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.
The Advanced Find window opens. Click Saved Views in the ribbon (see below).
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.
The Who would you like to share the selected view with? window opens (see below). Click Add User/Team.
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.
You’ll notice that “xRM Guy” has been added to the Selected records: field (in the rectangle below). Click OK.
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.
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).
The Advanced Find window appears. Click Saved Views in the ribbon (see below).
Open the Use Saved View drop-down menu (see below), select “Los Angeles”, and click Results.
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.
The Export Data to Excel window opens (see below). Leave Static Worksheet with records from this page selected and click Export.
The File Download window opens (see below). Save the Excel file to your desktop.
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.