CRM HowTo – Reports
This CRM HowTo manual describes how you can create your own custom reports in CRM.
Topics covered are:
 Create a new report
 Report filtering criteria
 Laying out fields including Grouping and counting
 Formatting and finishing a report
 Running the report
 Export to Excel
 Modify an existing report
Create a new report
To create a new report go to the Reports section of ‘My Work’:
In the ribbon click ‘New’:
A new report screen appears:
Click on ‘Report Wizard’ to start.
In the next screen select ‘Start a new report’ and click on the button ‘Next’.
The ‘Report Properties’ screen appears and you must fill in the ‘Report name’ and select the ‘Primary
record type’. Here ‘Application test – Adriaan’ and ‘Applications’:
Click ‘Next’ to go to the Report Filtering Criteria screen
Report filtering criteria
In the Report Filtering Criteria screen the selection of records is defined in a way very similar to that
used in Advanced Find queries.
The records must meet the filtering criteria entered in this screen.
Criteria are added by choosing a field by name and entering one or more values, depending on the
type of field.
You can use logical AND and OR for more filtering criteria.
In the example used here the criteria are:
 Applies for programme: International Business Administration
 Anticipated Date of Entry: 2013
You can also use an existing Saved View:
When the filtering criteria are entered, click on the ‘Next’ button.
Laying out fields including Grouping and counting
The Lay Out Fields screen has 3 sections:
 Columns in the report
 Groupings
 Common Tasks
Columns in the report
In the ‘Columns in the report’ section you can add columns that must appear in the report.
To add a column click in the box ‘Click here to add a column’:
The ‘Add Column’ dialog appears, here you can select the ‘Record type’ and ‘Column’. You can also
select a new ‘Column width’, use 200px or 300px for names, URL’s etc.
Click OK to confirm your choice.
Add columns as needed.
You can change the position of a column by selecting it and using the left-right arrows in the
‘Common Tasks’ pane:
Removal of a column is done by selecting it and clicking ‘Remove Column or Grouping’ in the
‘Common Tasks’ pane.
Groupings
Reports can contain groups of records:
To add one or more groupings click in the box ‘Click here to add a grouping’:
In the ‘Add Grouping’ dialog you can select a grouping column the same way as adding a column to
the report.
You can also select a ‘Summary type’ like ‘Count’. This puts record counts above the groups of
records:
A group can be moved up or down by selecting it and using the up-down arrows in the ‘Common
Tasks’ pane:
Common Tasks
Some common tasks have been described above:
 Moving groups or columns
 Add Column or Grouping
 Change Properties
 Remove Column or Grouping
The remaining 2 are:
 Configure Sorting
 Set Top or Bottom Number
Configure sorting
To show the selected records in the correct order you must define the sorting order.
Click on ‘Configure Sorting’ and select the column you want to sort the records by.
You can also choose between Ascending (A – Z) and Descending (Z – A) sort.
Set Top or Bottom Number
Used to specify how many records are shown.
Can only be used when a numeric column is included in the report.
Formatting and finishing a report
If a report contains numerical data you can show the results in a chart, otherwise you can only use
the table option.
After formatting the report click on the ‘Next’ and ‘Finish’ buttons.
This brings you back to the report screen.
Click ‘Save and Close’ to save your report.
Running the report
In the reports overview select your new report and click on ‘Run Report’.
Your report is then being generated and will look like this:
Export to Excel
When you have a report on your screen you can export the data.
Several export formats are available, including Excel:
Modify an existing report
To modify an existing report go to the Reports section of ‘My Work’.
Select the existing report and in the ribbon click on ‘Edit’:
The report screen appears:
Click on ‘Report Wizard’ to start editing your report.
First you are asked if you want to start from an existing report, select this option and click ‘Next’:
The next steps are the same as described above.