DemandTools - ReportEdit

Report Edit is a simple module that provides access to all custom Salesforce reports allowing for some basic operations to be performed en masse:

• Rename Reports
• Update Report Descriptions
• Move to a Different Folder
• Delete Reports

General Information

Criteria can be provided to determine which custom reports to download and display in a grid for manipulation.

Note:  Only users with "Modify All Data" on their Salesforce Profile will be able to use Report Edit due to Salesforce's complex report permission structure.

• Salesforce standard reports are NOT downloaded as they cannot be deleted and the report properties cannot be updated
• Only public custom reports will be downloaded
  • Reports in users private folders (e.g. My Custom Reports) are not accessible
• The columns displayed in the grid are static, and cannot be changed (cannot add or remove columns)

Selecting Reports to Download

As soon as the module is accessed a pop-up window will appear to determine which reports should be downloaded.

• To select all custom reports, leave the default on the right to Use All
• To download a subset of reports, click Use Conditions and create the desired condition based on fields in the Report object
• Click Get Reports in the bottom right to initiate the download
• Conditions can be saved and reloaded using the Load/Save Scenario buttons (bottom left)
• To start a new download click Get Report Data (bottom left)
• To save or load download criteria select the Save/Load Scenario buttons once the results have been displayed to the grid (grid control bottom left).

Note:  Report Edit scenarios CANNOT be scheduled.

Detailed information for creating conditions to download data can be found HERE.

Reviewing Records in the Grid

Once the download is complete the report data will be displayed in the grid.  The columns displayed in the grid are static (cannot add or remove columns) and include:

• Folder:  Name of the folder where the report is stored
  • By default, reports are grouped by this field
• Name:  Name of the report
• Description:  Report description
• Created By/Date:  The user that created the report and the date it was created
• Modified By/Date: The last user that modified the report and when it was modified
• Last Viewed Date/Last Referenced Date/Last Run Date:  These fields are set by Salesforce and can be helpful in determining how often a report is used/reference

• By default, reports will be grouped by Folder, but the grouping can be changed by dragging any column(s) to the top left of the screen
  • Allows updating a specific group of reports (see Manipulating Reports)
• Reports can be sorted by column by clicking on the column header
  • Helpful for date columns where the grouping feature is not beneficial
• Pin Colors specify report characteristics as follows:
  • Red pins  indicate the report is linked to a dashboard and CANNOT be deleted
    • Right clicking anywhere in a row will indicate WHICH dashboard the report is linked to
  • Green pins are stand-alone reports and CAN be deleted or updated
• Right clicking anywhere in a row provides additional details about the report:
  • View Report in SalesForce
    • Brings up the report in the Salesforce User Interface
  • View Report Details
    • Provides some general info about the report based on the meta data
    • Informational ONLY, cannot be updated
  • Linked Dashboard Name (red pins)

Manipulating Reports

Multiple Reports can be updated at once (checkbox to the left), and/or updated individually.

When manipulating a single report DO NOT check the box to the left first.  If a subsequent group operation is done for "checked" records this report will be included in that operation (i.e. Change Directory for Checked Reports or Mark Checked Reports for Deletion).

• The Name and/or Description can be updated by double clicking in the appropriate cell
• Moving reports to another folder
  • To move a single report to a different folder click the folder cell and pick the desired new folder from the dropdown list
  • To move multiple reports to a new folder check the boxes to the left of the reports to be moved and click Change Directory Checked Reports and select a new folder for the reports

Note:  Obsolete reports CANNOT be moved, only deleted.  When attempting to process a move for an obsolete report an error that includes the Report ID will be written to the DemandTools logfile.  Users fill need to locate the Report ID and then pull up the report directly in Salesforce and delete there.

2017-06-02T15:48:40-06:00,Report Edit,"Error Updating Report",Report,,,,,,"Report Id:00O300000013oUAEAY Error:An unexpected error occurred. Please include this ErrorId if you contact support: 718316288-75622 (497108380);"

More information on what makes a report obsolete can be found HERE.

• Deleting reports
  • Check the box to the left of the reports to be deleted and click Mark Checked Reports for Deletion
  • Reports can be deselected for deletion by clicking Unmark Checked Reports for Deletion
• Process proposed changes
  • Reports with proposed changes (name, description or folder changed) will be highlighted in green.  Reports with a proposed folder change will also be displayed under the desired folder.
  • Reports that have been marked for deletion will be highlighted in red
  • To undo ALL changes and reload the current report meta data click Get Report Data
  • Click Update Reports to post the changes to Salesforce

       

Note:  There are NO restore files for changed reports, but deleted reports will go to the recycle bin and can be undeleted manually if needed.