Microsoft Dynamics® CRM Training
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Reports are a helpful tool in Microsoft Dynamics CRM Online 2011 that can provide you with great insight into the Marketing, Sales, Service, and Administrative areas of your organization.
As you can see here in the Available Reports view in the Workplace module (navigate to Workplace > My Work > Reports and choose the Available Reports view), we already have access to a number of reports. CRM Online starts you off with 25 reports out of the box. As your organization generates more and more reports though, you will find it helpful to organize these different reports into logical groupings.
By default, there are four categories available in CRM Online that you can file your reports under: Administrative, Marketing, Sales, and Service. We’re going to walk through the process of categorizing reports and also creating custom categorizes to better fit the needs of your business.
Let’s choose a report to categorize. This one, "Active Opportunities by Owner," is a custom report that we’re going to categorize as a Sales Report. To do so, check the box next to the name, and then click on the Edit button in the ribbon.
(The Report window opens for the current report.) Now, in the Categories field (in the General tab and Categorization section), click on the ellipsis (...) button. Once the Select Values dialog box appears, click on Sales Reports, click the right arrow button, and click OK. (The dialog closes, returning us to the Report window.)
Make sure it says Sales Reports in the Categories field, and then click Save and Close. (The Report window closes, returning us to Reports.)
Back in the Available Reports view, click on this dropdown arrow (next to the name of the current view) to see other views. Click on Sales Reports and you’ll see Active Opportunities by Owner filed in the proper category. Not only does this provide you with quick, logical access to your reports, but you can also see other Sales Reports that have been published by other users in your organization that may also be beneficial to you.
It may be possible that you or someone in your organization will create a report that does not fall under the four default categories, so we’ll create a custom one right now.
To do this, navigate to the Settings module, click on Administration in the left navigation pane, and then click on System Settings.
Once the System Settings dialog box appears, click on the Reporting tab. Now click the Add button here on the right. (The Add List Value dialog opens.) Let’s label this new category "xRM Reports". Click OK (the Add List Value dialog closes), and then click OK once again to close the (System Settings) dialog.
Now, we’ve created our category, but we’re still not quite done yet. We should create a new View so that users in this CRM Online system can easily access this category of reports. To do this, you will need a System Administrator security role or have an equivalent permission. In a little bit, we’ll go over creating a custom view if you are not a System Administrator.
First, we’ll remain in the Settings module, click on Customizations in the left navigation pane, and then click Customize the System. (The Solution: Default Solution window opens.)
Next we’ll click the dropdown arrow next to Entities. Then we’ll scroll down to Report and click on this dropdown arrow. Then click Views.
You’ll see a list of available views under Report. (The views are listed in the right pane.) I’ve already created the view we’re going to use, but if you were create one, you would click the New button right here (above the list in the right pane), but instead I’ll open this custom view ("xRM Reports").
(The View window opens for the current view.) As you can see, I’ve named this view "xRM Reports".
Now click on Edit Filter Criteria (in the Common Tasks pane to the right). Once the Edit Filter Criteria dialog window appears, we’ll use the Advanced Find feature to filter the reports displayed in this view. Notice the criteria I’ve set here so that this view only displays reports that are categorized under xRM Reports. (Click OK to close the Edit Filter Criteria dialog.) Once you’ve set the criteria, click Save and Close (to close the View window).
Now if we navigate to Reports back in the Workplace module, notice that the new view ("xRM Reports") is now available in the views dropdown menu. Any reports categorized as xRM Report will be available here.
If you are not a System Administrator and cannot create system views, you can still create your own views for your account by clicking on Create Personal View in the dropdown menu. Then follow the same steps just outlined a moment ago.
Thanks for watching.