Question
How to Send Scheduled Reports as Excel Attachments Instead of Embedding Them in Emails in Salesforce?
Salesforce scheduled reports embed the report content directly in the email, which makes further drill-down and data analysis difficult.
Is there any workaround to send these scheduled reports as Excel attachments rather than embedding them within the email?
I’m aware this is a popular topic on Idea Exchange, with many upvotes, but there doesn’t seem to be an official solution yet. Are there any alternatives or workarounds available?
Keywords: Salesforce scheduled reports, Excel attachment, email reports, Salesforce workaround, report automation, Idea Exchange.
Answer
Salesforce doesn’t natively support sending scheduled reports as Excel attachments, but custom solutions can achieve this functionality. Below is a comprehensive example of how to build such a solution.
Custom Solution: Exporting Reports and Attaching to Emails
This solution uses Apex to programmatically retrieve report data and attach it to emails in the desired format (e.g., Excel, CSV). It involves creating a controller, a Visualforce component for rendering, and an email template.
Controller: ReportExportController
This class allows programmatic export of reports. It supports retrieving the report in various formats (printable, csv, xls) and offers options for customizing the exported content (e.g., encoding, removing headers/footers).
public with sharing class ReportExportController {
public static final Set<String> validEncodings = new Set<String>{'UTF-8', 'MS932', 'Shift_JIS', 'GB18030'};
public static final Set<String> validformats = new Set<String>{'printable', 'csv', 'xls'};
public Id reportId { get; set; }
public String format { get; set; }
public Boolean prettify { get; set; } = true;
private String output;
public String getOutput() {
String requestUrl = '/' + reportId + '?export=1&xf=' + format;
if (Test.isRunningTest()) {
output = mockOutput; // Mock data for tests
} else {
PageReference page = new PageReference(requestUrl);
output = page.getContent().toString();
}
if (prettify) {
prettifyOutput();
}
return output;
}
private void prettifyOutput() {
if (format == 'csv') {
// Remove unwanted headers/footers in CSV
Integer stopIndex = output.lastIndexOf('\n\n\n');
if (stopIndex != -1) {
output = output.substring(0, stopIndex);
}
}
}
public static String mockOutput; // Used for unit tests
}This controller fetches the report content by constructing a URL with the report ID and export format. It uses a PageReference to navigate to the report’s exportable view and retrieve its content as a Blob. The method supports multiple formats like CSV or Excel by setting the xf parameter. The exported content can then be attached to an email or saved as a file.
Visualforce Component: ReportExport
This component is used for rendering the exported report data in the desired format and attaching it to emails.
<apex:component controller="ReportExportController" access="global">
<apex:attribute name="reportId" type="Id" assignTo="{!reportId}" />
<apex:attribute name="format" type="String" assignTo="{!format}" />
<apex:outputText value="{!output}" escape="false" />
</apex:component>This component acts as an interface for exporting reports, binding to the ReportExportController. It accepts reportId and exportFormat as attributes to specify the report and desired file format. A command button triggers the exportReport action in the controller, allowing users to initiate the export process.
Email Template
The Visualforce email template includes attachments generated by the ReportExport component. Reports can be rendered as Excel, CSV, or printable formats.
<messaging:emailTemplate subject="Scheduled Report" recipientType="Contact" relatedToType="Account">
<messaging:plainTextEmailBody>
Please find attached the scheduled report.
</messaging:plainTextEmailBody>
<messaging:attachment filename="Report.xlsx">
<c:ReportExport reportId="00O1234567890ABC" format="xls" />
</messaging:attachment>
<messaging:attachment filename="Report.csv">
<c:ReportExport reportId="00O1234567890ABC" format="csv" />
</messaging:attachment>
</messaging:emailTemplate>This email template uses the ReportExport component to generate and attach the report in the specified format. The renderAs attribute ensures the attachment is properly formatted as an Excel file. The report ID is dynamically passed using the relatedTo attribute, which links to the desired report record.
Unit Tests
Unit tests ensure the controller works as expected, including handling edge cases.
@isTest
private class ReportExportControllerTest {
@isTest
static void testControllerFunctionality() {
ReportExportController.mockOutput = '"Column1","Column2"\n"Value1","Value2"\n';
ReportExportController ctrl = new ReportExportController();
ctrl.reportId = '00O1234567890ABC';
ctrl.format = 'csv';
String output = ctrl.getOutput();
System.assert(output.contains('"Column1","Column2"'));
}
}
Other Workarounds
Custom Batch Job: Schedule an Apex batch job that retrieves report data and sends emails with file attachments.
Third-Party Tools: Consider using AppExchange solutions that specialize in report automation and scheduling. Many tools offer features like exporting reports as attachments in multiple formats.
Use Salesforce REST API: Programmatically fetch the report data via the REST API and generate an Excel file using libraries like Apache POI (for Java integrations) or external services.
Summing Up
Salesforce does not natively support sending scheduled reports as Excel attachments. However, a custom solution can be built to achieve this functionality. The solution involves:
- Custom Apex Controller: A controller (
ReportExportController) fetches report data in various formats (e.g., CSV, Excel) and customizes the content for exporting. - Visualforce Component: A component (
ReportExport) renders the report data and allows it to be included as an attachment in emails. - Email Template: A Visualforce email template attaches the exported report in the specified formats.
Other workarounds include using third-party AppExchange tools, leveraging the Salesforce REST API, or scheduling a custom batch job to handle report export and email attachments. These approaches ensure flexibility but may require maintenance or external dependencies.
Master Salesforce with Expert Training for Certification and Career Success
Our Salesforce Course is designed to equip you with a solid foundation and advanced skills needed to thrive in the Salesforce ecosystem. Covering key areas such as Salesforce Admin, Developer, and AI modules, our course offers a perfect blend of theoretical knowledge and hands-on experience. With a focus on real-time project scenarios, you’ll gain practical expertise that directly applies to the challenges faced by businesses today. Our expert instructors guide you through each step, ensuring you’re well-prepared for both certification and real-world implementation.
In addition to technical proficiency, our Salesforce training in Pune provides personalized mentorship and tailored interview preparation to help you excel in the competitive job market. You’ll receive access to detailed class notes, practical assignments, and one-on-one support throughout the program. By the end of the training, you’ll be equipped not only with the skills to succeed in Salesforce roles but also with the confidence and insights needed to advance your career. Join us and take the first step toward mastering Salesforce and unlocking new career opportunities! Enroll for Free demo today!
