Product: Omatic Cloud

Description: How to configure a Salesforce Report to use as a data source

Environment: Salesforce

Versions: All


Using Salesforce Reports as a data source is a great way to control exactly which records are retrieved from Salesforce.  You set the report filters, and you can preview the records at any time by running the report. 

Here are a few requirements and recommendations to make sure Omatic Cloud is able to use a report successfully in your integrations:

Salesforce Report Configuration

  1. Types of Reports
    • We recommend using the Contacts and Accounts report type.  If you're trying to use a different report, it will need to provide Contacts or Accounts in the results, since we use those record types in the matching process.
    • The report needs to be in Tabular format, not Summary or Matrix.

  2. Filters
    • The only required filter is a standard date filter, such as the Last Modified Date. 
    • You can apply any other filters to limit your list to just the Contacts you want to retrieve for this business process, such as ensuring an External ID isn't blank, or that other specific qualifiers apply:
    • Run the report to preview and confirm the results are correct before configuring your formula.

  3. Fields
    • Include up to 100 columns that you want to send to the destination. These columns determine what fields are available in your formula mapping:Salesforce Report ColumnsFormula Field Mapping

  4. Location and Access
    • The easiest way to ensure your report is accessible by Omatic Cloud during the formula configuration, is to place it in the Public folder. If the report contains sensitive information that not all Salesforce users should see, you may try storing it in a more secure folder.

      Verify that the username used to connect Omatic Cloud to Salesforce has full access to the report. This may not be the same username as the user who is creating or running this specific formula.

      Troubleshooting tip: If Omatic Cloud is unable to reach the report in a secured folder, you can temporarily place it in the Public folder while creating the formula. Then move it back to a secured folder after configuration is complete, and the formula will still run.

  5. Record count 
    • Salesforce will only allow up to 2,000 records to be retrieved at one time through the report endpoint. Keep this in mind as you are configuring both your report and the formula. You may find that you need to apply an additional filters or break the process up into separate reports and formulas to capture everyone.

      For example, if I know that my daily "Contacts updated today" report pulls about 3,000 records, I can create two reports divided by Last Name alphabetically (A-L, N-Z).  In Omatic Cloud, I'll just create two copies of the formula, one pointed to each report, and schedule them to run at the end of each day.

Omatic Cloud Formula Configuration

  • Report selection
    • If you do not see your report listed, make sure you've followed the steps above, in "Location and Access".

  • Field mapping
    • Map all of the data fields you want to send to your destination from Salesforce.  If you need to add more fields to the report as columns, that's no problem!  After you add the new columns to the report and save it, they will automatically appear in the drop-down next time you work on the formula's field mapping.

  • Scheduling
    • Timing is everything.  You should align your formula's schedule with the date filters you've applied, to ensure Omatic Cloud doesn't retrieve the same data set multiple times.

      For example, if your filter is for all records changed today, you can schedule your formula to run each night. If you don't think a routine schedule will work for your business flow, you can always pause the formula and just use the "Run Once" button to run it on-demand.

      Tip: Until you've confirmed you have the timing between the formula schedule and report date filter aligned, let records stop in the Ready bucket.  Once you know everything is good to go, you can enable the feature to automatically send Ready records to your destination!