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

Can I do this task?

How to determine which record types have the data you need

1. In the Navigation Pane, click Workplace, and then under My Work, click Reports.
2. To add a new report, click New, and then click Report Wizard.

   - OR -

   To edit an existing Report Wizard report, select the report, on the Actions toolbar, click Edit Report , and then click Report Wizard.

   You can only use the Report Wizard to edit reports that were created with the wizard.

3. Select a starting point for your report.
   1. To create a new report, select Start a new report.

      - OR -

      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.
   3. Click Next.
4. Enter the name of the report, and specify which record types the report will use.

   The purpose of this step is to identify where the data in the report comes from. You can include data from one or two record types, plus data from related records Records that are referenced in the current record. For example, an account might have many related contact records..

   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.

        Tip: If you don't need data from a related record type, don't select one, as it makes the report take longer to load.

   2. Click Next.
5. Specify which records to include.

   The purpose of this step is to determine which records are included in your report. This information is saved as the default filter Criteria used to limit data in Microsoft SQL Server Reporting Services reports. Typically, the default filter restricts data to active records that have been modified within a certain time period. for the report.

   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 A view that is associated with a record type, managed for the whole organization, and available to all users. System views can be customized by a user who has privileges to customize entities. or saved view An Advanced Find search that has been saved. Saved views are personal views that appear in the View lists for the record types they are searching on. With saved views, you can save the criteria of a search to use again later. You can also share your saved views with others., select a view.

      - OR -

      To define which records to include by selecting criteria:

      • To add a criteria row:
        1. In the area for the record type that the field belongs to, click Select, and specify the field to filter on.
        2. Click the query relational operator Part of an expression (for example "is equal to" or "contains") that defines how a specified attribute should be compared with a value., and select an operator.
        3. Click Enter Value, and enter a value to filter on. For some values, you can click the Select Values 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.

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

        On the Filter toolbar, select Group AND or Group OR.

        To remove a row from a group, click the Options menu button for that row, and then click Delete.

        To select a group, click the Options menu button for that group, and then click Select Group.

        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.

        To unselect a group that has been previously selected, click the Options menu button for that group, and then click Deselect Group.

        To ungroup a group, click the Options menu button for that group, and then click Ungroup.

        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.

   2. Click Next.
6. Organize and lay out your data.

   The purpose of this step is to determine which columns to include, the order in which they are displayed, and whether to group data into subcategories. At a minimum, a report just includes columns. By grouping and summarizing the data, you make it easier to see the patterns.

   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.

   To use a chart in your report, if your report has no grouping, you must select at least one numeric column. If your report uses grouping, you must select at least one numeric column with a summary type defined.

   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 Organizing the data in a report so that related data is grouped together. For example, you could group data by week the record was created or by the amount of revenue.:
        • 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 Online 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.
        1. To reorder the grouping levels, use the up and down arrows in the Common Tasks section.
        2. 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.
   2. 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 Online field that contains the data to display or summarize.
         • Data type. The data type of the column, one of: primarykey Attribute type that stores a globally unique identifier (GUID) value for the record. The Report Wizard presents text from the primary field of the record instead of the GUID value., nvarchar Attribute type that stores up to 4000 characters of text., picklist Attribute type that presents a drop-down list that lets users select from a set range of options., bit Attribute type with two valid string values that are mapped within Microsoft Dynamics CRM Online to be stored as 1 or 0., decimal Attribute type that stores a fixed precision, floating-point value., int Attribute type that stores whole numbers between -2,147,483,648 and 2,147,483,647., float Attribute type that stores positive or negative numbers between -100,000,000,000 and 100,000,000,000. Decimal places are supported between 0 and 5 digits after the decimal., money Attribute type that stores positive or negative numbers between -922,337,203,685,477 and 922,337,203,685,477. Decimal places are supported between 0 and 4 digits after the decimal., ntext Attribute type that stores up to 100,000 characters of text., datetime Attribute type that stores a reference to a point in time. Datetime attributes can be configured to display either the date or the date and time., owner The name of the user who owns the record., lookup The primary field from the related record..
         • 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 The primary field from the related record., datetime Attribute type that stores a reference to a point in time. Datetime attributes can be configured to display either the date or the date and time., owner The name of the user who owns the record., picklist Attribute type that presents a drop-down list that lets users select from a set range of options., bit Attribute type with two valid string values that are mapped within Microsoft Dynamics CRM Online to be stored as 1 or 0., ntext Attribute type that stores up to 100,000 characters of text.
         • Average, Maximum, Minimum, Percent of Total, Sum: all numeric record types (decimal Attribute type that stores a fixed precision, floating-point value., int Attribute type that stores whole numbers between -2,147,483,648 and 2,147,483,647., float Attribute type that stores positive or negative numbers between -100,000,000,000 and 100,000,000,000. Decimal places are supported between 0 and 5 digits after the decimal., money Attribute type that stores positive or negative numbers between -922,337,203,685,477 and 922,337,203,685,477. Decimal places are supported between 0 and 4 digits after the decimal.)
         • Use the left and right arrows to reorganize the columns.
      2. Click OK.
   3. Click Next.
7. Select whether to use a chart in the report.

   The purpose of this step is to determine whether to use a chart, and which type of chart to use.

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

   The purpose of this step is to specify the type of chart, and how the data is displayed in the chart.

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

      The Chart preview area shows how the data will be displayed.

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

    When you finish defining the report, you return to the Report form, where you can update the name and description of the report, and determine where the report is displayed:

    • Categories

      To specify the categories in which to include this report, click the Select Values button , and then select the categories. More information: System Settings Dialog Box - Reporting Tab

    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

      To have the report appear in the Reports list on a page for specific record types, click the Select Values button , and then select record types.

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

    • Display In

      To specify where reports should be visible, click the Select Values button , and then select one or more options:

      • Reports area

        Report will be displayed in the Reports area.

      • Forms for related record types

        Report will be displayed on the form for the record type you select in Related Record Types

      • Lists for related records types

        Report will be displayed from specified list view pages.

    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

      If your Microsoft Dynamics CRM Online implementation has multiple languages enabled, specify a language. The report will be displayed for all users who have selected that language in their personal options. To make this report available to all users, select All Languages.

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

    Tip:If you use the Microsoft Dynamics CRM Online for Outlook with Offline Access, by default all reports that you own will be available when you are offline. More information: Work with Data to Take Offline

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

    On the Report toolbar, click Run Report .

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

12. Determine who can use the report.

    By default, the report is a personal report A report that can be viewed by its owner, and can also be shared with other users or teams.. This means that you are the only one who can use it.

    • To share this report with other users, in the Reports area, select the report, and then on the More Actions menu, click Sharing.
    • To make this report available to everyone in the organization, in the Reports area, select the report, on the Actions toolbar menu, click Edit Report, click the Administration tab, and select the Organization option.
    • To change the owner, in the Reports area, select the report, on the Actions toolbar menu, click Edit Report, click the Administration tab, and select an owner.

    If you use the Microsoft Dynamics CRM Online for Outlook with Offline Access, by default all reports that you own will be available when you are offline. More information: Work with Data to Take Offline

Notes

• 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.