CRM 2011 Training Series – How to Schedule reports in CRM 2011?


 How to Schedule reports in CRM 2011?

The Microsoft Dynamics CRM 2011 schedule report feature is used for creating report snapshots. There are a few reasons to use this report snapshot functionality:

  • Send as a SQL Report Server email subscription
  • Cache ‘point-in-time’ snapshots
  • Use as the user-run report for especially long-running reports

Select the report you wish to schedule and click Schedule Report from the ribbon:

062911_1933_ReportSched1

This will launch a wizard for creating the snapshot

In our scenario we are going to select ‘On a schedule’

062911_1933_ReportSched2

Frequency window offers a myriad of options. Set your run time (server time)

062911_1933_ReportSched3

Select a start date and end date, if necessary

062911_1933_ReportSched4

If the report has parameters you will need to select them here. Optionally you could the edit the filter and for example use date parameters such as ‘Last x days’ that will of course be respected for each subsequent snapshot.

062911_1933_ReportSched5

A final review screen will summarize your selections

062911_1933_ReportSched6

It is now essentially a copy of the report you selected so you have the same options such as visibility controlled by the ‘Display In’ selection. If the report will be used for an email subscription you may decide to hide the snapshot from general users.

062911_1933_ReportSched7

After your snapshot has run it will be accessible from the report management list in CRM

062911_1933_ReportSched8

In order to set up the email schedule we need to navigate to the CRM report server and the organization that you were accessing. Usually this will be http://ReportServerName/Reports

The scheduled snapshot will be in the ‘CustomReports’ folder

062911_1933_ReportSched9

Hover over your snapshot report to see the drop down menu and select ‘Subscribe’

062911_1933_ReportSched10

The first time a subscription is set up for this report you will need to select ‘New Subscription’. If you come back to modify the subscription you will select and edit

062911_1933_ReportSched11

Several options for emailing: The subscription can go to any address however if you check the ‘Include Link’ only CRM users will be able to access. If any recipients will be non-CRM users you will want to check the ‘Include Report’ box and select a render format – the same options are available as when you run the report (Excel, PDF, etc.)

I like to include a valid ‘Reply-To’ address in the user has issues they may be apt to click reply

The subject will default with @ReportName variable which will be the GUID of the report. I recommend changing to friendly text

062911_1933_ReportSched12

Lastly click the ‘Select Schedule’ button to schedule the email.

Since I had set the snapshot to run at 3:00 PM I’m choosing to send the email at 3:02.

Just like the CRM schedule you can set start and end dates.

Click OK and wait for the scheduled email!

062911_1933_ReportSched13

**For CRM 2011 Training, please check out our CRM Training page. Please share |Like in Facebook if you feel like this page is useful.

Advertisements

About Dynamics CRM Guru

We are a group of CRM Consultants and have rich experience in all Microsoft CRM versions. Currently we provide training in Microsoft CRM 2015/CRM 2013 and CRM 2011.

Posted on December 14, 2012, in Microsoft CRM 2011, MS CRM 2011 Training and tagged . Bookmark the permalink. Leave a comment.

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s

%d bloggers like this: