2011 User's Guide Copyright

Service

• 
  Case Summary Table Report
  

• 
  Neglected Cases Report
  

• 
  Service Activity Volume Report
  

• 
  Top Knowledge Base Articles Report
  

Administrative

• 
  User Summary Report
  

Use this report to identify contact information and Microsoft Dynamics CRM security roles for all Microsoft Dynamics CRM users.

Is data missing from the report?

There are several possible reasons why data that you expect to be in a report does not appear:

• 
  Security. If you don't have permission in Microsoft Dynamics CRM to view a record, it will not appear in the report.
  
• 
  Data is not entered in Microsoft Dynamics CRM. The person entering data might have left fields empty.
  
• 
  Data does not match the criteria for the report.If data does not match the criteria for the report, it won't be displayed.
  

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  Users form
  

This topic documents the default report as it was shipped. To find out if this report has been customized, contact your report administrator or system administrator.

Related Topics Run a Report 127 Customizing and Organizing Reports 91

Write a Report Using Report-Writing Tools

• 
  Export Data to Excel (on page 58)
  
• 
  Create Customer-Ready Documents and Messages (on page 158)
  
• 
  Create, Edit, or Copy a Report Using the Report Wizard
  

Export Data to Excel

You can export to a static or dynamic Excel worksheet or to a PivotTable.

Create Customer-Ready Documents and Messages

Create, Edit, or Copy a Report Using the Report Wizard

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Report Permissions

How to determine which record types have the data you need

There is one record type for each type of data, such as accounts, contacts, or services.

In addition, there are separate record types for:

• 
  Notes. Every note and attachment is stored as a separate record in the Notes record type.
  
• 
  Close activities. Whenever you close an opportunity, quote or order, an activity is created that tracks the reason for closing the record. These are stored respectively in the Opportunity Close Activity, Quote Close Activity, and Order Close Activity record types. When you close a case, the data is stored in the Case Resolution Activity.
  

• 
  If you want data about multiple types of communication activities in one report such as the activity subjects and due dates for all types of activities, use the Activity record type.
  
• 
  If you need specific information about a specific type of activity, such as the recipients, use the Task, E-mail Message, Fax, Appointment, Letter, or Phone Call record type.
  

• 
  While you are creating your report, keep a window open showing a record from the data type you are including in your report. It will help you determine which columns to include.
  

1. 
   In the Navigation Pane, click Workplace, and then under My Work, click Reports.
   
2. 
   To add a new report, on the Reports tab, in the Records group, click New.
   
3. 
   In the Report: New dialog box, in the Report Type list, click Report Wizard Report, and then click Report Wizard.
   

4. 
   Select a starting point for your report.
   

1. 
   To create a new report, select Start a new report.
   

To start from a copy of an existing report, select Start from an existing report, select the report, and also clear the Overwrite existing report check box.

- OR -

To edit an existing report, select Start from an existing report, select the report, and check the Overwrite existing report check box.

2. 
   If multiple languages are installed, select the language to use for column names, record types, and wizard-generated text in the report.
   

10. 
    Click Next.
    

5. 
   Enter the name of the report, and specify which record types the report will use.
   

1. 
   Enter data in each field:
   

• 
  Report name. This value will be displayed on the Reports menu and in the Reports area.
  
• 
  Primary record type. Data from all fields in this record type and related record types will be available when you are defining criteria for which records to include. Data from this record type will be available when you are selecting fields to display.
  
• 
  Related record type. If you need to display data from a related record type, select an additional record type here.
  

2. 
   Click Next.
   

6. 
   Specify which records to include.
   

You can select criteria based on the selected record types or on columns from related records.

1. 
   To include only records defined by an existing system view or saved view, select a view.
   

To define which records to include by selecting criteria:

• 
  To add a criteria row:
  

1. 
   Click Select, and specify the field to filter on.
   
2. 
   Click the query relational operator, and select an operator.
   
3. 
   Click Enter Value, and enter a value to filter on. For some values, you can click the Select or change the values for this field button to open the Select Values dialog box and select the value you want.
   

• 
  To group criteria, you must select two or more rows for the same record type. For example, Sales Stage and Est. Revenue are both field values in the Opportunity record type and two rows that specify filter criteria for these fields can be grouped. However, rows with field values from different record types, such as Account and Opportunity record types, cannot be grouped.
  

2. 
   For each row you want to group, click the Select Row button for that row, and then click Select Row.
   

1. 
   On the Filter toolbar, select Group AND or Group OR.
   
2. 
   To remove a row from a group, click the Options menu button for that row, and then click Delete.
   
3. 
   To select a group, click the Options menu button for that group, and then click Select Group.
   
4. 
   To add a criteria clause to a group, click the Options menu button for that group, click Add Clause, and then select the field, query relational operator, and value.
   
5. 
   To unselect a group that has been previously selected, click the Options menu button for that group, and then click Deselect Group.
   
6. 
   To ungroup a group, click the Options menu button for that group, and then click Ungroup.
   
7. 
   To change a Group AND group to a Group OR group, or a Group OR group to a Group AND group, click the Options menu button for that group, and then click Change to OR or Change to AND.
   

3. 
   Click Next.
   

7. 
   Organize and lay out your data.
   

For example, your report could use one level of grouping to group opportunities by salesperson, or add a second level of grouping to show each quarter's opportunities, or add a third level to show the percentage won and lost in each quarter.

1. 
   Define how to organize the report:
   

• 
  To group items so that they are organized together in the report by date or other common properties:
  

1. 
   For each grouping level you need, click Click here to add a grouping.
   
2. 
   Define the grouping:
   

• 
  Record type. You can select records from the primary record type you selected, and from any related record types. If you selected a secondary record type, you can also select records from the secondary record type and its related records types.
  
• 
  Column. The name of the Microsoft Dynamics CRM field that contains the data to define the grouping.
  
• 
  Time interval. For datetime fields, group the data by Month, Day, Week, or Year.
  
• 
  Sort order. Sort order for displaying the groups.
  
• 
  Column width. Width of the column heading in pixels.
  
• 
  Summary type. You can group records by a count of matching records.
  

3. 
   To reorder the grouping levels, use the up and down arrows in the Common Tasks section.
   
4. 
   Click OK.
   

• 
  To define the sort order within each group, click Configure Sorting, select a column and sort order, and then click OK.
  
• 
  To limit reports to groups with the highest or lowest values, click Set Top or Bottom Number:
  

1. 
   Select Top or Bottom.
   
2. 
   Select the number of groups to display.
   
3. 
   Click OK.
   

11. 
    Define which columns to display in the report. You can display columns that show data from a record, or columns that show summary information:
    

1. 
   For each column you want to include, click Click here to add a column:
   

• 
  Record type. You can select records from the primary record type you selected, and from any related record types. If you selected a secondary record type, you can also select records from the secondary record type and its related records types.
  
• 
  Column. The name of the Microsoft Dynamics CRM field that contains the data to display or summarize.
  
• 
  Data type. The data type of the column, one of: primarykey, nvarchar, picklist, bit, decimal, int, float, money, ntext, datetime, owner, lookup.
  
• 
  Name. The name used in the database.
  
• 
  Column width. The width in pixels of the column.
  
• 
  Summary type. The specific type of summaries available depends on the data type of the column.
  
• 
  None: lookup, datetime, owner, picklist, bit, ntext
  
• 
  Average, Maximum, Minimum, Percent of Total, Sum: all numeric record types (decimal, int, float, money)
  
• 
  Use the left and right arrows to reorganize the columns.
  

2. 
   Click OK.
   

12. 
    Click Next.
    

8. 
   Select whether to use a chart in the report.
   

1. 
   Select whether to include a chart:
   

• 
  Table only. This provides a table grouped and sorted as you specified.
  
• 
  Chart and table. Displays both a chart and table.
  

• 
  Show table below the chart on same page. Clicking on the chart does nothing.
  
• 
  Show chart. To view data for a chart region, click the chart region. Clicking on an area in the chart will display a table with details for that section of the chart.
  

2. 
   Click Next.
   

9. 
   If the report includes a chart, format the chart.
   

1. 
   Select the chart type, and then click Next.
   

• 
  For vertical and horizontal bar charts and line charts, specify which data to display on each axis:
  

• 
  In the Format Column (X) Axis section, select the field to use for the X axis, and the label that is displayed on the chart for the field.
  
• 
  In the Format Value (Y) Axis section, you can select two fields. For each field, you can specify the label that is displayed on the chart.
  
• 
  In the Format Labels and Legends section, specify whether or not to show the data labels and a legend.
  

• 
  For pie charts, specify the slices and values for the chart.
  

• 
  For slices, you must select one of the groupings in your report.
  
• 
  For values, you must select a numeric column with a summary type.
  

2. 
   Click Next.
   

10. 
    Review the summary of the report, click Next, and then click Finish.
    
11. 
    Determine where the report can be run from.
    

• 
  Categories
  

By default, a new report is not put into any category. If you want the report to be included in the category views in the Reports area, such as the Marketing Reports view, add a category in the Categories box.

• 
  Related Record Types
  

For example, if your new report includes data from accounts and activities, select Accounts and Activities.

• 
  Display In
  

• 
  Reports area
  

• 
  Forms for related record types
  

• 
  Lists for related records types
  

If no values are selected, the report will not be visible to end-users. To view or manage reports not visible to end-users, in the Reports area, select the All Reports, Including Sub-Reports view.

• 
  Languages
  

Note that this does not change the language used inside the report.

12. 
    Test the report, and modify it if needed.
    

If the report needs modifications, start with step 2 and edit the existing report.

13. 
    Determine who can use the report.
    

• 
  To share this report with other users, in the Reports area, select the report. Then on the Reports tab, in the Collaborate group, click Share.
  
• 
  To make this report available to everyone in the organization, in the Reports area, select the report. On the Reports tab, in the Records group, click Edit. Then, click the Administration tab, and click Organization.
  
• 
  To change the owner, in the Reports area, select the report. On the Reports tab, in the Records group, click Edit. Then, click the Administration tab, and select an owner.
  

• 
  To edit an existing Report Wizard report, first select the report. Then, in the Records group, clickEdit. Finally, click Report Wizard.
  
• 
  All reports generated with the Report Wizard print in landscape mode.
  
• 
  If you need to change data on the General or Administration tabs for a new report, wait until the report is saved before making the changes. Any changes on these tabs made before a report is saved will be ignored.