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Public FirmWorks Files for Salesforce


File Reporting

Configuration and Setup

All System Administrator based profiles can see the File Report tab after installation. To allow other users to see the tab you will need to assign them the FirmWorks Files Reporting permission set. To assign a permission set please follow the documentation from Salesforce (

Using Select Reports

Start off by clicking the Select Reports button to see some out of box reports based on standard Sales Cloud objects (Accounts, Contacts, and Opportunities).

FirmWorks Files Report Quick Reports

Once the Reports UI is open click the load icon to the left of a report to fill in the criteria in the sections below.

FirmWorks Files Report Quick Report Filters

Clicking Run Report will return results from your org based on the filters established by the Quick Report selected.

FirmWorks Files Report Quick Report Results

From here you can save reports, add/remove filters, change the record to return criteria, and interact with result records.

Saving Reports

There are two buttons on the top right of the Reports section will save the current filters. This will start a save event that will commit the report to the database and make it available in the Quick Reports menu.

  1. Save Report - This will save the report under the existing name. If it is a new report it will ask you to input a name and a report description.

  2. Save As - This will open the UI to save a new report regardless if the report exists or not.

FirmWorks Files Report Quick Report Saving

Adding or Removing Filters

To add a filter to the Selected Object in Step 1, click on the Add a Filter For button on the top right. Once the filter row has been added selected the field from the Field Name selection, choose an Evaluation criteria, and set a value. For more help on supported values click the question mark at the end of the row.

FirmWorks Files Reporting Filters

You can also change the Selected Object by using the Selected Object drop down. This will remove all of the current filters, so make sure to save your changes before modifying the Selected Object.

To remove a filter click the trashcan next to the filter row you wish to remove.

Follow the same steps above to add or remove a filter from the tagged documents section in Step 2.

Advanced Filtering

Filter Sets

Using Filters sets File Reporting can be even more powerful. A Filter Set represents a set of criteria for a single Salesforce objects or File you want to include in your report.

When used in Section 1 of a report a Filter Set will functions as an additional way of grouping filters on a single object. This allow for more comprehensive filtering using AND and/or OR on your chosen object.

When used in Section 2 of a report a Filter Set represents the same thing but there is also another option you can use to track multiple documents as part of a single report. For example, if you wanted to see if an account has both a file tagged as an NDA and a file tagged as an MSA based on a picklist tag field, you would do the following.

First set up a Filter Set where you criteria is Picklist equal to = NDA. Click + Filter Set and add a Second set with the criteria Picklist equal to = MSA. Finally change you operator to And Has. The And Has operator will check for multiple Files for a given object.

FirmWorks Files Reporting Filter Sets And Has

Filter Set Evaluation Pattern

You can use this box in a Filter Set to determine how your logic evaluates. If all teh operators between your criteria are the same you can use the drop down to set the operator. If your logic needs to change between nodes you can type your custom logic in the Filter Set Evaluation Pattern box. Once you type logic in this box the Drop down list will disappear since they are no longer relevant. To get them back remove your custom logic.

FirmWorks Files Reporting Filter Sets Pattern

View Syntax Button

This button can be clicked at any time to show you the current logic you are using in your filter.

FirmWorks Files Reporting Filter Sets View Syntax

If you are using the And Has operator the syntax will show a set of criteria for each Filter Set separated by a comma.

FirmWorks Files Reporting Filter Sets And Has Syntax

Record Return Criteria

FirmWorks Files Reporting Included Records

The buttons in Step 3 will allow you to change the returned record set.

Results Buttons

FirmWorks Files Reporting Results

Scheduling Reports

Basic Scheduling

Scheduling reports will allow a report to be run regularly and post platform event/ To learn more about which Salesforce technology can subscribe to platform events please see the following Salesforce Article,

To start click the Schedule Reports button to access the scheduling UI. This UI will open the scheduling UI for the current report but will also allow you to set Schedules for all the save reports in the org.

FirmWorks Files File Report Scheduling

At this point you can click Create Schedule to generate a scheduled job for the report with the setting you choose. You can generate more than one scheduled job for a report if needed.

Advanced Scheduling

The Advanced button in the scheduling UI allows a user to input their own cron expression or have the choices build one. Once the advanced button is set the cron expression is no longer going to affect the choices (they are greyed out to indicate this)

FirmWorks Files File Report Scheduling

Using Flows to Automate Action From on Scheduled Reports.

Scheduling a File Report results in a Platform event being published for each returned from the report. You can subscribe to these event by using a Platform event triggered flow. To setup a Platform Event Triggered Flow use the Salesforce documentation here When asked which platform event you want to choose select File Report Event as seen below.

FirmWorks Files File Report Scheduling with Flow

The File Report Event allows access to teh follow information fo use with the flow:

FirmWorks Files File Report Scheduling with Flow

These files are available from teh REcord object when using the elements in a flow. Generally, using the Source Id(s) field to get records to update is a good way to go. Some use cases are:

Alternatively you can also use the FIle Report Runner for Records

Creating Custom Reports

Instead of using Quick Reports, a custom report can be created to store reports for specific business needs. To create a new report choose an object from the Select Object section in Step 1. Next add filters to that object and the docmuents you want to see in Step 2 and Step 3, respectively. Then choose which results you want to return in Step 4 and click Run Report.

FirmWorks Files Reporting Custom Report Creation

You can save this report for future use using the same steps in the Saving Reports above.

FirmWorks Files FAQ

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