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Once your reports work, put them where your team can find them, and let Salesforce send them on a schedule. Use this page to share reports and dashboards through folders, subscribe yourself and your team, set conditions so you’re alerted only when something needs attention, and export results.

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User Permissions Needed

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Share Reports with Folders

Reports in your private folder are visible only to you. To share a report, save it, or move it, into a shared folder. Folders can be shared with users, roles, and public groups, with View, Edit, or Manage access. A useful setup for field teams: Sharing a folder doesn’t change what records people can see. Each person sees only the FieldKo records their access allows, unless a dashboard runs as a specified user. See Share Report and Dashboard Folders in Lightning Experience in Salesforce Help. If you can’t create folders, ask your admin, who can follow Report Folders, Sharing, and Custom Report Types.

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Subscribe to a Report

A subscription emails a report’s results on a schedule, such as every Monday at 7 AM before your team meeting:
  1. Open the report, and then click Subscribe.
  2. Choose the frequency, the day, and the time.
  3. Optional: Click Edit Recipients to add other people or groups.
  4. Optional: Add conditions, described in the next section.
  5. Click Save.
To learn more, see Subscribe to Get Report Notifications in Salesforce Help.
Recipients see the results as the subscription’s running user sees them, which is you unless you choose otherwise. If you add reps as recipients, they can see every store and order in your results. For a report that shows each rep only their own data, ask each rep to subscribe themselves.

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Get Alerts with Conditions

Conditions turn a subscription into an alert: Salesforce checks the report on schedule and emails only when the conditions are met. Conditions use the report’s summary values, so build the summary first.

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Subscribe to a Dashboard

Open the dashboard, click Subscribe, and choose the schedule and recipients. Subscribers get an email with an image of the dashboard and a link to open it. The dashboard refreshes before it’s sent. See Subscribe to Get Dashboard Notifications in Salesforce Help.

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Export Report Results

To work with results in a spreadsheet, open the report, click the arrow next to Edit, and then click Export:
  • Formatted Report keeps the groupings and summaries, as an Excel file.
  • Details Only exports every row, as an Excel or CSV file, for further analysis.
Photos in the Picture column don’t export as images. To export photos and large volumes of FieldKo data, see Export FieldKo Data and Photos. Exports contain customer data, so store and delete them according to your company’s policy.

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See Also

Last modified on October 20, 2026