Join Gini von Courter for an in-depth discussion in this video Create a report using the Report Wizard, part of Microsoft Dynamics CRM: Advanced Techniques.
- [Instructor] I can create reports for Dynamics CRM or Dynamics 365 using Visual Studio. However, the report wizard allows us to create reports without needing to be developers, without knowing Visual Studio, and the reports that we create can be edited later by ourselves or by someone else using Visual Studio to make them more elegant or to make them run a little faster. Whatever we'd like to have done. When I create a report, the first thing I want to do is make sure the report I want doesn't already exist.
We don't need multiple reports that are similar, which is slightly worse than multiple reports that are the same. Here's the report I want. I'd like to be able to look at selected accounts, or all of my accounts, and pull some information that would be in the account overview. Specifically what I'd like to know is the name of the account, the contact, their credit limit, what their payment terms are, and whether or not there's a credit hold. So this will give me an idea of what the current capacity is, how much credit we're extending, how much potential credit we are extending to accounts.
That particular report isn't here. I can create reports in Sales, but I can also create them in Service, Marketing, and the other areas, so make sure you're where you want your report to live, and I am. Click the New button, and notice Report: New Report, and the type of the report we're creating is a Report Wizard Report. Click Report Wizard to start the Report Wizard. I can either start with a new report or I can start with an existing report that I've created, not these reports that we see out here that are built-in Available Reports, but reports created with the Report Wizard.
Notice also I can overwrite an existing report. If I create a report with Report Wizard and want to modify it, one way to do that is simply to come back in here, start from that report, and overwrite it to modify it, but we're going to create a new report. I need to provide a report name, and notice how our reports are named already. The first thing we lead with is really the entity that the report is for, so this is definitely Account Credit Information.
Account Credit Information, and the Report description is, Account, Contact, and Credit Information. Specify the record types to include in this report. Now when I choose a primary record type, that's going to then limit me to the other record types that are related to this. In other words if I choose Accounts then I can only get items that are related to accounts, but that is in fact exactly what I want, which is Accounts, which then filters this list.
I would like the Contact as opposed to Contracts, Contacts. And it's related to Accounts based on Company Name. That looks good, click Next. We can now filter our reports based on either of those two entities that I chose a moment ago, so this filter area is for accounts, this filter area is for contacts. I don't care whether it was modified in the last 30 days, I'm going to clear that.
What I do care about is the status of the account, so I'm going to scroll down and notice at the top, these are my account fields. Status, equals, and it says Enter Value Status. I don't have to enter, I can click and choose. I only care about my active accounts. In terms of Contacts, I don't really care if they've been modified in the last 30 days either. What I care about is that I have active accounts listed.
Let's now click Next. This is where I'm going to choose my columns from those entities. To add a column, simply click. Record Type, Accounts, Account Name, isn't that great? The width of the column, we can use 100 pixels for now. Notice that Summary Type is available so that I can run aggregate functions like Sum. I'm simply going to add the account name, and under Accounts, I want the Credit Limit.
I don't need 100 pixels for the credit limit, we can trim that back some. Notice Summary Type is now activated. I can do an Average, a Minimum, a Maximum, and so on. It wouldn't be bad to have a Sum when I was all done, but we're not going to do that now. Click here to add another column in Accounts. Remember that I'd also like to know whether there's a credit hold. Credit on Hold, and this can be very narrow.
There's only two possibilities here, yes or no. Payment terms, also an attribute of the account. The widest here will probably be something like 2/10 net 30, that sort of thing, so I don't need to provide a lot more room, and then remember that I also wanted to have some information from Contacts. In Contacts, I want the contact's Full Name.
Now I'd like this closer to the front. I'd like the Account Name and the Contact, so with this item selected, Full Name, notice that I can use the arrow keys to be able to move items, so now there's the Account Name, Full Name, Credit Limit, Credit Hold, Payment Terms. I could add other columns. I can modify properties, remove columns or groupings in a report, I can add grouping here so if I had wanted to include active and inactive accounts, I could have grouped these by the activity status.
I could group them by territory, but this is all I want in my report. This is a really basic report. Next I'm asked how my report should be formatted. Notice the default for this report is Table only, but if I wanted to include a chart that showed for example the credit terms, I could. We're going to have a table only though. Click Next. Here's my report name. When I'm ready to save the report after reviewing this, I click Next. Let's click Finish to save our report.
Notice that my Account Credit Information report has been saved. It appears at the top of the Available Reports list. We now have 27 instead of the 26 we had. From here I can provide more information and we will be coming back to categorize this report. I can run the report to see what it looks like. We'll do that in a hot second, but I can also decide, oh, not so much, and I can delete the report from here, share the report, and so on. Other features that we will be talking about in a bit, but to run this report simply click Run Report, and this is running it as we had created it, with the filters that we set up, so we're only going to see our active customers, and with the columns of data that we requested, in the order that we placed them in the layout.
At this point then we know more about our data. We notice we have a lot of space on the page, so I would provide more information for Account Name and Full Name. Although the Payment Terms is fine. In general this is just pretty cramped, but we can clean that up, and we'll do that by modifying the report, which we will do in the next movie.
- Running, managing, exporting, and sharing reports
- Creating charts and dashboards
- Adding dashboard charts
- Modifying dashboard appearance
- Using system templates
- Creating personal Word templates
- Downloading data for an Excel template
- Modifying a template in Excel
- Creating a personal email signature