Creating Reports with Report Wizard

Written By: Josh Behl

from February 13, 2012

Microsoft Dynamics CRM has a number of reporting options ranging from very simple and limited to complex and robust. The option to choose is contingent upon many factors not limited to time, budget, level of expertise, or the goal of the report. 

The purpose of this article is not to provide a comprehensive training or overview of all reporting capabilities in Microsoft Dynamics CRM 2011, but rather to focus on one particular reporting option: Microsoft Dynamics CRM 2011 Report Wizard. 

While there are arguably other “reporting tools” that can leverage Microsoft Dynamics CRM data such as custom Microsoft Silverlight applications, custom charts, and other 3rd Party ISV reporting tools, this focus is on Microsoft Dynamics CRM 2011 Report Wizard. 

To create a new report using Microsoft Dynamics CRM 2011 Report Wizard, there are a handful of simple steps to follow. First, will be a review of the high level steps; then, an actual example to try in a user’s environment. 

General Procedures

  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
  9. Define the format: Table Only, Chart and Table, or Chart Only. 
  10. Run the report to validate the results.
  11. Make it available to the organization. Now that general procedures are outlined, below are steps to create a simple report using the scenario of creating a report to summarize the number of contacts in a user’s environment by City and State.

Simple Report Example

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 the following groupings:

a. Address1_StateorProvince (include a count aggregation)

b. Address1_City (include a count aggregation)

7. Add the following columns:

a. FullName

b. BusinessPhone

c. Email

8. Once added, click Next.

9 On the Format Report window, click Next.

a. 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.

Check out DynamicsUniversity.com for more lessons on creating reports within Microsoft Dynamics CRM 2011. For an online view, watch on YouTube or search YouTube for “Introduction to Microsoft Dynamics CRM 2011 Report Wizard.”