Making Reports Accessible in the Sharing Portal
If you want to make reports available in the sharing portal, and there isn't a 'reporting' menu item in your sharing portal - you'll need to request to have Reporting Activated for your partner portal.
Just open a support ticket with the subject "Enable Reporting in Sharing Portal".
Be sure to indicate if you wish reports to be made accessible to Partner Staff, Volunteer Leaders, or both.
Once reporting has been enabled, you'll need to use the CMS to determine which folder(s) you want to make available to your partners and which folder(s) you want to make available to your Volunteer Leaders. Make sure to create at least one sharing portal compatible report (see below) to put in the folders you make accessible. This article will show you how to do this!
Reporting appears in the AddOns Menu in the CMS
Once reporting has been enabled for your sharing portal, you'll see a new item in the AddOns menu of your CMS: "Reports Settings", Select this menu item to define which report folder(s) you want to make accessible to your partners.
Select Report Folder(s) for Partners and for Volunteer Leaders
Select "Yes" for the folder(s) you wish to make available for partner staff. Select "Yes" for the folders you wish to make available for Volunteer Leaders. (You'll have to create the folders and reports you wish to share). It's up to you if you wish to give different folders and reports to Volunteer leaders than you make available to Partner Staff.
Then click Save Settings to Save your choice.
Partners and Volunteer Leaders will see this in their sharing portal
The folder or folders you have designated to show up, will show up in the left menu. Partners will only see the folders designated for partners -=- Volunteer Leaders will only see the folders designated for VLs.
Typically you'll want to place all your partner reports in one folder (its easier that way). So pick one folder for your reports.
Make sure that there are no reports in this folder that you do not want to make accessible to partners.
Note: The archival folders "Reports for Nonprofit Partners" and/or "Partner Reports" are from HOC 2.0, and those archival reports in those folders do not all work in the sharing portal. There is a folder called "HOC Sharing Portal Reports" which DOES have starter reports that work in the sharing portal. (If you do not have HOC Sharing Portal Reports installed in your older instance of SF, open a support ticket and ask for this folder of reports to be installed for you.)
Partners will only see data in the report that is shared with their organization. They will not see all the data you see in the back end of the site when you view the report. However:
If a contact has been given access to manage more than one organization in the sharing portal, reports will contain information from ALL the organizations they have access to. They will have to further filter reports if they only wish to see information for one of the managing organizations they are managing.
What reports can be shared to partners
Not every report you can create in Salesforce can be shared in the partner portal. Here's the requirements for a report that will run in the sharing portal:
The report must contain at least one of these objects:
- Volunteer Opportunity
Don't use a custom report type that doesn't include a field indicating who the opportunity's managing organization is, or a lookup to the Volunteer Opportunity. The best report types to use are ones with report types starting with the letter "HOC". (These are unmanaged reports and you can add additional fields to them if desired.
Note: The custom report type "Contacts and Connections" will NOT work in the partner portal, because it does not contain the necessary field to lookup the volunteer opportunity from the Connection Record."
All records in the report must include one of these objects:
- A report on contacts with or without connections won't run, because it can't display contacts that do not have connections
- A report on Contacts WITH connections however, will run fine.
Report Type should be either Tabular or Summary
- Matrix Reports are possible but can be awkward to view in the portal, use sparingly and preview them to see if this is the best way to present information.
- Tabular Reports will support filtering of the report data
- Summary and Matrix Reports will group data as it does in Salesforce but data cannot be filtered witin the report itself.
Report won't run?
- Make sure the report includes the Managing Organization Name or ID for every record in the report. (It can be in a column in the report, or in the record types available fields.
Reports can be exported by the partner as .csv or excel files.
Tips for making reports clear and useful for your partners.:
- Make sure a report you create Is compatible and runs successfully in the sharing portal (don't assume that your existing reports from 2.0 are good. Audit your reports and make sure they produce meaningful results for your partners.
- Make sure each report has a 'description' so partners know what the reports will do for them.
- Don't bog partners down with too many reports. Give them a short list of reports that bring value to them.
- Remove record IDs from your partner shared reports -- the ID fields won't mean much to your partners (since they are not actually working in Salesforce -- and reports in the sharing portal do not have hyperlinks. So an occurrence ID like OC-13543 is pretty useless information and shouldn't be included in your partner reports.
- Don't enable reporting in your partner portal until you have created one or more reports that are needed and useful to your partners. Some organizations have no need for partners to have reports - so don't just turn it on for the sake of having it. Determine the reporting needs first!
What reports can be shared to Volunteer Leaders
What records a Volunteer Leader should be able to see are different than those a partner would see. Volunteer Leaders only see records associated with an occurrence where they have a connection where they are designated with the role 'Volunteer Leader".
Every record in the report must contain a connection:
It can also include Volunteer Opportunities, Occurrences or anything else related to connections - as long as all the data returned includes a connection.
- do not use a report type that says 'with or without connections"
Report Type should be either Tabular or Summary
•Matrix Reports are possible but can be awkward to view in the portal, use sparingly and preview them to see if this is the best way to present information.
•Tabular Reports will support filtering of the report data
•Summary and Matrix Reports will group data as it does in Salesforce but data cannot be filtered witin the report itself.
Reports can be exported by the Volunteer Leader as .csv or excel files.