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Microsoft Dynamic CRM 2011 : Sharing a Report, Scheduling a Report

1/21/2013 2:46:07 PM
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1. Sharing a Report

The report you created in the previous exercise will reside in the Reports view of the Workplace area but will only display for you; most other users will not be able to see the report unless they have system administrator or other security rights. By default, Microsoft Dynamics CRM prevents other users from being able to use your report at this point, but it does allow you to share the report with other users as you see fit. This is helpful because:

  • Several different users might use the Report Wizard to create many reports. If all reports are immediately available to everyone, the number of reports in the list will grow quickly and might lead to confusion.

  • You might need a report for a very specific reason that does not apply to any other users, and therefore there is no reason to share it.

Although reports are not shared immediately, you can share them with other users in just a few steps.

In this exercise, you will share the report you created in the previous section with a specific user and then make it available to all users in your Microsoft Dynamics CRM environment.

Note

SET UP Use the Internet Explorer web browser to navigate to your Microsoft Dynamics CRM website, if necessary, before beginning this exercise.

  1. In the Workplace area, click Reports.

  2. Select Active Opportunities by Owner without opening the report.

  3. In the Collaborate group on the ribbon, click the Share button.

    The Who Would You Like To Share The Selected Report With? dialog box appears.

  4. In the Common Tasks pane, click Add User/Team.

    The Look Up Records dialog box appears.

  5. Search for system users and select any user. Then add the user to the Selected Records area, and click OK.

    The selected user displays in the sharing dialog box, with Read rights assigned by default. You can modify the sharing rights to suit your specific needs.

    image with no caption
  6. Click OK to save your sharing settings for the report.

    The specified user will now see the report in the Reports view of the Workplace area.

    Occasionally you might want to make the report available for every user rather than for specific users. Although you could select all users in the sharing dialog box, users that join your organization at a later time will not automatically have access to the report. In the next steps, you will make a report available to the entire organization so that even users who are added later are still able to access your report.

  7. In the Reports view, select the Active Opportunities by Owner report without opening it, and on the ribbon, click Edit.

    The Report form is displayed.

  8. On the form toolbar, click Actions, and then select Make Report Available to Organization.

    Note

    Troubleshooting If the Make Report Available To Organization option does not appear in the Actions menu, you do not have rights to publish reports. Contact your system administrator about adding the Publish Reports privilege to your security role.

    image with no caption

    Your report is now available to the entire organization. You can also make the report a personal report again by following steps 7 and 8 above and selecting Revert To Personal Report.

Note

CLEAN UP Close the Report form.

2. Scheduling a Report

When you run a report by using SQL Server Reporting Services in Microsoft Dynamics CRM, the report runs in real time and reflects the current data in the application. This works well for most of your reporting needs, but it can also pose challenges. For instance:

  • Users who run the report at different times can communicate conflicting information, which leads to confusion and data integrity concerns.

  • Real-time reports provide no historical perspective for comparison or trending purposes.

For example, you might want to run a monthly pipeline report to understand how the pipeline looks at the beginning of each month and to compare to previous months.

Microsoft Dynamics CRM provides a Report Scheduling Wizard to address this need. The wizard allows you to generate report snapshots either on demand or at a regularly scheduled time.

Important

The Report Scheduling Wizard is not available in Microsoft Dynamics CRM Online.

In this exercise, you will schedule a report to run once a month at midnight.

Note

SET UP Use the Internet Explorer web browser to navigate to your Microsoft Dynamics CRM website, if necessary, before beginning this exercise.

  1. In the Workplace area, click Reports.

  2. Select Active Opportunities by Owner without opening the report.

  3. In the Actions group of the ribbon, click Schedule Report.

    Note

    Troubleshooting If the Schedule Report button is not available on the ribbon, you do not have rights to schedule reports. Contact your system administrator about adding the Add Reporting Services Reports privilege to your security role.

    The Report Scheduling Wizard appears. Here you can specify when a snapshot should occur.

  4. Select On a Schedule, and then click Next to proceed to the Select Frequency page.

  5. On the Select Frequency page, select Monthly and leave the default settings for the monthly schedule.

    The default settings schedule the report for the first day of the month at midnight.

    image with no caption
  6. Click Next to proceed to the next step of the Report Scheduling Wizard.

  7. On the Select Start and End Dates page, leave the current date as the default start date, and leave No end date selected.

    image with no caption
  8. Click Next to proceed to the next step.

    The Define Report Parameters page is displayed, indicating that there are no parameters for the selected report.

  9. Click Next to proceed to the next step of the Report Scheduling Wizard.

    The Review Snapshot Definition page is displayed.

  10. Verify that the settings are correct, and then click Create to schedule your report.

    A Completing The Report Scheduling Wizard confirmation page displays when the scheduling process is complete.

  11. On the confirmation page, click Finish to exit the Report Scheduling Wizard.

    You have successfully scheduled the report. On the first day of the next month, the report snapshot will be taken and will be available for all users who have access to the report. When the report is run, an additional report will appear in the list with a name similar to the original report that includes a timestamp of the report’s run date.

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Important

The report will not display any results until the first snapshot is generated, according to the schedule you specify in the Report Scheduling Wizard. Only the eight most recent report snapshots will be stored. When the ninth report is created, the oldest report will be deleted.

Note

CLEAN UP Close the Report form.

 
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