How do I send report results to non Salesforce users by email?

To send Salesforce report results to non-Salesforce users via email, you can use several methods, including exporting the report and manually sending it, using third-party integration tools, or leveraging Salesforce's native email capabilities. Here’s a detailed guide on these methods:

Method 1: Export and Manually Send the Report

1. Export the Report:

• Run the report in Salesforce.
• Click on the "Export" button.
• Choose the export format (Excel or CSV).
• Save the exported file to your computer.

2. Send the Report via Email:

• Open your email client (e.g., Outlook, Gmail).
• Create a new email.
• Attach the exported report file.
• Enter the recipients' email addresses (non-Salesforce users).
• Add a subject and body content as needed.
• Send the email.

Method 2: Use Third-Party Integration Tools

Several third-party tools can automate the process of sending Salesforce reports to non-Salesforce users. These tools can schedule and send reports directly via email. Some popular tools include:

1. Salesforce AppExchange Apps:

Apps like Report Scheduler or Keen Report Scheduler allow scheduling and emailing reports to any recipients, including non-Salesforce users.

2. Zapier:

• Zapier can connect Salesforce with email services like Gmail or Outlook.
• Create a "Zap" that triggers on a specific schedule or event (e.g., new report generation) and sends the report via email.

Method 3: Use Salesforce Native Email Capabilities

Salesforce has built-in capabilities for sending reports via email, but by default, this is limited to Salesforce users. To extend this capability, you might need to:

1. Create a Public Group with External Email Addresses:

• Create a public group in Salesforce and add non-Salesforce users' email addresses.
• Use this group when scheduling report emails.

2. Schedule and Email Reports:

• Go to the report you want to schedule.
• Click on the "Subscribe" button.

Set the schedule (daily, weekly, etc.).

• Add the public group with external email addresses in the recipient field.
• Configure the email content and frequency.

Save the subscription.

  public class ReportEmailSender {    public void sendReportEmail() {        // Query the report data        List reportData = [SELECT ... FROM ...];                // Convert report data to CSV or HTML format        String reportContent = ...;        // Send email        Messaging.SingleEmailMessage mail = new Messaging.SingleEmailMessage();        mail.setToAddresses(new String[] {'externaluser@example.com'});        mail.setSubject('Report');        mail.setPlainTextBody('Here is the report you requested.');        mail.setHtmlBody(reportContent);        Messaging.sendEmail(new Messaging.SingleEmailMessage[] { mail });    }}

Schedule the Apex Class:

Schedule the Apex class to run at specified intervals using the Salesforce scheduler.

  public class ScheduledReportEmail implements Schedulable {    public void execute(SchedulableContext sc) {        ReportEmailSender sender = new ReportEmailSender();        sender.sendReportEmail();    }}

Set Up the Schedule:

  Use the Salesforce user interface or Apex code to schedule the class.String cronExpression = '0 0 12 * * ?'; // Every day at 12 PMSystem.schedule('Daily Report Email', cronExpression, new ScheduledReportEmail());

Conclusion

Sending Salesforce report results to non-Salesforce users via email can be achieved through manual export and email, third-party tools, or custom Apex solutions. The choice of method depends on the frequency, volume, and level of automation required for your reporting needs.