Report Wizard for Microsoft Dynamics CRM 2011

Josh Behl
CRM Customization
CRM Reporting
Microsoft Dynamics CRM

Microsoft Dynamics CRM 2011 has a number of reporting options ranging from very simple and limited to complex and robust. The option you choose is contingent upon many factors not limited to time, budget, level of expertise, or the goal of the report. While there are arguably other "reporting tools" that can leverage Microsoft Dynamics CRM data such as custom Silverlight applications, custom charts, and other 3rd Party reporting tools, we are going to focus on the Microsoft Dynamics CRM 2011 Report Wizard.

To create a new report using the wizard, there are a handful of simple steps to follow. Let's review the high level steps and then delve into an actual example for you to try in your own environment.

General Process for Running the Report Wizard:

  1. Navigate to Workplace
  2. In the Navigation Pane, click Reports
  3. Click New
  4. In the Report: New window, click Report Wizard
  5. On the Report Properties page, enter a Name and select a Primary Record Type and, (optionally) a related record type.
  6. Define the filter to help the report better understand exactly what data you want to leverage in the report. This is referred to as the Report Filtering Criteria.
  7. Define the report layout (identify, order and sort the columns you want to display) and group the data accordingly.
  8. You may also find it necessary to create aggregations within your report.  For example: Average, Sum, Count
  9. Define the format: Table Only, Chart and Table, or Chart Only.  It is important to note that if you are selecting to display a chart, there are additional steps required to configure it.
  10. Run the report to validate the results.
  11. Make it available to the organization.

Now that we have outlined the general procedures, let's create a very simple report using the Report Wizard. In this scenario, we are going to create a report that provides a summary of the number of contacts you have in your environment by City and State.

  1. Within Microsoft Dynamics CRM 2011, navigate to the Workplace>>>Reports>>>New.
  2. On the Report Properties window, click Report Wizard.
  3. On the Getting Started window select Start a New Report. Click Next
  4. On the Report Properties window, enter "Contacts by City and State" into the Report Name field and select "Contacts" for the Primary Record Type. Click Next.
  5. On the Select Records to Include in the Report window, click Clear to clear the default filter and change the Use Saved View to Active Contacts. Click Next
  6. On the Lay Out Fields window, you can add columns by clicking Click Here to Add a Column and add groups by clicking Click Here to Add a Grouping. In this example we'll add Address1_StateorProvince (include a count aggregation), and Address1_City (include a count aggregation).  
  7. Add the following columns (FullName, BusinessPhone, Email)
  8. Once added, click Next.
  9. On the Format Report window, click Next.  It is important to note that because we are not doing aggregations on any numerical values, the Charts and Tables are disabled.
  10. Click Next, click Next again, and finally click Finish.
  11. Once the wizard returns to the Report Property window, preview the report by clicking Run Report.

There! You have successfully created your first report.  Contact your local Microsoft Dynamics CRM Partner if you need help.

Dynamics CRM 2011
Report Wizard