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Schedule Reports to be Emailed to External Emails

Whilst scheduling reports is a great introduction to SFDC it would be even more usefull to have the ability to email to external users as you can do with workflow rules.

Would love to be able to schedule reports to be sent to internal non-SFDC users as well as sending customer reports to our customers. I realise that customer reports can be created via the customer portal but automation provides a more efficient service to our customers.

happygirl 11/20/08	Merged Idea originally posted 11/20/08 Scheduled Reports to Non Salesforce Users I love scheduling reports, however how come you can only schedule on the hour and only (1) report per hour. Could this be a little more flexible to include half hour increments and more than (1) report for that hour. Thanks
happygirl 11/20/08	Merged Comment originally posted 11/20/08 I love scheduling reports, however how come you can only schedule on the hour and only (1) report per hour. Could this be a little more flexible to include half hour increments and more than (1) report for that hour. Thanks
Tom_Tobin 11/20/08	Merged Comment originally posted 11/20/08 Double-submission with http://ideas.salesforce.com/article/show/10094159/Scheduled_Reports_to_Non_Sa...
tt 11/20/08	Merged Comment originally posted 11/20/08 The title is about emailing reports to non-salesforce users, but the content is about asking for more slots. Should I merge is with this one: http://ideas.salesforce.com/article/show/10093696/Schedule_Reports_to_be_Emai... Also, on the "number of slots/hr" question, it depends on your edition. Enteprise Edition gets 1/hr, Unlimited gets 2. Professional gets a few a day. Right now, these are the limits because we are seeing demand go up, and we don't have an unlimited number of servers to process them all. We see about 20 a minute going through right now. When that stabilises, we can look at re-evaluating the limits. Until then, protecting the service for everybody is job #1.
happygirl 11/20/08	Merged Comment originally posted 11/20/08 Sure you can merge, thanks
tt 11/20/08	So, there are the big reasons we didn't do external emails are: 1) who can it be sent to? can anybody scheduling put any email address into the to list? only contacts? which contacts? 2) how do you audit which data is sent to who? when sending, how can you check for each email the list of recipients? 3) who can set it up to send to which people? would there be a set of user profiles for different abilities - schedule and send to salesforce, schedule and send to contacts, schedule and send to any email, and then for each feature - dashboards, reports, etc. Right now we make sure that you are a user who can see the report - that way we know you did have the right to see that data when the report was sent to you. If you change visibility on the folder, the email distribution list is re-checked against the folder the next time we send an email. Also, currently, since portal users are users, you can send to them. Who do you want to send to externally and why?
happygirl 11/21/08	tt Great Post! Love it Here is my business case. We have two audiences our Customers Salesforce Users and our Brokers (both not using Salesforce let's say). I would like to be able to send it to Contacts not just random emails so you can track the report was sent. Maybe you would have a related list called Report History which would track reports that are sent, maybe for scheduled reports it would not keep adding to the history but just have a record that it is being sent daily at 2:00 PM to that specific record. As far as who can do what I like the checkbox on either the User Record or Profile Record Allow Report Scheduling because I would want to limit that feature. As always I am happy just to have the function and I think it was a GREAT place to start, however now we want more. I also looked into Conga Merge in the meantime and absolutely love them because you can merge to excel, etc. However, it is so hard to justify the cost in some cases. We are a fairly small company. With that being said though for larger companies Conga is a great solution and fairly inexpensive if you are doing a great deal of reports.
happygirl 11/21/08	tt Great Post! Love it Here is my business case. We have two audiences our Customers Salesforce Users and our Brokers (both not using Salesforce let's say). I would like to be able to send it to Contacts not just random emails so you can track the report was sent. Maybe you would have a related list called Report History which would track reports that are sent, maybe for scheduled reports it would not keep adding to the history but just have a record that it is being sent daily at 2:00 PM to that specific record. As far as who can do what I like the checkbox on either the User Record or Profile Record Allow Report Scheduling because I would want to limit that feature. As always I am happy just to have the function and I think it was a GREAT place to start, however now we want more. I also looked into Conga Merge in the meantime and absolutely love them because you can merge to excel, etc. However, it is so hard to justify the cost in some cases. We are a fairly small company. With that being said though for larger companies Conga is a great solution and fairly inexpensive if you are doing a great deal of reports.
goforcego 11/26/08	Send e-mails initially just to contacts if anything else is complicated. Having said that, workflow rules allow including just any email without audit trail.
tt 11/26/08	Well, in a lot of businesses, they want to make sure no-one is sending chunks of data to customers, partners, or competitors. So making sure, for instance, that your corporate sales dashboard is not sent to a partner who works with the competition, or to a random external email might be important. This is more than workflow where to action it, they have to do something, and even seeing one record will not let you see a picture of the business as a whole.
bk08ppd 12/31/08	I have sales managers that have several districts and they email the entire report to all of their contacts after they export it into an Excel. When using Documents it actually gives you an option to email it to all of the contacts you have in your system. It would make sense to me to have that option on reports as well and then you can decide whether or not send the entire report or not....This would be a great addition to the system.
ryanj 3:40pm	I work for a relatively large company in which other departments use data from salesforce for reporting, etc. We currently have a scheduled report that needs to be sent to someone within the company who is not a user. I have to send the report to myself and forward it every time. If we were able to include any e-mail it would be very helpful. We would then be able to use the feature a bit more... and more effectively as well. As far as securing our data, in our case only administrators have the ability to set up scheduled reports because of the limitations. Therefore, we would be able to control who the e-mails were being sent to. This seems more like a process issue that each organization could control on their own. Currently, any user can run a report and send it to whoever they want, I am not sure why scheduled reports would need to be controlled more stringently.

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