When you want to analyze data or view a report in Microsoft Dynamics CRM, there are several ways to view the relevant data:
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Run a default report. More information: Default Reports (on page 93)
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Use Advanced Find to search for the subset of data you need. Then export the results list to a static or dynamic Microsoft Office Excel worksheet or a PivotTable for further analysis. Once the data is exported, you can create your own Microsoft Office Word file and mail-merge the data. More information: Export Data to Excel (on page 58)
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Create your own report:
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Use the Report Wizard to create a new Reporting Services report. More information: Create, Edit, or Copy a Report Using the Report Wizard
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Add any exported Excel file as a personal report, and share it with your colleagues, if warranted.
Or, ask your system administrator or system customizer to add any exported Excel file as a report available to everyone in your organization. More information: Customizing and Organizing Reports (on page 91)
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Add any file or link to a Web page as a personal report, and share it with your colleagues, if needed. More information: Customizing and Organizing Reports (on page 91)
Reports can be used when Microsoft Dynamics CRM for Outlook is offline. More information: Working Offline (on page 471)
Customizing and Organizing Reports
Microsoft Dynamics CRM includes default reports for many common business needs. However, most organizations customize the default reports and add custom reports for specific needs. To customize reports, you need to understand:
Report Ownership
System reports are available to all users. Reports owned by individual users can be shared with specific colleagues or teams, or can be made available to the organization so that all users can use them.
Microsoft Dynamics CRM supports two types of Microsoft SQL Server Reporting Services report:
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SQL-based Reporting Services report. These use SQL queries and filtered views to retrieve report data. Filtered views restrict the report data to what is available to the security role of the person running the report. Filtered views exist for all record types. Creating a new record type automatically creates a new filtered view. All the default reports that are shipped with Microsoft Dynamics CRM are SQL-based reports.
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Fetch-based Reporting Services report. These reports use Microsoft Dynamics CRM Report Authoring Extension queries that are proprietary to Microsoft Dynamics CRM instead of filtered views to retrieve data for reports. Reports that are created using the Report Wizard in Microsoft Dynamics CRM are Fetch-based reports.
These reports can be:
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Links to Web pages.
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Static files.
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Dynamic Microsoft Office Excel files that read data from the Microsoft Dynamics CRM database.
For each report, you can edit the report properties. This includes the following:
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File name or URL.
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Display name.
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Description.
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Information about where the report displays in the user interface.
Data Security
All reports read Microsoft Dynamics CRM data from filtered views, which filter the data based on the user's security role. Reports only display data that the person running the report has permission to view.
Options for Creating New Reports
To create a new report, users with appropriate permissions can:
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Add a file or a link to a Web page as a report.
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Run the Report Wizard to create a new Reporting Services report. The Report Wizard can create table and chart reports, including drill-through reports and top N reports.
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Write a new Fetch-based Reporting Services report. These reports use fetch XML queries that are proprietary to Microsoft Dynamics CRM in order to retrieve report data. To author custom fetch-based reports, you must install Microsoft Dynamics CRM Report Authoring Extension. More information: Create a Custom Fetch-Based Reporting Services Report
Creating a new Reporting Services report requires a report development environment.
You can also use the following built-in reporting tools:
Options for Modifying Existing Reports
For existing reports, users with appropriate permissions can:
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Organize reports into categories to control which views in the Reports area display each report.
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Determine where a report is visible in the user interface, and edit other properties of the report.
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Edit a report created with the Report Wizard.
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Edit the default filter for default reports and reports created with the Report Wizard.
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Share a personal report with other users, or make it available to everyone in your organization.
Data Security
In Microsoft Dynamics CRM, reports are solution aware. Adding a report as a component to a solution makes it become a single unit of software that extends Microsoft Dynamics CRM functionality and the user interface. Only reports that are organization-owned or visible to the organization can be added to solutions.
Note
To find if a report is viewable to the organization:
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In the Records group, click Edit. Then, on the Administration tab, see if Viewable By is set to Organization.
Snapshots of reports cannot be added, imported, or exported as part of a solution. In Microsoft Dynamics CRM, reports, sub reports, report category, report display area, and report-related record type are considered as components of a report set. When you import a solution update in a non-overwrite mode, any updates by the solution to a report will be ignored if any component of the report set has been customized.
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