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Schedule Report
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Running complex reports can drastically reduce the performance of your reporting server. If you install Microsoft Dynamics CRM and Reporting Services on the same server, these complex reports can negatively affect performance for all of your Microsoft Dynamics CRM users, including those users not running reports. Therefore, it s ideal for you to install Reporting Services on a dedicated computer separate from Microsoft Dynamics CRM so that you can isolate the reporting demands from standard Microsoft Dynamics CRM usage. Regardless of the Reporting Services configuration, you can use the Microsoft Dynamics CRM Report Scheduling Wizard to reduce the impact of report execution on your Microsoft Dynamics CRM server performance. By using this technique, you can execute a report and cache the results, providing a performance boost at run time when viewing the report, according to a predefined schedule. In addition to caching report results, with this execution setting you also can take a report snapshot that freezes the report results as of a specific time, which is useful for quarterly progress reports, monthly quotas, and so on. Note Microsoft Dynamics CRM Online does not allow scheduled reports. To use the Report Scheduling Wizard, you need to select the report you want to modify in the Microsoft Dynamics CRM Reports view and click Schedule Report on the report ribbon to start the wizard. We show you an example of how this works. More Info Microsoft Dynamics CRM actually configures a snapshot of the report in Reporting
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Services. The options you define in the Report Scheduling Wizard correspond to the options you have in Reporting Services.
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Scheduling the Neglected Accounts report to execute monthly
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1. Click the Neglected Accounts report in the Reports list. 2. Click the Schedule Report button on the ribbon to open the Report Scheduling Wizard. 3. Choose whether you will schedule the report snapshot manually or per a defined schedule. Each option takes you through different but self-explanatory pages. For this example, select On a schedule, and click Next. 4. Select the frequency with which the report should execute. Each option (once, hourly, daily, weekly, monthly) provides additional unique parameters for you to configure. Select Monthly, and leave the default options. Click Next.
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5. Select the start and end dates or indicate that the schedule has no end date. Click Next.
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13 Reports and Dashboards
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6. In the Define Report Parameters dialog box, you define the report parameters you want to use in your snapshot. This page displays the parameters specific to the report you scheduled. The step also provides an Edit Filter button. Click this button to further refine the filter used for the report snapshot. Keep the defaults, and click Next.
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7. On the next page, you can review all of your selections. Pay special attention to the note listed. Only the most recent eight snapshots of your report will be stored. Click Create to complete the report snapshot. 8. After processing the report, the final page appears, letting you know whether your report was properly scheduled or detailing any error the wizard encountered. Click Finish to complete the process. To edit the snapshot simply click a scheduled snapshot report and select Schedule Report from the actions area of the ribbon. This action will take you through a set of steps similar to the preceding procedure. The user who created the snapshot becomes the report s owner. The report s Viewable By attribute defaults to Individual. When you configure report caching or snapshots, the report runs under the context of the report owner.
Part II Solutions
If you want the report to be viewable by the organization, you must consider the owner of the report and the data that the owner can view. If the report runs in the context of a user with higher privileges (such as a system administrator), every person who views that report will see the same data that the system administrator would see, regardless of the user s individual business unit and security roles. Consequently, a lower-level user may see data in the report that he would not be able to see through the Microsoft Dynamics CRM user interface. Conversely, if you choose to cache a report or take a snapshot with a user who has lower-level privileges, a higher-level user may miss data that she should be able to view. Therefore, you must carefully consider the owner of the scheduled report and the report s intended audience when you configure report caching and snapshots.
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