Join Gini von Courter for an in-depth discussion in this video Run a report, part of Dynamics for Power Users: Reports, Charts, and Dashboards.
- [Instructor] In this section of the course we're going to focus on how to get the information that we want back from Dynamics. Whether that's Dynamics 365, or Dynamics CRM, 2016, how we're going to get data back out. It wasn't that long ago that when we heard the word report we'd think of something that was in print, rows and rows and rows of data on paper, but we have a lot of different ways to report now. A Dashboard, for example, is one way to report.
This particular chart is reporting on a specific aspect of our business. But we're going to begin with reports that are created using a fairly traditional system, SQL Server Reporting Services, SSRS has been with us for awhile and when we're looking for those reports we're going to find them in the Tool section of whatever part of Dynamics we're looking at. So if I switch to Sales or to Service, to Marketing, notice in each case in the Tools area we have reports.
I'm going to go to Service and Reports and this is my list of available reports in Service. Currently 26 reports that I can run. To run a report all I need to do is select it. For example, if I would like to run an Account Overview, I can click and notice now I have a Run Report button I didn't have a moment ago. If I scroll down and want to look at Products by different accounts, a Sales History, my sales pipeline, User Summary and so on, all of these are individual choices in this particular module, the Service Module.
So to go back and run that report, a list of Activities for example, choose Activities, click Run Report. We're retrieving information from using SSRS, we are retrieving information from Dynamics 365. And this particular report breaks the rules already. It's a chart, it's not rows and rows of data, this is pretty cool. This is the list of different Activities and notice that I have some options, some ways that I can modify this report on the fly, right now.
So this is Owner, Activity Type. I could change this and then click View Report and modify this report. And now this is Activity Type showing me my phone calls, tasks, case resolutions and email. But this is a much better report seeing that all the data in here is my data. But when we have more users in the system, then that first report, by owner, breaks out each user on their own column of the chart. We also have a Filter, and I can click to open it up and see that this says, Activity Equals Canceled Completed Opened or Scheduled, lots of Activities in the last 14 days.
If I want to edit the Filter, I can edit the Filter in the report, and this is the Filter, Date created, last x days, 14. Activity status equals in all of the choices. For many of these I'll have a button that will allow me to choose items to select values from the list. So if I wanted simply to see items that were completed, it's not hard to figure out how to do this. We can send back, remove from our list of selected values, all except the ones that are completed.
For example, I could select specific cases, I could select specific opportunities or select specific users. Click return to report after you viewed or modified anything you'd like to here in this Filter. And if you've changed things, click View Report again to view the report. That's a nice report. I'm going to close this. Now this isn't the only way to access these reports.
I can also access a report through an entity. For example, if I go to Sales, and we look at Accounts. Here are my Sales Accounts. I'm going to choose a couple of those accounts, holding control to select. Now you don't see, Run Report, here, but it's still here. Let's go out to the Menu, let it load, Run Report, run on Selected Records or All Records. So if I wanted to see an Account Overview of these three selected records, the dialog now asks me, are you sure you want the selected records, would you want all applicable records, I'm gonna say, no, I really wanted the selected records.
I will get a three page report that provides an overview, one per page, here's Fabrikam, Blue Yonder Airlines, Coho Winery. Note that I can also edit the Filter on this report if I wish, just as I can when I choose that report from the Tools Reports interface. Now that we know how to run reports, let's see what else we can do with 'em. Meet you in the next movie.
- Running a report
- Creating a report using the Report Wizard
- Categorizing and managing reports
- Creating charts and dashboards
- Adding a dashboard chart and a dashboard list
- Modifying a dashboard's appearance
- Customizing templates and views