Salesforce: How to check Schedule Reports

Salesforce.com report allow users to schedule reports run and deliver to their email or a group of users.

It is very simple and with just a few clicks and user can set it up.

This feature only available for user with Scheduled Reports permission enable in their user profile or user with added Permission Set contain Scheduled Reports permission.

But, there is maximum of reports can be scheduled for each organisation depend on their Salesforce edition use, from Professional, Enterprise and Ultimate. For more information on the limitation, look here.

Because of this limitation, system administrator need to know all reports is scheduled. It is very take time if you would like to check each report if you have hundreds or thousands of report in your company. Salesforce profile a simple way to check scheduled reports if you are system administrator or users with permission View Setup and Configuration.

Here we go:

To see all scheduled reports for your organization, click Your Name | Setup | Monitoring | Scheduled Jobs. Please note that in that section you will see all the scheduled jobs (dashboard refresh, data export, etc). However, you can simply create a list view in order to display only jobs where Type EQUALS "Report Run".

The same way you can monitor schedule jobs for: 

• Data Export
• Dashboard Refresh
• Analytic Snapshot
• Scheduled Apex
• Batch Job

You can add in the filter for Next Scheduled Run not equal to <blank> to show only active schedule.

 

Reference: 

• Salesforce1 Reporting Limits Per Edition
• Scheduled Reports Limitations Considerations

Mass add member to Chatter group

Salesforce.com give 5,000 chatter free licenses, it is good for organisation to use Chatter for collaboration as it is free. But, adding hundreds or thousands of user as member into many Chatter group is not fun, if do it manually.

If you are Salesforce admin, here tip to make your life easier :)
You can use Data Loader to mass add member to Chatter group.
1. Open Data Loader and select Insert
2. Select "Show all Salesforce objects"
3. Select "Chatter Group Member"

4. Map "CollaborationGroupId" to Chatter Group Id and MemberId to User Id

Done, easy...?

Chatter: can user delete feed or comment?

Sometimes we need to delete feed or comment post to Chatter, but can user (read: not system administrator) delete it?

Yes, you can delete posts and comments that you made in these areas: on the Chatter feed on your profile, on records you own, and on posts and comments you’ve made in other feeds. Deleted posts or comments will disappear and you can’t restore it (from Recycle Bin). Users with the Modify All Data permission or Moderate Chatter permission can delete all posts and comments.

Here a quick summary:

• User can delete their own post or comment
• User can delete other people post to their feed
• User cannot delete other people feed

But, if you are group owner of a group, you can do more things within the group:

• User can edit group setting
• User can edit group information
• User can edit group description
• User can delete people comment to group
• User cannot delete feed on group change

Extra: use @username to show your post on user feed, even that people is not following you, the followers of that user will see that feed as well.

Salesforce: batch upload Quota in Forecasts (Customizable)

For those using Customizable Forecast, admin can use Apex Data Loader to mass create or update it Quota field in  REVENUEFORECAST object.

Here fields you need to take care when create new quota: "OWNERID","CURRENCYISOCODE","QUOTA","STARTDATE"

• OWNERID, this refer to quota for particular user (sales rep) on specific quarter.
• CURRENCYISOCODE, the currency set for particular record (if you enable multi-currency in your org).
• QUOTA, the amount of quota set for particular record.
• STARTDATE, would be first date for corresponding quarter, example: 1/1/2013, 4/1/2013, 7/1/2013. But  my instances, I am not sure why, I have to put start date 1 quarter after the correct quarter, example: for Q1 2013, I need to put as 1/4/2013, after it created, it will show as 1/1/2013 in query. Anyone has this issue? - This has been resolved, it caused by Time Zone setting in Data Loader, see this blog.
• CLOSED, this field is summary of won amount owned by a user in particular quarter, it is not updated-able.

For Update, it is the same as you update other object, you need to provide Id of Revenue Forecast. Revenue Forecast is not delete-able, you will get this error "entity type cannot be deleted" if you try to delete, usually I just set Quota to 0 and you can skip quota with amount equal to 0 in report.

To run report on quota, select "Customizable Forecasting: Forecast Summary" in report type, then it is  similar with any other Salesforce on the configuration.

Salesforce login parameter

As normal user, we access Salesforce.com from web browser https://login.salesforce.com to access production instance or https://test.salesforce.com to access sandbox instance (if you have any).

But, some organisations need to access Salesforce directly from another application (and not implemented SSO), we can add username and password include as login parameters to direct login to Salesforce, here we go:

https://www.salesforce.com/login.jsp?un=user@email.com&pw=secret

The same applied for sandbox:

https://test.salesforce.com/login.jsp?un=user@email.com&pw=secret

You also can redirect user to a specific record, such as: account, contact or report:

https://test.salesforce.com/login.jsp?un=user@email.com&pw=secret&startURL=/00190000005lXMZ

NOTE: Since your password is in the URL, everyone could see it, so be cautious.

Salesforce Searchable Field

As Salesforce admin, sometimes we confuse when user come to us and ask, why a record not return in search result when I search Phone Number or Email or a custom picklist field.

Here is the guide on searchable field types in using Salesforce global search:

• All custom auto-number fields and custom fields that are set as an external ID field (you don't need to enter leading zeros.)
• All custom fields type: email and phone
• All custom fields type: text, text area, long text area, and rich text area

You see that FORMULA field is not searchable, it make sense because formula field is not stored in database.

When user search for a value, for records contained that value, global search result will include those records, even field contained for the search value is exist in a field that are not visible for that user, because of field-level security setting. Ideally, if user cannot see the value on that field, it should be not search-able for that particular user, vote for this Idea, currently it have only 160 point (9/9/15).

However, not all standard field is searchable, example: for Account only following fields are searchable:

• Account Name
• Account Name (Local)
• Account Number
• Account Site
• Billing Address
• Description
• D-U-N-S Number (This field is only available to organizations that use Data.com Prospector)
• Fax
• Phone
• Shipping Address
• Ticker Symbol
• Website
• All custom auto-number fields and custom fields that are set as an external ID (You don't need to enter leading zeros.)
• All custom fields of type text, text area, long text area, rich text area, email, and phone

For complete searchable fields by object, see this reference below.


Reference:

• Which Fields Are Searchable?
• Searchable Fields: Business Account