Requires Report Sender Premium

Explicitly catered to our power users, dynamic filtering streamlines the reporting process while saving you and your team dozens of hours. If you find yourself duplicating the same report repeatedly just to change one filter and schedule it, dynamic filtering may save you time and simplify your report administration. Because nobody wants to get a request to add one column and realize they now have to update 150 reports that they cloned.

Follow our installation guide to get Report Sender working in sandbox or production. We recommend starting in a sandbox to try things out. Sandboxes are also great if you're a Report Sender user past your trial period because you can try the Premium features there anytime. New installs in production or developer orgs get a 30-day trial of the Premium edition.

To set up a dynamic filter, you start with a source report with a filter that Report Sender will update for each recipient. As you can see in the report below, we have filtered down to a few customer support reps by Contact Name. Then, you choose the recipients. These can be from any object in Salesforce, so you can filter based on Leads, Contacts, Accounts, etc., or any custom object. The recipient should have the field you want to use in the filter and an email field (or a text field with comma-separated emails). However, you can also type in custom values for the email or filter if needed.

Note: Dynamic filters currently support text, lookup, and ID fields as filters.

Now that you have a report set up, you can create your filtered Report Schedule. From the Report Sender tab, start as you usually would by clicking "New Schedule." To enable Dynamic Filtering, click the "Filter report dynamically" checkbox and choose the appropriate filter from the report.

As you can see in the example above, we are filtering down by the Contact Name since that is the filter we put on the Cases report. After you choose the filter, you can add recipients individually or in bulk.

Click the Add Multiple button to query recipients based on any object you want. Choose the Object, in our case, the Contact. Then choose the Email field, which, in this case, is just the standard Email field. Lastly, select the Filter field, which in this case is the full name. This generated a SOQL query that displayed all Contacts, which allowed us to choose the exact Contacts from the report who need a custom report. A properly configured filtered schedule would look like the image below.

Adding a single recipient works very similarly to adding multiple, but you can do one extra thing here. You can add custom values for any of the fields. To add a single recipient click the Add Recipient box and fill out the three fields. To add a custom value to any field, type in whatever you want and select Use "my value" as a custom value.

To edit a recipient, click the action menu on the right side of the recipient list and click Edit.

You may be thinking, "This is all well and good, but how do I test it to be sure it works?" After all, you would want to confirm that Andy is getting Andy's cases, not Stella's. We've thought of that, so we've added the preview option. Located right at the bottom of the page, you can type in any email you want and choose which recipient you want to preview.

As many long-time Report Sender users know, on the list of schedules on the Report Sender tab you can click Send Now instead of waiting for the scheduled time. For filtered reports, this will send the report to all recipients in the list.

But what if you only need to send it to Andy? To do that, edit the schedule and click the action menu on the right side of the recipient list. There, you'll find the Send Now link to send just one copy of the report. This is helpful if you just added someone to the schedule or there was an error with their report.

In the Premium version, we've also included a Lightning Component to add to any record page. The component allows you to manage any report schedule where the record is listed as a recipient. These schedules only show for dynamically filtered Report Schedules. Learn about it here.