Microsoft Dynamics® CRM Training
Modifying a Report
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Modifying a Report
(This video uses a report created in the "Creating a Report" video.)
In Microsoft Dynamics CRM Online 2011, reports help users gauge a number of metrics regarding their business. The Report Wizard in CRM Online helps users of all skill levels to create sophisticated and insightful reports.
The needs of a business tend to change over time, and your reports will need to change accordingly. Additionally, you will often want to make small tweaks to the reports you have already built. For example, you might want to add a column or a grouping level, or you might want to modify the sort order. CRM Online allows users to use the same interface in the Report Wizard to modify existing reports without having to start all over.
In this exercise, we will modify the "Active Opportunities By Owner" report that we created in the video titled "Creating a Report". Specifically, we will modify the filter to include only those opportunities with a closing probability greater than, or equal to, 50% and group the results by manager in addition to record owner.
We begin in the Workplace module and click Reports located under My Work. Then we'll select "Active Opportunities by Owner" without opening it, by checking the box next to it. In the Records group of the ribbon, click Edit.
This will open the Report form. Here, click the Report Wizard button in order to launch the wizard.
The Report Wizard then opens. On the Get Started page, leave the default selections to work from our existing report so that our changes will overwrite the existing report. Now click Next.
On the Report Properties page, leave the current settings intact and click Next to proceed to the next step.
The Select Records to Include in the Report page appears, displaying the Status report parameter we configured in the tutorial video "Creating a Report."
We'll add a new row by clicking Select and then choosing Probability. Then we'll select Is Greater Than or Equal To as the operator. Click Enter Value, and then enter the value of "50". So that now our results will only show records with a probability value greater than or equal to 50. Click Next to proceed to the next step of the wizard.
On the Lay Out Fields page, revise the report format by clicking Click here to add a grouping, thus opening the Add Grouping dialog.
Now let's further modify the report by adding the owner's manager to the report as an additional grouping level. To do this, select Owning User (User) in the Record type field. In the Column field, choose Manager. In the Summary type field, select Count. Click OK to close the Add Grouping dialog.
The new grouping level is added below the existing Owner grouping level in the report. In the Common Tasks pane, click the up arrow. This moves the Manager grouping level above the Owner, so that the opportunities for each sales owner will be grouped by the sales manager. Click Next to proceed to the next step.
We'll maintain the rest of the settings of the report and click Next to proceed to the end of the wizard.
Now, the Report Successfully Created confirmation page appears, indicating that we have successfully updated the report. Click Finish to exit the Report Wizard.
The wizard closes and we are returned to the Report form. The changes to our report are automatically saved. Now we can click Run Report in the toolbar to view the report with the changes we have made.
The report now includes an additional grouping level that shows total open opportunities at the manager level as well as at the owner level, and only includes those opportunities with a closing probability greater than, or equal to, 50.
With CRM Online, you can continue to refine your reports at any time with the Report Wizard.
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