Let’s take a look inside CRM Online 2011 with Advanced Find: Part 3

Advanced Find is a flexible and powerful tool used to analyze Microsoft Dynamics CRM Online 2011 databases. Readers of this xRM.com blog have been flexing their Advanced Find skills in the last two blog posts, and have gotten as far as creating their own saved view with a dynamic filter. Now, we’re going to walk them through sharing and exporting this view.

No special permissions are necessary to use Advanced Find in Microsoft CRM Online, although you will only be able to view data that you have permission to read. This blog post continues where Part 2 left off, and will be using an Advanced Find query that was saved in Part 1.

Let’s get started. Click Advanced Find in the ribbon (see below). Regardless of where you are in CRM Online 2011, Advanced Find is generally available in the ribbon.

CRM Online 2011 with Advanced Find

The Advanced Find window opens. Click Saved Views in the ribbon (see below).

CRM Online 2011 with Advanced Find

The Advanced Find window refreshes with a list of Active Saved Views available for sharing. Check the box to the left of “Los Angeles” to select the saved view and click  Share in the ribbon.

CRM Online 2011 with Advanced Find

The Who would you like to share the selected view with? window opens (see below). Click Add User/Team.

CRM Online 2011 with Advanced Find

The Look up Records window opens (see below). The Look for: drop-down menu defaults to the User entity. Let’s leave that as-is. Every user whose box you check on this page will have the Los Angeles saved view shared with them. In this example, we check the box corresponding to the “xRM Guy” user and click the Add button.

CRM Online 2011 with Advanced Find

You’ll notice that “xRM Guy” has been added to the Selected records: field (in the rectangle below). Click OK.

CRM Online 2011 with Advanced Find

Determine whether you want this user to be able to Read, Write, Delete or Assign this view by marking the corresponding checkboxes (see below) and click OK to finalize your changes.

CRM Online 2011 with Advanced Find

The next time that xRM Guy signs in to CRM Online 2011, he will have the “Los Angeles” saved view available as an option in his drop-down menu of Accounts views. This will give xRM Guy access to the list of Accounts he should visit when he’s in Los Angeles, as described earlier in our story in Part 1 and Part 2 of this blog series. But what if xRM Guy isn’t a CRM Online 2011 user? Let’s export your view to a Microsoft Office Excel file and send it over!

Click Advanced Find in the ribbon (see below).

CRM Online 2011 with Advanced Find

The Advanced Find window appears. Click Saved Views in the ribbon (see below).

CRM Online 2011 with Advanced Find

Open the Use Saved View drop-down menu (see below), select “Los Angeles”, and click Results.

CRM Online 2011 with Advanced Find

Advanced Find returns the results of your query (see below). We can now export this current list of accounts using a built-in tool. Click Export Accounts.

CRM Online 2011 with Advanced Find

The Export Data to Excel window opens (see below). Leave Static Worksheet with records from this page selected and click Export.

CRM Online 2011 with Advanced Find

The File Download window opens (see below). Save the Excel file to your desktop.

CRM Online 2011 with Advanced Find

At this point, it’s up to you to get this file into the hands of your representative. We do recommend using e-mail or Microsoft Office SharePoint Server to transfer files though.

Want to learn more about CRM Online 2011? Many current experts began cutting their teeth as novices over at the CRM Success Portal where we provide free tutorial videos.

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Let’s take a look inside CRM Online 2011 with Advanced Find: Part 2

If you’ve been following the xRM.com blog, then you’re probably eager to dive into Part 2 of our Advanced Find series. In one of our previous posts we took a quick dive into one of the more powerful tools found in Microsoft Dynamics CRM Online 2011, Advanced Find. First we broke down the finer details of operating an Advanced Find query, and then we showed you how to save that query for later.

Now that you have learned to search using Advanced Find, we’re going to show you how to quickly arrange and analyze the data that you find.

No special permissions are necessary to use Advanced Find in Microsoft CRM Online, although you will only be able to view data that you have permission to read. This blog post also continues where Part 1 left off, and will be using an Advanced Find query that was saved in Part 1.

Let’s get started. Click Advanced Find in the ribbon (see below).

 CRM Online 2011 with Advanced Find

The Advanced Find window opens (see below). Open the Use Saved View drop-down menu, select “Los Angeles”, and click Results.

 CRM Online 2011 with Advanced Find

If you look below, you’ll see the result of the Advanced Find query that we created in our previous post. This query is returning a list of all Accounts that are located in Los Angeles. Did you notice that only the Account Name, Primary Contact, and Main Phone columns are visible?

 Microsoft CRM Online 2011 with Advanced Find

If you were to share this list as-is with your service representative traveling to Los Angeles, that person may find the information provided a little scarce. Let’s increase the amount of information being displayed in this view by adding some columns to the view.

Click the Advanced Find tab in the ribbon (see below) and click Edit Columns.

 Microsoft Dynamics CRM Online 2011 with Advanced Find

The Edit Columns window opens (see below). This is the tool we use to add or remove columns from the results of the Advanced Find. Click Add Columns.

 Microsoft CRM Online 2011 with Advanced Find

The Add Columns window opens (see below). This window contains a list of every entity attribute that can be added to the list of columns returned by your Advanced Find. Any custom attributes created during Microsoft Dynamics CRM Online customization and configuration will also be listed. Check the box next to “Address 1: Street 1” and “Address 1: Zip/Postal Code” and then click the OK button.

 Microsoft CRM Online 2011 with Advanced Find

The Edit Columns window refreshes with your changes (see below). “Address 1: Street 1” and “Address 1: Zip/Postal Code” are now included in the columns of your view. Let’s re-arrange the order of the columns in a slightly more logical fashion. We’ll select the columns in the view below and move them around using the green, left- and right-facing arrow buttons.

Scroll sideways in the window until you see the “Primary Contact” column listed. Click on the “Primary Contact” column to select it and then click on the green, left-facing arrow twice to position it to the left of “Address 1: Street 1”.

 Advanced Find with Microsoft CRM Online 2011

Your Edit Columns window refreshes and should now look just like the image below. If not, you may need to continue rearranging your columns by selecting them and then using the green arrow buttons. Once you’re happy with how your columns are arranged, click the OK button.

 Advanced Find with CRM Online 2011

The Advanced Find window refreshes (see below). Click Results in the ribbon.

 Advanced Find with Microsoft CRM Online 2011

The results of your recently modified Advanced Find query are returned (see below). Although we only added two columns of data, this view is much more useful to a service representative traveling in Los Angeles.

 Advanced Find with Microsoft CRM Online 2011

In the interest of your attention span, we’re going to wrap this post up! Let’s finalize our changes though before we do. Click the Advanced Find tab in the ribbon and then click Save.

 Microsoft Dynamics CRM Online 2011 Training

Your “Los Angeles” Accounts saved view is now saved with your most recent changes. So what can we do with this saved view now? We can share it with others privately; publish it for all of your users to use, or export data directly from it! If you want to learn how to do all those things, you’ll just have to keep watching this space as that is exactly what one of our upcoming posts will be covering. Can’t wait? Microsoft Dynamics CRM Online Video Training led by a CRM Online 2011 specialist may be the perfect choice for you!

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