How to Build FetchXML Report for CRM Online

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Creating Custom Reports for CRM Online using FetchXML

Creating custom reports for CRM Online can be a challenging task, especially when you don’t have the right tools and skills. Fortunately, Microsoft Dynamics CRM offers a powerful tool for creating custom reports called FetchXML. FetchXML is a query language that allows you to retrieve data from your CRM Online database and display it in a report format. In this article, we will explore how to build a FetchXML report for your CRM Online instance.

What is FetchXML?

FetchXML is a query language used in Microsoft Dynamics CRM to retrieve data from its database. It is similar to SQL in that it allows you to specify which data to retrieve and how to filter it. It is also similar to LINQ, which is used in programming languages like C# and VB.NET. FetchXML is used to create custom reports in CRM Online and can be accessed using the CRM Online interface or through external tools like SQL Server Management Studio and Visual Studio.

Why Use FetchXML for Reporting?

FetchXML is a powerful tool for creating custom reports in CRM Online. It allows you to retrieve data from the CRM Online database and display it in a report format. Unlike other reporting tools like SQL Reporting Services and Crystal Reports, FetchXML is easy to use and does not require any programming knowledge. It also provides a rich set of filtering and grouping options that allow you to create reports that are tailored to your specific needs.

Prerequisites for Building FetchXML Reports

Before you begin building FetchXML reports, there are a few prerequisites that you need to meet. The first of these is that you need to have a Microsoft Dynamics CRM Online instance. If you do not have one, you can sign up for a trial account by visiting the Microsoft Dynamics CRM website. You also need to have an understanding of the data that you want to retrieve from your CRM Online database. Finally, you need to have access to a FetchXML editor. There are several editors available, including the FetchXML Builder, which is available as a free download from the Microsoft website.

Building FetchXML Reports

Building a FetchXML report involves several steps. These include:

Step 1: Define the Data to Retrieve

The first step in building a FetchXML report is to define the data that you want to retrieve from your CRM Online database. This involves selecting the entities that you want to include in your report and the fields that you want to retrieve from each entity.

Step 2: Filter the Data

The next step is to filter the data that you retrieve from your CRM Online database. FetchXML provides several filtering options that allow you to retrieve only the data that you need. These include filtering by date ranges, by specific values, and by related entities.

Step 3: Group the Data

After you have retrieved the data and filtered it, you can group the data to provide a better view of the information. Grouping allows you to summarize the data by different categories, such as by month or by department.

Step 4: Sort the Data

Sorting the data is an essential step in building a FetchXML report. This allows you to specify the order in which the data is displayed in the report. You can sort the data by any field or combination of fields that you choose.

Step 5: Display the Data in a Report Format

The final step in building a FetchXML report is to display the data in a report format. This involves selecting the fields that you want to display in the report, formatting the report layout, and adding any charts or graphs that you want to include.

Creating a FetchXML Report in CRM Online

Creating a FetchXML report in CRM Online is a straightforward process. The following steps outline how to do this:

Step 1: Open the Report Wizard

To open the report wizard in CRM Online, navigate to Settings > Customizations > Customize the System. From here, select Reports and then click New.

Step 2: Specify the Report Type

In the report wizard, select the type of report that you want to create. For a FetchXML report, select the option labeled Report Wizard.

Step 3: Define the Data to Retrieve

In the next screen of the wizard, define the data that you want to retrieve from your CRM Online database. This involves selecting the entities that you want to include in your report and the fields that you want to retrieve from each entity.

Step 4: Filter the Data

After you have defined the data to retrieve, you can filter the data using the filtering options provided by FetchXML. These include filtering by date ranges, by specific values, and by related entities.

Step 5: Group the Data

You can then group the data to provide a better view of the information. Grouping allows you to summarize the data by different categories, such as by month or by department.

Step 6: Sort the Data

Step 7: Preview the Report

After you have defined the data to retrieve, filtered it, grouped it, and sorted it, you can preview the report to ensure that it meets your needs.

Step 8: Format the Report Layout

Finally, you can format the report layout to ensure that it is visually appealing and easy to read. This involves selecting the fields that you want to display in the report, adding any charts or graphs that you want to include, and specifying the layout of the report.

FAQs About Building FetchXML Reports for CRM Online

Question	Answer
What is FetchXML?	FetchXML is a query language used in Microsoft Dynamics CRM to retrieve data from its database.
How do I access FetchXML?	FetchXML can be accessed using the CRM Online interface or through external tools like SQL Server Management Studio and Visual Studio.
What are the prerequisites for building FetchXML reports?	You need to have a Microsoft Dynamics CRM Online instance, an understanding of the data that you want to retrieve from your CRM Online database, and access to a FetchXML editor.
What are the steps involved in building a FetchXML report?	The steps involved in building a FetchXML report include defining the data to retrieve, filtering the data, grouping the data, sorting the data, and displaying the data in a report format.
What are the benefits of using FetchXML for reporting?	FetchXML is easy to use, provides a rich set of filtering and grouping options, and does not require any programming knowledge.
What is the best FetchXML editor to use?	There are several editors available, including the FetchXML Builder, which is available as a free download from the Microsoft website.
How can I create a FetchXML report in CRM Online?	Create a FetchXML report in CRM Online by opening the report wizard, specifying the report type, defining the data to retrieve, filtering the data, grouping the data, sorting the data, previewing the report, and formatting the report layout.
Can I use FetchXML to retrieve data from multiple entities?	Yes, you can use FetchXML to retrieve data from multiple entities by using a join statement.
Can I add charts and graphs to a FetchXML report?	Yes, you can add charts and graphs to a FetchXML report to help visualize the data.
What are some common mistakes to avoid when building a FetchXML report?	Common mistakes to avoid include not filtering the data correctly, not grouping the data correctly, and not sorting the data correctly.
How can I learn more about FetchXML?	You can learn more about FetchXML by visiting the Microsoft Dynamics CRM website, reading documentation, and participating in online forums.
Can I use FetchXML to create custom dashboards?	Yes, you can use FetchXML to create custom dashboards in CRM Online.
Can I use FetchXML to retrieve data from third-party applications?	No, FetchXML can only be used to retrieve data from the CRM Online database.

Conclusion

Building FetchXML reports for CRM Online is a powerful tool that allows you to retrieve data from the CRM Online database and display it in a report format. By following the steps outlined in this article, you can create custom reports that meet your specific needs. Remember to define the data to retrieve, filter the data, group the data, sort the data, and display the data in a report format. With FetchXML, you can create reports that are tailored to your specific needs and provide valuable insights into your CRM Online data.

Closing Disclaimer

The information in this article is provided for informational purposes only and does not constitute professional advice. The author makes no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the article or the information, products, services, or related graphics contained in the article for any purpose. Any reliance you place on such information is therefore strictly at your own risk.