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Access Practice Management - Export the Salesforce Login History report in Access Practice Management

Steps to run and export your Salesforce Login History report, including data retention limits and when to consider additional tooling.

You can use Salesforce's native Login History report to see which users logged in and how often over a defined period. Follow these steps to run, review, and export the report.

⚠️Important: Salesforce retains Login History for six months on a rolling basis. This is enforced at the platform level and cannot be extended through org settings, permissions, or admin configuration. Data older than six months is not accessible through Setup. We recommend exporting this report at least every three months to stay comfortably within the retention window.

Before you start

To access Login History, you need one of the following:

  • The System Administrator profile.

  • A permission set that includes View Setup and Configuration and Manage Login Access Policies.

Standard user profiles typically cannot access this page.

Run and export the report

You can run, review, and export the Login History report directly from Salesforce Setup.

  1. Click the gear icon in the top right, then click Setup.

  2. In the Quick Find box, type Login History, then click Login History under Security.

  3. Click the dropdown next to View and select a date range. To set a custom range, click Create New View and enter a start date and end date covering your preferred window.

  4. Review the data on screen: Columns include Username, Login Time, Status, Source IP, Login Type, Browser, and Platform. Scroll through to confirm the date range is correct before exporting.

  5. Click Export File in the top right of the Login History list. This opens the export options screen.

  6. Select your preferred file format, Comma Delimited (CSV) or Excel Format. CSV is recommended if you plan to analyse the data in Excel or Google Sheets.

  7. Click Export Now. For smaller date ranges, the file may download immediately. For larger orgs or longer date ranges, Salesforce processes the export as a background job and emails you a download link when it is ready.

  8. Save the file locally. To summarise login frequency, open the CSV in Excel, insert a Pivot Table, set Rows to Username, and set Values to Count of Login Time.

If your needs grow beyond occasional exports

The steps above cover periodic checks, for example, confirming which users logged in over the last quarter. If your requirements expand, consider the following options:

  • Data Loader via the API - suited to larger orgs where the Setup export is too large to download directly. Note that the same six-month data retention limit applies.

  • Third-party connectors (for example, Coefficient or similar Sheets/BI tools) - these can automatically snapshot and append Login History on a schedule, building a rolling archive beyond six months for trend reporting.

  • Salesforce Event Monitoring / Shield - relevant only if your requirements expand beyond login counts to detailed system-level activity such as API calls, page views, or report exports.

🤓Tip: For a simple quarterly login count, the native export above covers the requirement with no additional licensing.

Further information

For official guidance on exporting Login History and the six-month retention rule, visit Salesforce Help and search Login History. Related articles cover the Login History object, Setup Audit Trail, and Event Monitoring.

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