Microsoft Dynamics® CRM Training
Sharing a Report
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Sharing a Report
In Microsoft Dynamics CRM Online 2011, sophisticated reports can be made by users of any skill level. These reports can significantly improve your understanding of your company's data.
When you create a report in CRM Online, most other Users will not be able to view it unless they have a System Administrator Security Role or equivalent privileges. However, CRM Online allows you to share your reports with other Users in your system with a few simple steps.
In this tutorial, we will share the report "Active Opportunities by Owner," which we made in the tutorial titled "Creating a Report." We will first share it with a specific User, and then we will make it available to all Users in our CRM Online system.
We begin in the Workplace module and click Reports under My Work. Next we'll select the report "Active Opportunities by Owner" without opening it by checking the box next to it. In the Collaborate group of the ribbon, we'll click Share.
The Who would you like to share the selected report with? dialog then appears. In the Common Tasks pane on the left, click Add User/Team. This opens the Look Up Records dialog.
Here you can search the CRM Online system for any Users with whom you wish to share this report. We'll select xRM Guy, click Add, and then click OK, closing the dialog.
We now see xRM Guy identified as a User with whom we wish to share our report. Here we can modify the permissions in order to suit our needs.
One thing to note, when you share a report with other Users, you are not sharing a duplicate copy. You are sharing the only copy, so assigning permissions is an important step. For instance, say we were to give xRM Guy permission to delete this report. If he does choose to delete it, he is not deleting the report from his view only; he is deleting the report altogether. In which case, if you wanted to read the report again, you would have to recreate it from scratch.
So, let's only give xRM Guy permission to read our report and share it with others by checking the boxes in the columns labeled Read and Share.
We click OK to share the report under our specified settings. The dialog closes. The report will now appear in Reports under My Work in the Workplace module for xRM Guy.
Now we've walked through the process of sharing reports with individual Users, but there may be occasions when we would want to make our report available to every User in our CRM Online system.
One way of doing this would be to select all Users in the sharing dialog rather than selecting just one, as we just demonstrated. But if new Users join our system at a later time, they will not automatically have access to the report. We would have to manually share the report with each new User in our CRM Online system. Instead, there is another way to share a report with your entire organization that will include new Users as they are added to the system.
We begin once again in the My Reports view. Select "Active Opportunities by Owner," without opening it again by checking the corresponding box. Now, in the ribbon, click Edit to open the Report form.
On the Report form toolbar, click Actions, and then select Make Report Available to Organization. Then click Save and Close. The Report form closes.
Our report is now available to the entire organization. If, at a later time, we want to make the report personal once again (that is, only available to us), we have the option to do so by simply returning to the Report form by clicking Edit as we just did, clicking Actions, selecting Revert To Personal Report, and clicking Save and Close.
Sharing reports in CRM Online is a simple process, one that gives you numerous options so that you can precisely identify who you wish to share your reports with.
Thanks for watching.