> ## Documentation Index
> Fetch the complete documentation index at: https://support.fieldko.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Dashboard Running Users and Reporting Snapshots

> Choose dashboard running users for managers and reps, keep dashboards working in the FieldKo Atlas app, and track KPIs over time with reporting snapshots.

Every Salesforce dashboard runs as a user, and that user decides which records the dashboard shows. This matters more with FieldKo, because reps open dashboards in the FieldKo Atlas app and see exactly what the running user sees. This page explains how to choose running users, and how to use reporting snapshots to keep a weekly history of KPIs such as coverage, which standard reports can't show.

## User Permissions Needed

| To do this | You need |
| - | - |
| Set a dashboard's running user to another user | View All Data, or Manage Dashboards in Public Folders (depending on your org's settings) |
| Create reporting snapshots | Manage Reporting Snapshots, Create and Customize Reports |
| Create the snapshot's target object | Customize Application |

## Choose a Running User

On each dashboard, choose who it runs as in the dashboard's properties, under **View Dashboard As**.

| Option | What Viewers See | Use It For |
| - | - | - |
| **Me** or **Another person** | The data that one user can see, for everyone who opens the dashboard | Team and region dashboards for managers. Choose a manager or a dedicated reporting user who can see the whole team. |
| **The dashboard viewer** (dynamic dashboard) | Each viewer's own data | Rep dashboards, so each rep sees only their own visits and results |

If you choose a fixed running user for a dashboard that reps open, every rep sees that user's data, such as the whole team's results. Check that this is what you want before you share the folder with reps.

Dynamic dashboards, and how many your org can have, depend on your Salesforce edition. If the option isn't available, check your Salesforce contract or ask your Salesforce account executive. See [Salesforce Editions](https://help.salesforce.com/s/articleView?id=sf.overview_edition.htm\&type=5) in Salesforce Help.

## Dashboards in the FieldKo Atlas App

When reps open a dashboard in the app, it behaves like this:

* The list shows the dashboards in folders the rep can view. See [Report Folders, Sharing, and Custom Report Types](/platform/reports/folders-and-report-types).
* The header shows when the dashboard was last refreshed and **Viewing as** with the running user's name.
* A refresh needs a connection, and Salesforce allows 1 refresh per dashboard per minute. Offline, reps see the data from the last time they opened the dashboard online.
* The app shows donut, pie, bar, column, line, gauge, metric, and table components. Other components show "This component is currently not supported." Build rep dashboards from the supported types.

For what reps see, see [View Dashboards](/field-work/dashboards).

<Warning>
  A dashboard stops refreshing if its running user is deactivated, and reps see Salesforce's error message in the app. Before you deactivate a manager or reporting user, find the dashboards they run, and change the running user to an active user.
</Warning>

To find them, check **View Dashboard As** in the properties of each dashboard in your shared folders, and the **Running User** of each reporting snapshot. Include this check in your offboarding steps. See [Remove a Rep's Access](/platform/day-to-day/remove-a-rep).

## Track KPIs Over Time with Reporting Snapshots

A report shows the data as it is now. To compare this week's coverage with last month's, or to chart call compliance per week across a year, save a summary of the report on a schedule. A reporting snapshot runs a source report on a schedule and saves its rows as records in a custom object, which you then report on like any other object.

This example tracks weekly coverage per rep.

<Steps>
  <Step title="Create the Target Object">
    Create a custom object, such as **Weekly Coverage**, with fields for each value you want to keep: **Rep** (Text), **Week Starting** (Date), **Visits Planned** (Number), and **Visits Completed** (Number). Optional: Add a **Call Compliance** formula field that divides Visits Completed by Visits Planned.
  </Step>

  <Step title="Build the Source Report">
    Create a summary report on visits, filtered to **Planned Start** equals LAST WEEK, and grouped by **Sales Representative**. Add a record count for planned visits. To count completed visits, add a number formula field on Visit that returns 1 when **Status** is Completed, and summarize it. Save the report in an admin-only folder, so nobody changes it by accident.
  </Step>

  <Step title="Create the Snapshot">
    From Setup, in the Quick Find box, enter `Reporting Snapshots`, and then select **Reporting Snapshots**. Click **New Reporting Snapshot**, enter a name, and select a **Running User** who can see every rep's visits, the source report, and the target object. Click **Save**.
  </Step>

  <Step title="Map the Fields">
    In **Field Mappings**, click **Edit**. Choose the grouping level for the rep, and map each summary to a field in the target object. Click **Save**.
  </Step>

  <Step title="Schedule It">
    In **Schedule Reporting Snapshot**, click **Edit**, and then choose a weekly run, such as every Monday morning, after reps have synced the previous week's visits. Click **Save**.
  </Step>
</Steps>

**To confirm:** After the first scheduled run, the target object has one record per rep. Then build a line chart on the target object grouped by **Week Starting**. See [Trend Reports Over Time](/managers/platform/trends).

Keep these points in mind:

* The source report must be a tabular or summary report.
* The snapshot shows the data its running user can see. If that user is deactivated, the snapshot stops running, so use a dedicated reporting user if you can.
* Each run adds records. A weekly snapshot per rep stays small, but daily snapshots per store add up. See [Plan for Data Volume, Storage, and Retention](/platform/data/data-volume).
* Snapshots can't fill in the past. Start them as early as you can.
* Reporting snapshots depend on your Salesforce edition. If you don't see **Reporting Snapshots** in Setup, check your Salesforce contract or ask your Salesforce account executive.

For more about snapshots, see [Report on Historical Data with Reporting Snapshots](https://help.salesforce.com/s/articleView?id=sf.data_about_analytic_snap.htm\&type=5) in Salesforce Help.

## See Also

* [Trend Reports Over Time](/managers/platform/trends)
* [View Dashboards](/field-work/dashboards)
* [Report Folders, Sharing, and Custom Report Types](/platform/reports/folders-and-report-types)
* [Build a Perfect Store Dashboard](/managers/platform/perfect-store-dashboard)


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