The Last Activity Date report allows you to report on Dashboards, Email Templates, Reports, and Objects last usage. This can help you clean up your org of all of those things that exist in your org that are not being utilized.
On the first tab you will select which metadata you'd like to report on. You have options when choosing which records you'd like to pull into the report. You can choose all records, records by name, records with a filter, SOQL filter, or a random set. Whenever you make a selection for a particular object, or report, dashboard, or email template, the name will be bolded. This lets you know which ones you've selected to appear on the Display Report tab.
You can choose to preview the report by highlighting one of the objects, assets and navigating to the Preview Report tab. If you've never run this report before, the report will be color coded with default activity values. These default values are anything older than 4 years is considered low activity, older than 2 years is medium activity, and anything between today and 2 years is high activity. Dashboards, Email Templates, and Reports will have a first activity date, which is the date they are created, and a last activity date, which is based on the last time they were run. Objects you choose for the report will be based on the individual records and the last time they were edited. When you right click the results, you have options.
If you'd like to view all of your selected assets from the first tab, navigate to the Display Report tab. On this tab, the options present in the right-click on the preview report tab are now radio buttons.
Some options you have on this report are Manage Activity, Mark Obsolete, and Smart Deploy. Manage Activity allows you to customize the color coding of the report by changing what is considered low, medium, and high activity.
Mark obsolete will show reports or dashboards that can't be edited or run because they refer to missing fields.
Smart deploy allows you to create and deploy a delete job list of everything in red.
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The Metazoa Snapshot Last Activity Date Report is a powerful tool that provides insight into dashboards, email templates, and the report object. This document provides an overview of the features and functionalities of this report.
Purpose
The Last Activity Date Report allows you to identify which reports are stale or outdated, which dashboards have not been refreshed, and which email templates aren't being used. By providing a comprehensive view of your Salesforce reports' usage, you can declutter your organization and increase efficiency.
Usage
Record Selection
- You can select records either by name or with a filter.
- For a comprehensive view, you may want to select all records.
Report Preview
- When you preview the report, you will see all of the different reports, their IDs, the folder they are located in, their associated namespace, who created and modified them, the date of creation and modification, and the last run date.
Activity Dates
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The report calculates the first activity date and the last activity date for each report.
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The first activity date indicates when the report was first created or used, and the last activity date indicates when the report was last run.
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This feature helps you identify the utilization of each report and allows you to identify reports that are not being used.
Report Selection
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As you select the objects to be included in the report, they will turn to bold.
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You can include dashboards in the report as well.
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The report will then display the selected object dashboard and object report.
Report Export
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The final report can be exported for further analysis or record keeping.
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You can schedule these reports to be sent out in an email, saved to a Content folder, or take other actions as per your requirements.
Conclusion
The Metazoa Snapshot Last Activity Date Report is a powerful tool for managing the usage of reports in your organization. By providing you with detailed insights into report usage, it helps you keep your Salesforce environment clean and efficient.