home page or a list view works better.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Official Resources<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/help.salesforce.com\/s\/articleView?id=sf.reports_subscribe_lex.htm&amp;type=5\" target=\"_blank\" rel=\"noopener noreferrer\">Subscribe to Get Report Notifications (Salesforce Help)<\/a><\/li>\n\n<li><a href=\"https:\/\/help.salesforce.com\/s\/articleView?id=sf.dashboards_subscribe_lex.htm&amp;type=5\" target=\"_blank\" rel=\"noopener noreferrer\">Subscribe to Dashboards (Salesforce Help)<\/a><\/li>\n\n<li><a href=\"https:\/\/trailhead.salesforce.com\/content\/learn\/modules\/lex_implementation_reports_dashboards\" target=\"_blank\" rel=\"noopener noreferrer\">Trailhead: Reports and Dashboards for Lightning Experience<\/a><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Quick Recap<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Salesforce Report Subscriptions email reports on a daily, weekly or monthly schedule.<\/li>\n\n<li>Conditions send emails only when numbers cross a limit.<\/li>\n\n<li>Reports can include Excel or CSV attachments, while dashboards send a picture.<\/li>\n\n<li>Adding recipients needs special permissions and folder access.<\/li>\n\n<li>Review subscriptions often so emails stay useful.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">What&#8217;s Next?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Subscriptions deliver reports, but the reports themselves can show more. Next, learn <a href=\"https:\/\/swapnilzambare.com\/blog\/salesforce-conditional-formatting-row-level-formulas\/\">Salesforce conditional formatting and row-level formulas<\/a> to highlight key numbers.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Salesforce Report Subscriptions send a report to your inbox on a schedule, without anyone opening Salesforce. You choose the report, the time and the&hellip;<\/p>\n","protected":false},"author":1,"featured_media":1289,"comment_status":"","ping_status":"","sticky":false,"template":"","format":"standard","meta":{"_swapz_level":"","_swapz_series_part":0,"_swapz_hide_toc":false,"_swapz_hide_featured":false,"_swapz_description":"","footnotes":""},"categories":[8,13],"tags":[15,91,25,7,14],"swapz_series":[],"class_list":["post-1292","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-salesforce","category-salesforce-admin","tag-beginner","tag-interview-questions","tag-reports-and-dashboards","tag-salesforce","tag-salesforce-admin"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.7 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Salesforce Report Subscriptions and Dashboard Emails<\/title>\n<meta name=\"description\" content=\"Salesforce Report Subscriptions explained simply: schedule report and dashboard emails, add conditions and recipients, plus top interview questions.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/swapnilzambare.com\/blog\/salesforce-report-subscriptions-dashboards\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Salesforce Report Subscriptions and Dashboard Emails\" \/>\n<meta property=\"og:description\" content=\"Salesforce Report Subscriptions explained simply: schedule report and dashboard emails, add conditions and recipients, plus top interview questions.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/swapnilzambare.com\/blog\/salesforce-report-subscriptions-dashboards\/\" \/>\n<meta property=\"og:site_name\" content=\"Swapnil Zambare - 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