Customizing and Organizing Reports
Microsoft Dynamics CRM Online 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
- Report types
- Data security
- Options for creating new reports
- Options for modifying existing reports
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 Online supports two types of Microsoft SQL Server Reporting Services report:
- SQL-based Reporting Services report. These use SQL queries and filtered views to retrieve report data. Filtered views restrict the data to what is available to the security role of the person running the report. All the default reports that are shipped with Microsoft Dynamics CRM Online are SQL-based reports.
- Fetch-based Reporting Services report. These reports use FetchXML queries that are proprietary to Microsoft Dynamics CRM Online instead of filtered views to retrieve data for reports. Reports that are created using the Report Wizard in Microsoft Dynamics CRM Online are Fetch-based reports.
The other reports can be:
- Links to Web pages
- Static files
- Dynamic Microsoft Office Excel files that read data from the Microsoft Dynamics CRM Online database
For each report, you can edit the following properties:
- File name or URL
- Display name
- Information about where the report displays in the user interface
All reports read Microsoft Dynamics CRM Online 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:
- Add a file or a link to a Web page as a report.
- 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.
- Write a new Fetch-based Reporting Services report. 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.
You can also use the following built-in reporting tools:
Options for Modifying Existing Reports
For existing reports, users with appropriate permissions can:
- Organize reports into categories to control which views in the Reports area display each report.
- Determine where a report is visible in the user interface, and edit other properties of the report.
- Edit a report created with the Report Wizard.
- Edit the default filter for default reports and reports created with the Report Wizard.
- Share a personal report with other users, or make it available to everyone in your organization.
Reports in Solutions
In Microsoft Dynamics CRM Online, 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 Online functionality and the user interface. Only reports that are organization-owned or visible to the organization can be added to solutions.
To find if a report is viewable to the organization:
- 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 Online, 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.