CRM Module 5: Reporting

Leon Tribe

About Me

> Trained as a quantum physicist> Worked with CRM systems for 15

years> On the original Microsoft CRM 1.0

beta training> Dynamics CRM certified and a

Microsoft CRM MVP

Housekeeping

> If you have a question, ask> If you need to go to the toilet, go> If you need a break, ask> If you have a mobile phone:

- Off is great- Silent/Vibrate is fine- On is ok but please leave if it rings and you need to

answer it

> Enjoy yourselves!

Core Modules

1. General Use

2. Basic Record Management

3. Enquiry Management

4. Marketing

5. Reporting

Module 5: Reporting

> Finding Records in CRM> Quick Searches> Search Tips> Advanced Find> Multi Entity Advanced Find> Creating Personal Views> Extracting Data with Excel> Creating Charts> SQL Reporting Services (SRS) Reports

CRM Module 5:

Reporting

Finding Records in CRM

> Ways to search:- Global Search- Quick Search- System and Personal Views- Alphabet Bar- Advanced Find

> Can find Quick Search and Views at the top of any list view

> Global Search is at the top of the client screen

Global Searches

> Simplest way to search> Searches multiple records types at once

Quick Searches

> Can configure which fields it searches on

> Can resort columns> Can use the Alphabet Bar

- Filters on the column being sorted

> Can scroll through the pages

Fields Used by the Quick Search

For Contacts For EnquiriesBirthdayBusiness PhoneFANFirst NameFlinders EmailFull NameHome PhoneLast NameMiddle NameMobile PhonePreferred Given NameStudent ID

AreaCreated OnCustomerDescriptionEnquiry NumberEnquiry TitleModified OnOwner

Search Tips

> Try searching on things other than the name e.g. Account Number, Industry

> Use the ‘*’ wildcard

Exercises

> Play with the basic search tools to see what you can find- Try it for Enquiries and Contacts- Try using wild cards

Advanced Find

> The most powerful search tool you can run> Plan your Advanced Find query before jumping in

- What kind of records do I want returned?- What conditions need to be met?- What columns do I want to see?- Do I only want to see active records?

> Advanced Find uses the label names

Exercise/Demonstration

> Create an Advanced Find that shows all students in Glenelg

> Create an Advanced Find that shows all international students

> Create an Advanced Find that shows all students in Glenelg AND are international

> Create an Advanced Find that shows all students in Glenelg OR international

Multi-Entity Advanced Find

> Not only can we search within a records fields, we can also search the fields of the related records!- And their related records, and their related records....

> Related entities can be found under the field listing for an entity

> You can also show related fields in the columns> When planning your query understand that related

records can be on the left or linked via a lookup

Exercises (15 minutes)

> Create an Advanced Find of all Active Enquiries made by International students

> Save this query and locate it as a Personal View on the Enquiry list view

Creating Personal Views

> Saved Advanced Find queries are available for future use- No need to reinvent the wheel each time

> Just go to the list view of the relevant entity and click the View drop-down

> Demonstration: Where to find Personal Views

Sharing an Advanced Find

> You can share saved Advanced Find queries like you can share records

> This is done from the ‘Saved Views’ tab in the Advanced Find window

Extracting Data with Excel

> If you have permission, any list of records in CRM can be exported to Excel for manipulation

> Exports can be static or dynamic> You can export to a worksheet or PivotTable> Dynamic exports need the Outlook client to run

> Exercise: Export your previous query to Excel as a Dynamic Worksheet

> Exercise: Export your previous query to Excel as a Dynamic PivotTable and display a count of Enquiries by Owner

What you can do with Excel Exports

> Share them with other users> Add them as reports> Manipulate them/add graphs etc.

Creating Charts

SQL Reporting Services (SRS) Reports

> Existing reports can be run from- Service-Reports- Top of a list view- Top of a detail view

> Context is important> Exercise/Demonstration: Run a report and export

it

Other Things to Know About SRS Reports

> Report security works the same as other record security

> You can add web links and other files as reports!

> Exercise/Demonstration: Add an Excel export as a report

> Exercise/Demonstration: Add a web link as a report

Questions?