Microsoft Dynamics® CRM Training
Creating a Report
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Creating a Report
In Microsoft Dynamics CRM Online 2011, creating a sophisticated report is a process made easy thanks to the step-by-step Report Wizard.
Let’s say you need to create an “Opportunity Pipeline” report that shows all opportunities by owner and includes the sum of all estimated revenue across those opportunities. With the Report Wizard, you can design a report that, at any time, can gather up-to-date numbers and data. Let’s design this report now using the Report Wizard.
From the Workplace module, click Reports. (Choose the Available Reports view if it is not displayed by default.)
Here is where you will find all of the created reports that are available to run. But we want to create a new report, so, in the ribbon, click the New button in order to launch the new report form (titled Report: New).
(Before using the wizard to create the report, look in the Administration tab, and set Viewable By either to Organization, meaning everyone will be able to view the report, or to Individual, meaning only the user who created the report and system administrators can view the report. Then return to the General tab and continue below.)
In the Source section on the form, click the Report Wizard button. This will open the Report Wizard initially showing the Get Started page.
In the Report Wizard, leave Start a new report selected, and then click Next. (The wizard displays the Report Properties page.)
This is where we name our report. I’m going to name this one “Active Opportunities by Owner”, and in the Report description field, I’ll say “List of opportunities grouped by owner”.
In the Primary record type field, let’s select Opportunities, and then click Next. (The wizard displays the Select Records to Include in the Report page.)
This is where we identify report filtering criteria. So let’s choose Status, Equals, Open. Then click Next to move on to the Lay Out Fields page.
This is where we lay out the fields for our report. We select which fields will be included and what they will look like. First, let’s click in the Click here to add a grouping field.
The Add Grouping dialog box will then appear. Remember, we’re creating a report that will present us with an Opportunity Pipeline that shows all opportunities by owner and includes the sum of all estimated revenue across those opportunities.
So in order to do this, let’s start with the Column list by selecting Owner. In the Summary Type field, we’ll select Count. And then click OK. This will allow us to see how many active opportunities exist for each owner.
Now let’s click Click here to add a column. This will present us with the Add Column dialog box.
In the Column field, select Potential Customer. Set the column width to 150 pixels, and then click OK to add the column to the report.
For the sake of time, let’s jump ahead a little bit. (The video shows some completed work.)
I’ve added four more columns to the report using the same process. If we needed to add more columns, we would simply click on Click here to add a column, which reappears to the right of the last column.
Now that we have verified that our report includes the columns we want, click Configure Sorting over here in the Common Tasks pane. (The Configure Sort Order dialog opens.)
We want the report to sort by probability in descending order, so we’ll indicate that here. Now click OK to close the Configure Sort Order dialog, and then click Next in order to move on to the Format Report page.
We want this report to be a table only, so we’ll indicate that right here, but notice that we can also include charts in our report if we so choose. Now click Next. The wizard displays the Report Summary page.
Review the report details, and then click Next. The Report Successfully Created confirmation page will then appear. Click Finish to exit the Report Wizard.
The Report Wizard closes and you are returned to the new report form, which automatically updates to reflect the details of your report. (Instead of being titled Report: New as before, the form is refreshed and is titled “Report: Active Opportunities by Owner”, reflecting the name we gave the report earlier.)
To see the results, you will have to run the report.
To do this, on the form toolbar, click the Run Report button. We have now successfully created a report that provides insight into how many open opportunities exist for each owner. We can now run this report whenever and it will present us with our current data.