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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
Tracking report usage patterns in Salesforce requires access to execution history and user data that’s not easily visible through standard interfaces. You need to identify who’s actually using reports versus who owns them.
Here’s how to extract comprehensive usage analytics including running user information and scheduling details automatically.
Track report usage analytics using Coefficient
Coefficient accesses Report object fields containing execution history and user data through comprehensive object access. You can cross-reference report ownership with actual usage by different users and export detailed analytics to Excel with timestamp tracking in Salesforce .
How to make it work
Step 1. Create comprehensive usage analysis query.
Use: SELECT Id, Name, FolderName, Format, LastRunDate, TimesRun, RunningUser.Name, RunningUser.Email, OwnerId, Owner.Name, Owner.Department, CreatedDate, LastModifiedDate, IsDeleted FROM Report WHERE LastRunDate != NULL ORDER BY LastRunDate DESC, TimesRun DESC. This captures complete usage patterns with user details.
Step 2. Set up automated scheduling for usage monitoring.
Configure weekly or monthly refreshes to monitor report usage patterns over time. This tracks changes in user behavior and identifies trending reports automatically.
Step 3. Use Append New Data for historical usage tracking.
Track usage trends over time by appending new data rather than overwriting. This creates a historical record of how report usage evolves across different users and departments.
Step 4. Apply Formula Auto Fill Down for usage calculations.
Calculate days since last run, usage frequency, and identify unused reports with formulas like: =TODAY()-B2 (where B2 contains LastRunDate). Formulas automatically apply to new data during refresh.
Step 5. Set up dynamic filtering for usage analysis.
Filter to identify unused reports, high-usage reports, or reports accessed by specific users. Use AND/OR logic to analyze usage patterns across different criteria.
Make data-driven decisions about report governance
This provides actionable insights into report utilization, helping identify cleanup opportunities and optimization candidates with automated refresh capabilities. Start tracking your Salesforce report usage analytics automatically.
