Create and Work with Reports. Microsoft Microsoft Dynamics CRM for Outlook, Microsoft Dynamics CRM 4.0

o Forms for related record types

Report will be displayed on the form for the record type you select in Related

Record Types o Lists for related record types

Report will be displayed from specified list view pages.

If no values are selected, the report will not be visible to end-users. To view or manage reports not visible to end-users, in the Reports area, select the All Reports, Including

Sub-Reports view.

Languages

If your Microsoft Dynamics CRM implementation has multiple languages enabled, specify a language. The report will be displayed for all users who have selected that language in their personal options. To make this report available to all users, select All Languages.

Note that this does not change the language used inside the report.

Tip: If you use the Microsoft Dynamics CRM for Outlook with Offline Access, by default all reports that you own will be available when you are offline. More information: Work with Data to Take

Offline

Test the report, and modify it if needed.

On the Report toolbar, click Run Report .

If the report needs modifications, start with step 2 and edit the existing report.

Determine who can use the report. By default, the report is a personal report. This means that you are the only one who can use it.

To share this report with other users, in the Reports area, select the report, and then on the

More Actions menu, click Sharing.

To make this report available to everyone in the organization, in the Reports area, select the report, on the Actions toolbar menu, click Edit Report, and then on the Actions menu, click Make Report Available to Organization.

If you use the Microsoft Dynamics CRM for Outlook with Offline Access, by default all reports that you own will be available when you are offline. More information: Work with Data to Take Offline

Note

All reports generated with the Report Wizard print in landscape mode.

Create and Work with Reports

Run a report

Can I do this task?

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Report Permissions

1. Find and open a report:

Microsoft Dynamics CRM 4.0 User’s Guide 99

100

From the Reports area a. In the Workplace, under My Work, click Reports. b. To narrow the list, enter the first few letters of the report name, or use the asterisk (*) wildcard in the Search for records box and then click the Find button c. In the reports list, double-click the report that you want to run.

. You can also select a view.

If the report has a default filter, the default filter will be displayed. Follow step 2 to change the filter.

Tip: To run a report without seeing the default filter, select the report, and then on the Actions toolbar, click More Actions, and then click Run Report.

From a list of records, including the results of an Advanced Find search

Only reports that relate to the current record type will be available.

You can run some reports on all records in the list, up to ten selected records, or without limiting the records as if you were running the report from the Reports area.

To run a report on all records on the list: a. On the Actions toolbar, click Reports . b. Under Run on Selected Records, click the name of the report. c. In the Select Records dialog box, click All records on all pages in the current view, and then click Run Report.

To run a report on up to ten selected records from the list: a. Select the records to include. Select several records by pressing the CTRL key while you click each record. b. On the Actions toolbar, click Reports. c. Under Run on Selected Records, click the name of the report. d. In the Select Records dialog box, click The selected records, and then click Run

Report.

To run a report without limiting records to items on the list: a. On the Actions toolbar, click Reports. b. If the report is listed under Run on All Records, select the report.

– OR –

Under Run on Selected Records, click the name of the report. In the Select Records dialog box, click All applicable records, and then click Run Report.

– OR –

If the report you want to run is not listed, you must go to the Reports area to run the report.

From a record

Microsoft Dynamics CRM 4.0 User’s Guide

Only reports that relate to the current record type will be available.

To run a report including data from just one record: a. With a record open, on the Actions toolbar, click Reports . b. Under Run on Current Record, click the name of the report.

From Microsoft Dynamics CRM for Outlook

All reports can be run when you are online.

To run a report while you are offline, you must first create a local data group that includes the report, as well as a local data group that includes any data that should be included in the report.

To create a local data group that contains reports, on the CRM menu, click Modify Local Data Groups, click New, select the the Report record type, and then define the criteria for which reports to include.

More information: Work with Data to Take Offline

To run reports from the Reports area, in the Outlook Navigation Pane, under Microsoft

Dynamics CRM, click Workplace, click My Work, click Reports, and then select a report to run.

To select a report from a record or list, follow the procedures above. These steps work the same way in Microsoft Dynamics CRM for Outlook.

From a report you saved locally

If you have saved a report on your computer or shared file system that reads dynamic data from Microsoft

Dynamics CRM, to open it, browse to the folder that contains your saved report, and double-click the file.

If the report offers filter criteria, if needed, modify the filter criteria and then click Run

Report.

The list of existing report filtering criteria is grouped by record types that you can use in the filter, such as Accounts or Contacts.

To edit a parameter in simple mode, click the underlined value and enter a new value.

– OR –

To edit the filter criteria in detailed mode:

. Click Edit Filter. a. To add a criteria row:

1. In the area for the record type that the field belongs to, click Select, and specify the field to filter on.

2. Click the query relational operator, and select an operator.

3. Click Enter Value, and enter a value to filter on. For some values, you can click the

Select Values button to open the Select Values dialog box and select the value you want.

Microsoft Dynamics CRM 4.0 User’s Guide 101

102 b. To group criteria, you must select two or more rows for the same record type. For example,

Sales Stage and Est. Revenue are both field values in the Opportunity record type and two rows that specify filter criteria for these fields can be grouped. However, rows with field values from different record types, such as Account and Opportunity record types, cannot be grouped.

0. For each row you want to group, in detailed mode, click the Options menu button for that row, and then click Select Row.

1. On the Filter toolbar, select Group AND or Group OR.

2. To remove a row from a group, click the Options menu button for that row, and then click Delete.

3. To select a group, click the Options menu button for that group, and then click

Select Group.

4. To add a criteria clause to a group, click the Options menu button for that group, click Add Clause, and then select the field, query relational operator, and value.

5. To unselect a group that has been previously selected, click the Options menu button for that group, and then click Deselect Group.

6. To ungroup a group, click the Options menu button for that group, and then click Ungroup.

7. To change a Group AND group to a Group OR group, or a Group OR group to a

Group AND group, click the Options menu button for that group, and then click

Change to OR or Change to AND.

Tips

To clear all criteria and start over, on the Filter toolbar, click Clear, and then click Confirm.

To delete a row, click the Options menu button for that row, and then click Delete.

To hide a row in simple mode, while you are in detailed mode, click the Options menu button for that row, and then click Hide in Simple Mode.

If you have a hidden row when viewing filter criteria in simple mode and you want to show that row again, then in detailed mode, you must click the Options menu button for that row, and then click Show in Simple Mode.

You can set your personal options so that report filters and Advanced Find criteria always open in simple or detailed mode. More information: Set Personal Options

If the report offers parameters, if needed, modify the parameters and then click View

Report.

Locate data in the report.

To view or change a record, click the first field in the row for the record. A separate Microsoft

Dynamics CRM window will open with the record.

To view all records associated with a summary or chart report, click Show All at the bottom of the report. To navigate back to the original report, click Original Report in the report title area.

To view detailed information about an area in a chart, click an area of the chart. To navigate back to the original report, click Original Report in the report title area.

Microsoft Dynamics CRM 4.0 User’s Guide

To page through the report, on the Report toolbar, use the Page Navigation buttons and then press Enter.

. To locate a specific page, type a page number in the box

To quickly locate specific information in your report, in Find | Next, type a few characters, and then click Find.

To sort a column, click the column title. The direction of sorting is indicated by the

Ascending sort button or the Descending sort button .

To view or hide the filter summary, expand or collapse Filter Summary.

To update your report, click the Refresh button .

To hide the report parameters, click the Hide Parameters button . To display the report parameters, click the Show Parameters button .

Print the report. On the Report toolbar, click the Print button .

If you are working offline using Microsoft Dynamics CRM for Outlook, on the Report toolbar, select

Web archive format, click Export, and then on the File menu, click Print.

Tips

If a chart doesn't display the first time you export a report to Web archive format, export the report a second time.

To print reports, you need a Reporting Services Microsoft ActiveX control. The first time you print a Reporting Services report from either Microsoft Dynamics CRM or Microsoft Dynamics

CRM for Microsoft Office Outlook, you will see a prompt Do you want to install this

software?.

To install the required control, click Install.

Export the report.

Important The exported report is temporary. If you need to save the exported report to a local file, use the viewing program to save the file to disk. The saved exported report is no longer connected to Microsoft Dynamics CRM. Therefore, it does not change if Microsoft Dynamics CRM data changes.

. In the Export box, select a format, and then click Export.

A second browser window is used to display the report, using a viewer associated with the export format you selected.

The formats that are available are determined by the rendering extensions that are installed on the Microsoft SQL Server Reporting Services report server, and also by whether you are online or offline.

If you are working offline, only the Excel and Acrobat (PDF) file formats are available.

If you are using Microsoft SQL 2005 Workgroup edition, the XML file with report

data format is not available.

If a viewer is not available for the format you select, you must select a different format or install the viewer.

The following export formats are included in a default installation when you are online. The list of export formats available to you may vary from those listed here.

Microsoft Dynamics CRM 4.0 User’s Guide 103

Excel

View the report in Microsoft Office Excel. This format includes all the row, column, and field labels, in addition to report formatting.

Large reports and reports with charts might not display with the expected formatting when exported in this file format. To export only the data, instead of using this format, from any list in Microsoft Dynamics CRM, including results of Advanced Find searches, export the data into Microsoft Office Excel, and then save as a comma-delimited (CSV) file. More information: Export Data to Excel

Web archive

View the report in Microsoft Internet Explorer, as a MIME-encoded HTML format that keeps images and linked content together with a report. For chart reports, if the chart is not displayed correctly the first time that you export the report, export the report again.

Choose this format to view a report offline or for e-mailing the report.

Acrobat (PDF) file

View the report using a client-side PDF viewer. You must have Adobe Acrobat Reader to use this format.

Choose this format for long reports, paginated reports, or reports that are delivered as a file.

TIFF file

View the report in the default TIFF viewer. For some Windows clients, this is the

Windows Pictures and Fax Viewer.

Choose this format to a view a report in a page-oriented layout. The TIFF format is the recommended format for printing reports.

CSV (comma delimited)

View the report as a text file, with fields separated by commas. This format includes all the row, column, and field labels.

To export only the data, instead of using this format, export data from any list in

Microsoft Dynamics CRM, including results of Advanced Find searches, into Microsoft

Office Excel, and then save as a comma-delimited (CSV) file.

XML file with report data

View the report as an XML file.

Tips

If there is no report that gives you the information you need, you can either export data to Microsoft

Office Excel, or create your own report. More information: Export Data to Excel, Create and Work with Reports

If a snapshot of a Reporting Services report exists, you can view it from the Reports area. To see if any snapshots exist for a report, click the View Snapshots button next to the report. If a snapshot exists, click the snapshot link to view the snapshot.

Note

If multiple Language Packs are installed, only reports that are marked for display in the language you specified in

Personal Options will be visible. More information: Set Personal Options

104 Microsoft Dynamics CRM 4.0 User’s Guide

Add a report without using the Report Wizard

Can I do this task?

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Report Permissions

1. In the Navigation Pane, click Workplace, and then under My Work, click Reports.

2. To add a new report, click New.

Add a new file that reads data from the Microsoft Dynamics CRM database.

You can add a static file, or a dynamic Microsoft Office, Microsoft SQL Server Reporting Services or other

ODBC-compliant file that reads data from the Microsoft Dynamics CRM database.

1. In the Source section, in the Report Type box, select Existing File.

2. In the File Location box, enter the path and file name of the dynamic or static file to add, or click Browse to locate the file.

When you add a new Reporting Services report, if the report is enabled for pre-filtering and the report doesn't already have a default filter, a default filter that limits the data in the report to records modified within the past 30 days that have status set to active is added.

Tips

For information about creating Microsoft Office files or other ODBC-compliant files that read directly from the Microsoft Dynamics CRM database, see: Write a Report Using Report-Writing

Tools.

To change a file that has been added as a report, you must download it, make any changes, and then add it again.

By default, the maximum size of the file that you can upload is 4 megabytes (MB). This can be changed by your system administrator. More information: Microsoft Knowledge Base Article

295626

Add a new link to a Web page

1. In the Source section, in Report Type, select Link to Web page.

2. In the Web Page URL box, enter the URL of the Web page to add.

Specify the properties for the report.

Name

The name for the report that is shown in the Reports area and on the Reports menu in forms and lists.

Description

The description that is displayed in the Reports area.

Microsoft Dynamics CRM 4.0 User’s Guide 105

Parent Report

If this report is a sub-report or a drill-through report, specify an existing parent report. If this is not specified, the parent report will display a "Report not found" error.

Categories

To specify the categories in which to include this report, click the Select Values button , and then select the categories. More information: System Settings Dialog Box - Reporting

Tab

Related Record Types

To have the report appear in the Reports list on a page for specific record types, click the

Select Values button , and then select record types.

For example, if your new report includes data from accounts and activities, select Accounts and Activities.

Display In

To specify where reports should be visible, click the Select Values button , and then select one or more options:

Reports area

Report will be displayed in the Reports area.

Forms for related record types

Report will be displayed on the form for the record type you select in Related

Record Types

If the report is enabled for pre-filtering, from the record, users can specify running the report on the current record.

Lists for related record types

Report will be displayed from specifie d list view pages.

If the report has pre-filtering enabled, from the list view, users can specify running the report on selected records.

If no values are selected, the report will not be visible to end-users. To view or manage reports not visible to end-users, in the Reports area, select the All Reports, Including

Sub-Reports view.

Languages

If your Microsoft Dynamics CRM implementation has multiple languages enabled, specify a language. The report will be displayed for all users who have selected that language in their personal options. To make this report available to all users, select All Languages.

Note that this does not change the language used inside the report.

Click Save or Save and Close.

The report is added as a personal report.

Tips

106

To share this report with other users, in the Reports area, select the report, and then on the More

Actions menu, click Sharing.

To make this report available to everyone in the organization, in the Reports area, select the report, on the Actions toolbar menu, click Edit Report, and then on the Actions menu, click Make

Report Available to Organization.

Microsoft Dynamics CRM 4.0 User’s Guide

If you use the Microsoft Dynamics CRM for Outlook with Offline Access, by default all reports that you own will be available when you are offline. More information: Work with Data to Take Offline

Edit report properties

Can I do this task?

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Report Permissions

1. In the Navigation Pane, click Workplace, and then under My Work, click Reports.

2. Select the report, and on the Actions toolbar, click Edit Report .

3. Specify the properties for the report:

Source

This section specifies the source file for the report. If you are just changing properties for the report, do not change the information in this section.

Name

The name for the report that is shown in the Reports area and on the Reports menu in forms and lists.

Description

The description that is displayed in the Reports area.

Parent Report

If this report is a sub-report or a drill-through report, specify an existing parent report. If this is not specified, the parent report will display a "Report not found" error.

Categories

To specify the categories in which to include this report, click the Select Values button , and then select the categories. More information: System Settings Dialog Box - Reporting Tab

Related Record Types

To have the report appear in the Reports list on a page for specific record types, click the

Select Values button , and then select record types.

For example, if your new report includes data from accounts and activities, select Accounts and Activities.

Display In

To specify where reports should be visible, click the Select Values button , and then select one or more options:

Reports area

Report will be displayed in the Reports area.

Forms for related record types

Report will be displayed on the form for the record type you select in Related Record

Types

If the report is enabled for pre-filtering, from the record, users can specify running the report on the current record.

Microsoft Dynamics CRM 4.0 User’s Guide 107

Lists for related record types

Report will be displayed from specified list view pages.

If the report has pre-filtering enabled, from the list view, users can specify running the report on selected records.

If no values are selected, the report will not be visible to end-users. To view or manage reports not visible to end-users, in the Reports area, select the All Reports, Including Sub-

Reports view.

Languages

If your Microsoft Dynamics CRM implementation has multiple languages enabled, specify a language. The report will be displayed for all users who have selected that language in their personal options. To make this report available to all users, select All Languages.

Note that this does not change the language used inside the report.

4. Click Save or Save and Close.

Tips

To see all reports, including sub-reports that are not visible in the default view, select the All

Reports, Including Sub-Reports view.

If you use the Microsoft Dynamics CRM for Outlook with Offline Access, by default all reports that you own will be available when you are offline. More information: Work with Data to Take Offline

Note

If multiple Language Packs are installed, only reports that are marked for display in the language you specified in

Personal Options will be visible. More information: Set Personal Options

Create a new report from an existing report

Can I do this task?

This task requires the System Administrator or System Customizer security role or equivalent permissions. More information about specific permissions and performing this task while offline: Report

Permissions

To copy a Report Wizard report and modify it using Report Wizard, see Create, Edit, or Copy a Report Using the

Report Wizard.

108

1. In the Navigation Pane, click Workplace, and then under My Work, click Reports.

2. Select a report.

To see all reports, including sub-reports that are not visible in the default view, select the All

Reports, Including Sub-Reports view.

3. On the Actions toolbar, click Edit Report , and then on the Actions menu, click Download

Report.

4. Click Save, and specify the location in which to save the file. If you are creating a new report rather than modifying a report, rename the file.

Whenever a Microsoft SQL Server Reporting Services report is downloaded, the datasource for the report is changed to Adventure_Works_Cycle_MSCRM. This is done for security reasons: you can

Microsoft Dynamics CRM 4.0 User’s Guide

share the.RDL file with the report without worrying about revealing your database name. You will need to change the datasource name back to the name of your Microsoft Dynamics CRM database prior to uploading changes to the file.

5. In the Download Complete dialog box, click Close.

6. To copy a report and add it to Microsoft Dynamics CRM: a. Follow the previous steps to download the file. b. Copy the downloaded file and rename the copy. c. For Reporting Services reports, change the datasource name in the report to the name of your Microsoft Dynamics CRM database. d. Make any changes required to the new report. For Reporting Services reports, use Reporting

Services Report Designer. You will need a report development environment:

How to set up a report development environment

Install the required components on your computer:

Microsoft Visual Studio, or any product that uses the Visual Studio.NET integrated development environment (such as Microsoft Visual Basic.NET).

Reporting Services Report Designer

Reporting Services Report Designer 2005 can be installed from the Microsoft SQL Server 2005

CD, and requires Visual Studio.NET 2005.

Make sure a security role assigned to your account includes the Publish Reports and Add

Reporting Services Reports privileges.

In addition to the required components, the following documentation is helpful:

Report Writers Guide section of the Microsoft CRM 4.0 Software Development Kit . More information: Writing Reporting Services Reports (Microsoft Dynamics CRM SDK)

Reporting Services Books Online provides help for Reporting Services. More information: SQL

Server 2005 Reporting Services Books Online e. Add the new report back to Microsoft Dynamics CRM.

Tip

If you don't want users to run the base report you started from:

1. In the Reports area, select the report.

2. On the Actions toolbar, click Edit Report .

3. On the Actions menu, click Revert to Personal Report.

Note

When you download a drill-through report created with the Report Wizard, and edit the downloaded report in Reporting

Services Report Designer, there are manual changes required. More information: Writing Reporting Services Reports

(Microsoft Dynamics CRM SDK)

Microsoft Dynamics CRM 4.0 User’s Guide 109

Edit the default filter for a report

Can I do this task?

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Report Permissions

If a report is a Microsoft SQL Server Reporting Services report, is enabled for pre-filtering, and has a default filter, you can change the default filter that will be used each time any user runs the report.

1. In the Navigation Pane, click Workplace, and then under My Work, click Reports.

2. Select a report.

To see all reports, including sub-reports that are not visible in the default view, select the All

Reports, Including Sub-Reports view.

3. On the Actions toolbar, click More Actions, and then click Edit Default Filter.

4. Modify the filter criteria.

The criteria are grouped by record types that you can use in the filter, such as Accounts or

Contacts.

110

To edit an existing row, click the query relational operator and select an operator, or click the underlined value and enter a new value.

Click the query relational operator, and select an operator.

To add a criteria row: a. In the area for the record type that the field belongs to, click Select, and specify the field to filter on. b. Click the query relational operator, and select an operator. c. Click Enter Value, and enter a value to filter on. For some values, you can click the

Select Values button to open the Select Values dialog box and select the value you want.

To group criteria, you must select two or more rows for the same record type. For example,

Sales Stage and Est. Revenue are both field values in the Opportunity record type and two rows that specify filter criteria for these fields can be grouped. However, rows with field values from different record types, such as Account and Opportunity record types, cannot be grouped. a. For each row you want to group, in detailed mode, click the Options menu button for that row, and then click Select Row. b. On the Filter toolbar, select Group AND or Group OR. c. To remove a row from a group, click the Options menu button for that row, and then click Delete. d. To select a group, click the Options menu button for that group, and then click

Select Group. e. To add a criteria clause to a group, click the Options menu button for that group, click Add Clause, and then select the field, query relational operator, and value. f. To unselect a group that has been previously selected, click the Options menu button for that group, and then click Deselect Group.

Microsoft Dynamics CRM 4.0 User’s Guide

g. To ungroup a group, click the Options menu button for that group, and then click Ungroup. h. To change a Group AND group to a Group OR group, or a Group OR group to a

Group AND group, click the Options menu button for that group, and then click

Change to OR or Change to AND.

Tips

To clear all criteria and start over, on the Filter toolbar, click Clear, and then click Confirm.

To delete a row, click the Options menu button for that row, and then click Delete.

5. Click Save Default Filter.

6. Click Save or Save and Close.

Edit a default report or create a Reporting Services report

Can I do this task?

This task requires the System Administrator or System Customizer security role or equivalent permissions. More information about specific permissions and performing this task while offline: Report

Permissions

The default reports in Microsoft Dynamics CRM are all Reporting Services reports. Default reports cannot be edited with the Report Wizard. To edit the default reports or create a new Reporting Services report other than one created by using the Report Wizard, you need a report development environment:

How to set up a report development environment

Install the required components on your computer:

Microsoft Visual Studio, or any product that uses the Visual Studio.NET integrated development environment (such as Microsoft Visual Basic.NET).

Reporting Services Report Designer

Reporting Services Report Designer 2005 can be installed from the Microsoft SQL Server

2005 CD, and requires Visual Studio.NET 2005.

Make sure a security role assigned to your account includes the Publish Reports and Add

Reporting Services Reports privileges.

In addition to the required components, the following documentation is helpful:

Report Writers Guide section of the Microsoft CRM 4.0 Software Development Kit . More information: Writing Reporting Services Reports (Microsoft Dynamics CRM SDK)

Reporting Services Books Online

provides help for Reporting Services. More information:

SQL Server 2005 Reporting Services Books Online

1. Identify the existing report that is closest in design to your new report.

Microsoft Dynamics CRM 4.0 User’s Guide 111

112

2. Download the report from Microsoft Dynamics CRM to a computer that is set up with the report development environment. a. In the Navigation Pane, click Workplace, and then under My Work, click Reports. b. On the Actions toolbar, click Edit Report , and then on the Actions menu, click

Download Report. c. Click Save, and specify the location in which to save the file. If you are creating a new report rather than modifying a report, rename the file. d. In the Download Complete dialog box, click Close.

3. In a product using the Visual Studio integrated development environment (IDE), open the report, and make the required changes.

If you are making major changes, first read Writing Reporting Services Reports (Microsoft Dynamics

CRM SDK) .

4. Add the report to Microsoft Dynamics CRM. a. In the Microsoft Dynamics CRM Reports area, click New. b. In the Report Type box, select Existing File. c. In the File Location box, enter the path and file name of the dynamic or static file to add, or click Browse to locate the file. d. Edit the report properties:

Name

The name for the report that is shown in the Reports area and on the Reports menu in forms and lists.

Description

The description that is displayed in the Reports area.

Parent Report

If this report is a sub-report or a drill-through report, specify an existing parent report. If this is not specified, the parent report will display a "Report not found" error.

Categories

To specify the categories in which to include this report, click the Select Values button , and then select the categories. More information: System Settings Dialog

Box - Reporting Tab

Related Record Types

To have the report appear in the Reports list on a page for specific record types, click the Select Values button , and then select record types.

For example, if your new report includes data from accounts and activities, select

Accounts and Activities.

Display In

To specify where reports should be visible, click the Select Values button , and then select one or more options:

Reports area

Report will be displayed in the Reports area.

Forms for related record types

Report will be displayed on the form for the record type you select in Related

Record Types

Microsoft Dynamics CRM 4.0 User’s Guide

If the report is enabled for pre-filtering, from the record, users can specify running the report on the current record.

Lists for related record types

Report will be displayed from specified list view pages.

If the report has pre-filtering enabled, from the list view, users can specify running the report on selected records.

If no values are selected, the report will not be visible to end-users. To view or manage reports not visible to end-users, in the Reports area, select the All Reports,

Including Sub-Reports view.

Languages

If your Microsoft Dynamics CRM implementation has multiple languages enabled, specify a language. The report will be displayed for all users who have selected that language in their personal options. To make this report available to all users, select

All Languages.

Note that this does not change the language used inside the report. e. Click Save. f. To modify the filter for the report, on the Actions toolbar, click More Actions, and then click

Edit Default Filter.

Tips

To share your new file with other users, do one of the following:

Add your file as a report in Microsoft Dynamics CRM, and select the report. On the More

Actions menu, click Sharing, and specify users with whom to share the report.

If the report would be useful for all users, add your file as a report in Microsoft Dynamics

CRM, and ask your system administrator to make it available to the organization. If you have the appropriate permissions:

1. In the Microsoft Dynamics CRM Reports area, select the report.

2. Click Edit Report .

3. On the Actions menu, click Make Report Available to Organization.

Put the report in a shared file system.

E-mail the report to other Microsoft Dynamics CRM users in the same domain.

If you don't want users to run the base report you started from:

1. In the Reports area, select the report.

2. On the Actions toolbar, click Edit Report .

3. On the Actions menu, click Revert to Personal Report.

Microsoft Dynamics CRM 4.0 User’s Guide 113

Create one-time or scheduled Reporting Services report snapshots

Can I do this task?

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Report Permissions

To create a snapshot of a Reporting Services report, you create a snapshot definition, which can be used to create on-demand snapshots or to schedule snapshots to occur at specific times. Each snapshot definition can create and store up to eight snapshots. When the ninth snapshot is created, the first snapshot is automatically deleted.

Caution: When you make a snapshot available to other users, all the data in the snapshot is visible, whether or not the other users have permission to view this data directly in Microsoft Dynamics CRM. Make sure you don't share information that other users do not have permission to view.

1. In the Navigation Pane, click Workplace, and then under My Work, click Reports.

2. Select a report.

3. On the More Actions menu, click Schedule Report and complete the steps in the wizard.

Tips

After you create a snapshot definition, rename the snapshot definition so that users can easily understand the purpose of the snapshot.

1.

2. In the Name box, enter a new name, and then click Save and Close.

After you have created snapshots, if you don't want users to be able to run the base report:

1. In the Reports area, select the report.

2. On the Actions toolbar, click Edit Report .

3. On the Actions menu, click Revert to Personal Report.

Make a report available to all Microsoft Dynamics CRM users

Can I do this task?

This task requires the System Administrator or System Customizer security role or equivalent permissions. More information about specific permissions and performing this task while offline: Report

Permissions

1. In the Navigation Pane, click Workplace, and then under My Work, click Reports.

2. Select the report you created, and on the Actions toolbar, click Edit Report.

3. On the Actions menu, click Make Report Available to Organization.

Note

To revert a report back to a personal report, on the Actions menu, click Revert to Personal Report.

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Create, edit, or copy a report using the Report Wizard

Can I do this task?

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Report Permissions

How to determine which record types have the data you need

There is one record type for each type of data, such as accounts, contacts, or services.

In addition, there are separate record types for:

Notes. Every note and attachment is stored as a separate record in the Notes record type.

Close activities. Whenever you close an opportunity, quote or order, an activity is created that tracks the reason for closing the record. These are stored respectively in the

Opportunity Close Activity, Quote Close Activity, and Order Close Activity record types.

When you close a case, the data is stored in the Case Resolution Activity.

If your report includes data from communication activities, you have two options:

If you want data about multiple types of communication activities in one report such as the activity subjects and due dates for all types of activities, use the Activity record type.

If you need specific information about a specific type of activity, such as the recipients, use the Task, E-mail Message, Fax, Appointment, Letter, or Phone Call record type.

Tip:

While you are creating your report, keep a window open showing a record from the data type you are including in your report. It will help you determine which columns to include.

1. In the Navigation Pane, click Workplace, and then under My Work, click Reports.

2. To add a new report, click New, and then click Report Wizard.

– OR –

To edit an existing Report Wizard report, select the report, on the Actions toolbar, click Edit

Report , and then click Report Wizard.

You can only use the Report Wizard to edit reports that were created with the wizard.

3. Select a starting point for your report. a. To create a new report, select Start a new report.

– OR –

To start from a copy of an existing report, select Start from an existing report, select the report, and also clear the Overwrite existing report check box.

– OR –

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To edit an existing report, select Start from an existing report, select the report, and check the Overwrite existing report check box. b. If multiple languages are installed, select the language to use for column names, record types, and wizard-generated text in the report. c. Click Next.

4. Enter the name of the report, and specify which record types the report will use.

The purpose of this step is to identify where the data in the report comes from. You can include data from one or two record types, plus data from related records. a. Enter data in each field:

Report name. This value will be displayed on the Reports menu and in the

Reports area.

Primary record type. Data from all fields in this record type and related record types will be available when you are defining criteria for which records to include.

Data from this record type will be available when you are selecting fields to display.

Related record type. If you need to display data from a related record type, select an additional record type here.

Tip: If you don't need data from a related record type, don't select one, as it makes the report take longer to load. b. Click Next.

5. Specify which records to include.

The purpose of this step is to determine which records are included in your report. This information is saved as the default filter for the report.

You can select criteria based on the selected record types or on columns from related records. a. To include only records defined by an existing system view or saved view, select a view.

– OR –

To define which records to include by selecting criteria:

To add a criteria row:

1. In the area for the record type that the field belongs to, click Select, and specify the field to filter on.

2. Click the query relational operator, and select an operator.

3. Click Enter Value, and enter a value to filter on. For some values, you can click the Select Values button and select the value you want.

to open the Select Values dialog box

To group criteria, you must select two or more rows for the same record type. For example, Sales Stage and Est. Revenue are both field values in the Opportunity record type and two rows that specify filter criteria for these fields can be grouped.

However, rows with field values from different record types, such as Account and

Opportunity record types, cannot be grouped.

Microsoft Dynamics CRM 4.0 User’s Guide

a. For each row you want to group, click the Select Row button for that row, and then click Select Row. b. On the Filter toolbar, select Group AND or Group OR. c. To remove a row from a group, click the Options menu button for that row, and then click Delete. d. To select a group, click the Options menu button for that group, and then click Select Group. e. To add a criteria clause to a group, click the Options menu button for that group, click Add Clause, and then select the field, query relational operator, and value. f. To unselect a group that has been previously selected, click the Options

menu button for that group, and then click Deselect Group. g. To ungroup a group, click the Options menu button for that group, and then click Ungroup. h. To change a Group AND group to a Group OR group, or a Group OR group to a Group AND group, click the Options menu button for that group, and then click Change to OR or Change to AND.

Click Next.

Organize and lay out your data.

The purpose of this step is to determine which columns to include, the order in which they are displayed, and whether to group data into subcategories. At a minimum, a report just includes columns. By grouping and summarizing the data, you make it easier to see the patterns.

For example, your report could use one level of grouping to group opportunities by salesperson, or add a second level of grouping to show each quarter's opportunities, or add a third level to show the percentage won and lost in each quarter.

To use a chart in your report, if your report has no grouping, you must select at least one numeric column. If your report uses grouping, you must select at least one numeric column with a summary type defined.

Define how to organize the report:

To group items so that they are organized together in the report by date or other common properties:

0. For each grouping level you need, click Click here to add a grouping.

1. Define the grouping:

Record type. You can select records from the primary record type you selected, and from any related record types. If you selected a secondary record type, you can also select records from the secondary record type and its related records types.

Column. The name of the Microsoft Dynamics CRM field that contains the data to define the grouping.

Time interval. For datetime fields, group the data by Month, Day,

Week, or Year.

Sort order. Sort order for displaying the groups.

Column width. Width of the column heading in pixels.

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Summary type. You can group records by a count of matching records.

2. To reorder the grouping levels, use the up and down arrows in the Common

Tasks section.

3. Click OK.

To define the sort order within each group, click Configure Sorting, select a column and sort order, and then click OK.

To limit reports to groups with the highest or lowest values, click Set Top or

Bottom Number:

0. Select Top or Bottom.

1. Select the number of groups to display.

2. Click OK.

Define which columns to display in the report. You can display columns that show data from a record, or columns that show summary information:

0. For each column you want to include, click Click here to add a column:

Record type. You can select records from the primary record type you selected, and from any related record types. If you selected a secondary record type, you can also select records from the secondary record type and its related records types.

Column. The name of the Microsoft Dynamics CRM field that contains the data to display or summarize.

Data type. The data type of the column, one of: primarykey, nvarchar, picklist, bit, decimal, int, float, money, ntext, datetime, owner, lookup.

Name. The name used in the database.

Column width. The width in pixels of the column.

Summary type. The specific type of summaries available depends on the data type of the column. o None: lookup, datetime, owner, picklist, bit, ntext o

Average, Maximum, Minimum, Percent of Total, Sum: all numeric record types (decimal, int, float, money)

Use the left and right arrows to reorganize the columns.

1. Click OK.

Click Next.

Select whether to use a chart in the report.

The purpose of this step is to determine whether to use a chart, and which type of chart to use.

Select whether to include a chart:

Table only. This provides a table grouped and sorted as you specified.

Chart and table. Displays both a chart and table. o

Show table below the chart on same page. Clicking on the chart does nothing.

Microsoft Dynamics CRM 4.0 User’s Guide

o Show chart. To view data for a chart region, click the chart region.

Clicking on an area in the chart will display a table with details for that section of the chart.

Click Next.

If the report includes a chart, format the chart.

The purpose of this step is to specify the type of chart, and how the data is displayed in the chart.

Select the chart type, and then click Next.

The Chart preview area shows how the data will be displayed.

For vertical and horizontal bar charts and line charts, specify which data to display on each axis: o

In the Format Column (X) Axis section, select the field to use for the X axis, and the label that is displayed on the chart for the field. o

In the Format Value (Y) Axis section, you can select two fields. For each field, you can specify the label that is displayed on the chart. o In the Format Labels and Legends section, specify whether or not to show the data labels and a legend.

For pie charts, specify the slices and values for the chart. o

For slices, you must select one of the groupings in your report. o For values, you must select a numeric column with a summary type.

Click Next.

Review the summary of the report, click Next, and then click Finish.

Determine where the report can be run from.

When you finish defining the report, you return to the Report form, where you can update the name and description of the report, and determine where the report is displayed:

Categories

To specify the categories in which to include this report, click the Select Values button , and then select the categories. More information: System Settings Dialog Box - Reporting

Tab

By default, a new report is not put into any category. If you want the report to be included in the category views in the Reports area, such as the Marketing Reports view, add a category in the Categories box.

Related Record Types

To have the report appear in the Reports list on a page for specific record types, click the

Select Values button , and then select record types.

For example, if your new report includes data from accounts and activities, select Accounts and Activities.

Display In

To specify where reports should be visible, click the Select Values button , and then select one or more options: o Reports area

Report will be displayed in the Reports area.

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o Forms for related record types

Report will be displayed on the form for the record type you select in Related

Record Types o Lists for related record types

Report will be displayed from specified list view pages.

If no values are selected, the report will not be visible to end-users. To view or manage reports not visible to end-users, in the Reports area, select the All Reports, Including

Sub-Reports view.

Languages

If your Microsoft Dynamics CRM implementation has multiple languages enabled, specify a language. The report will be displayed for all users who have selected that language in their personal options. To make this report available to all users, select All Languages.

Note that this does not change the language used inside the report.

Tip: If you use the Microsoft Dynamics CRM for Outlook with Offline Access, by default all reports that you own will be available when you are offline. More information: Work with Data to Take

Offline

Test the report, and modify it if needed.

On the Report toolbar, click Run Report .

If the report needs modifications, start with step 2 and edit the existing report.

Determine who can use the report. By default, the report is a personal report. This means that you are the only one who can use it.

To share this report with other users, in the Reports area, select the report, and then on the

More Actions menu, click Sharing.

To make this report available to everyone in the organization, in the Reports area, select the report, on the Actions toolbar menu, click Edit Report, and then on the Actions menu, click Make Report Available to Organization.

If you use the Microsoft Dynamics CRM for Outlook with Offline Access, by default all reports that you own will be available when you are offline. More information: Work with Data to Take Offline

Note

All reports generated with the Report Wizard print in landscape mode.

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