Microsoft Dynamics® CRM Training
Visualizing the Week
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A great way to analyze data in Microsoft Dynamics CRM is through Charts. These inline visualizations allow Users to drill down into whatever dataset they are examining. Many entities come with a number of default Charts ready for you to use. However, some entities have no associated Charts.
In this lesson, we’ll examine the Activity entity, specifically the Phone Call Activity type, and we’ll create a Chart and a View that will help keep you to better organize your workweek.
I’ll start by navigating to Workplace > My Work > Activities. This is the My Activities View, which contains records of all Activity types. By default, there are a handful of system Charts for the Activity entity, which I can see by maximizing the chart pane on the right. However, If I drill down into a particular Activity type, there are no system Charts by default.
I’ll open the My Phone Calls View. If lots of calls get scheduled, this dataset can get pretty crowded. It’s Monday, and I want to know how my week is going to unfold. A visual representation of these calls would be quite helpful in organizing my schedule. I’ll click the link in the Chart pane to create a new Chart.
The Chart Designer opens. I want to get an idea of how many calls I have due each day of this week. In the first dropdown, I’ll select Subject and leave Count: All selected in the corresponding field. In the Horizontal dropdown I’ll select Due, and then choose Day in the next dropdown.
I can see a preview of what the Chart will look like above. It looks good, so I’ll name it “Daily Phone Calls” in the field above, and then click Save & Close in the ribbon.
The Chart appears on the right. It looks good, but a little cramped. I’ll click the Charts tab of the ribbon, and then click Chart Pane > Top. The Chart now has more horizontal room and is set above the dataset. Now, this Chart is great for showing me calls per day, but I want it to be limited to the current week’s Phone Calls. Remember, Charts represent the dataset you are viewing, they do not filter data. So I need to create a new View that limits the data to Phone Calls due in the current calendar week.
I’ll click Advanced Find in the ribbon and create a new query. When the Advanced Find window opens, I’ll select “[new]” in the Use Saved View field. I’ll then set the criteria to “Owner, Equals Current User”, and “Due, This Week”. I’ll click Save As to give this View a name, and then close out of Advanced Find.
Now, I can select this View and check out the dataset. At a glance, I can see which days have more Phone Calls scheduled than the others. The 27th looks like a busy day for me. Let’s see if I can reschedule a couple calls for a day when I’m not so busy.
By clicking the data I want to examine, Dynamics CRM presents me with the records that represent that portion of the Chart. Notice that a menu appears inline on the Chart. This allows me to drill down further into the data. Say I want to see which of these calls are a low priority, and can be rescheduled. In the dropdown, I’ll select “Priority”. A Pie Chart will be great for this, so I’ll click the pie icon, and then click the blue arrow to view the data.
Using the key, I see that there are three low priority Phone Calls scheduled for this day. I’ll click the blue section, and now the dataset is limited to only low priority calls taking place on the 27th.
A simple Chart like this will go a long way in helping me organize my time.
For more tips, tricks, and tutorials, please refer to the Success Portal and blog.xrm.com.