Running Reports on Behalf of Named User(s)
In cases where a standard report used by many people is configured to return only the items visible to each person, organizations with Salesforce Enterprise and Unlimited editions may utilize Salesforce Workflow components to run the report under the authority of named Users, so that the reports reflect only the content they need, or are authorized to see.
In the following example, it is assumed the Organization has implemented the Private sharing model, where users can view only records they own.
The Scenario: Each Monday morning, a Regional Manager with responsibility for the Southwest Region wants to receive a report of all the open leads in her region. To reinforce the need for timely follow-up, she wants each of her four account executives to receive a similar report limited to the open leads from each of their respective Territories.
To enable this, a public report titled “Open Leads” is configured with the standard filter “My Team’s Open Leads”. When the Regional Manager runs the report using Salesforce, she sees all open leads from across the Region. When an individual Account Executive runs the same report, he sees only the leads in his territory.
The key to this solution adds to the standard Conga Courier configuration:
- a Salesforce Workflow Rule, and
- a separate Salesforce Outbound Message record for the Regional Manager and each Account Executive
The Workflow Rule monitors the Conga Courier Schedule for a condition triggered by its scheduled execution (Workflow Trigger). When this condition is detected, the Workflow Rule triggers each of the Outbound Messages.
The Outbound Messages provide Conga Courier with the information needed for its generation of the report on behalf of each of the five individuals. The resulting reports are delivered via email.
Navigate to the Advanced Section on the new Courier Schedule record, and set the “Run As” value to “User to Send As” from Outbound Message.
Choose “User to Send As…” for the Recipient Source field. This will limit distribution to the same Salesforce Users, just as if they were each running the report manually. This will be handled via Outbound Message records.
Save the Schedule, then select the desired report.
Take note of the Schedule Name (assigned automatically), or select and copy it to the clipboard for use in the following step.
For purposes of this example, we’ll use the Schedule Name CS-000106.
New Workflow Rule: Monitor a Courier Schedule
To access Salesforce Workflow Rules, click the link on the Schedule titled View Workflow Rules.
Click New to create a new Workflow Rule.
For “Select object,” choose “Courier Schedule”
For Rule Name, we suggest “Monitor” plus the Schedule Name (e.g. “Monitor CS-000106”):
Under Evaluation Criteria, choose the radio button for “Every time a record is created or edited”
In the Rule Criteria section, set each of the three fields as shown in the example.
- Schedule Name = CS-000106
- Enabled = True
- Workflow Trigger = True
Specify Workflow Actions
From the next Screen, click Add Workflow Action and choose “New Outbound Message”
Complete the New Outbound Message as shown in this example. For the Name, we suggest “Run as” with the name of the first Account Exec.
- The Endpoint URL must be exactly as specified below:
- Select the name of the first Account Exec in the User to send as field
- Include Session ID - checked
Salesforce returns to the Workflow rule. An additional Outbound Message is required for each of the other desired recipients.
Click the highlighted link to open the Outbound Message just created…
…and click Clone to create another one. Repeat the process for each of the other intended recipients.
Outbound Message records created for use with Conga Courier can be used by multiple Workflow Rules. There will never be a need for more than one for each User in your organization.
When all Outbound Message Records have been saved, return to the Workflow Rule and click Activate.
Conga Courier Advanced Setup is now complete.