Create or edit charts and dashboards

Create or edit a chart

Drill down in a chart

Work with, create, or customise dashboards

Manage dashboard components

Set properties for a chart or list included in a dashboard

Create or edit a system chart

Create or edit a chart

Present large quantities of data in your organization in a more insightful and graphical way by creating useful charts in Microsoft Dynamics CRM.

Create a chart

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  1. Go to your work area. (How do I get there?)
  2. Open the chart designer:

green_diamond_arrow If using the CRM web application:

a.  On the right side, choose the Charts pane.

b.  In the Charts area, choose New Chart +.

green_diamond_arrow If using CRM for Outlook:

  • On the Charts tab, in the Charts group, choose New Chart.
  1. Define the properties of the chart.
green_diamond_arrow Specify what you want to display on the chart

a.  In the first drop-down box under Legend Entries (Series), select a field to display on the series axis.

b.  In the Aggregate drop-down box, choose the option by which you want to group the field you selected in Legend Entries (Series).

c.  For non-numeric fields, you can select only Count: All or Count: Non-empty. For numeric fields, you can select one of the following aggregation options: Count: All, Count: Non-empty, Avg, Max, Min, or Sum.

NULL values are not considered for computing minimum, maximum, and average of data. However, zeros (0) are considered. For example, if you have the following data:

Records Potential Customer Established Value
Opportunity 1 Account 1 Null
Opportunity 2 Account 1 250
Opportunity 3 Account 2 0
Opportunity 4 Account 2 250

The average for Account 1 is 250 because the NULL value wasn’t used. The average for Account 2 is 125 because the zero was used.

To create a chart with multiple series, choose the Add a series icon green_plus, select another field to display on the series axis, and then select an aggregate option for that series.

d.  To change the chart type for a series, select the series, choose the Current chart type icon for that series, and then select a chart type.

e.  To stack items in a chart, choose the chart type, and then choose Stacked or 100% Stacked. You can stack items only in a bar, column, or an area chart.

f.  To display only top items on the chart, choose the Top/Bottom Rules icon > Top X Rule icon, > Top 3 or Top 5, or Custom to specify a different number. For example, to display only the top three opportunities grouped by potential customers, choose the Top/Bottom Rules icon > Top X Rule icon > 3.

-OR-

To display only the bottom items on the chart, choose the Top/Bottom Rules icon > Bottom X Rule icon > choose Bottom 3 or Bottom 5, or Custom to specify a different number.

g.  From the list under Horizontal (Category), select the field to display on the category axis.

To create a comparison chart with multiple categories, choose the Add a category icon green_plus, and then select another field to display on the category axis.

h.  You can add only two category items and one series item to a comparison chart.

i.  For fields that are of the datetime type, choose the option by which you want to group the field you selected as the category.

The chart is named based on the fields you chose for the series and category axes.

  1. To specify a different name for the chart, choose the chart name to edit it.
  2. To save the chart, in the chart designer, choose Save.

The chart obtains the data from the view that is selected for a record type. A chart is automatically updated every time that you change the view in the list of records. However, if the chart has been idle for some time, we recommend that you choose Refresh Chart on the Charts tab, so that the chart and the list of records show the synchronised data.

Edit a chart

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  1. Go to your work area. (How do I get there?)
  2. Open the chart designer:

If using the CRM web application:

a.  On the right side, choose the Charts pane.

b.  In the chart area, choose the chart list, choose the chart you want to edit, and then choose the Edit Chart button.

If using CRM for Outlook:

a.  On the Charts tab, in the Layout group, choose Chart Pane > Right or Top.

b.  In the chart area, choose the chart list, choose the chart you want to edit, and then in the Charts group, choose Edit Chart.

    3.  Modify the properties of the chart. For details, see Step 3 in the Create a chart section.

See Also

Work with, create, or customise dashboards

Drill down in a chart

Drill down in a chart

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  1. Open the list of records that you want to view a chart for. Then, click or tap the chart bar on the right or top of the list of records.
  2. Follow the steps for the app you’re using.

green_diamond_arrow If using the CRM web application:

a.  Click or tap the Charts area.

green_diamond_arrow If using CRM for Outlook:

a.  In the ribbon, click or tap Chart Pane, and select where you would like the chart to be displayed.

  1. In the chart area, click or tap the arrow next to the chart name, and then click or tap a name of the chart that you want to see drill down into.
  2. Click or tap the category area of the chart in which you want to drill down further to see lower level data.
  3. In the shortcut menu, click or tap Select Field, and then click or tap the field by which you want to group the category.
  4. Click or tap the corresponding icon for a chart type that you want use for viewing the data.
  5. Click or tap OK.

noteNote

To go to the chart from which you drilled down, click or tap Back.

See Also

Create or edit a chart

Work with, create, or customise dashboards

Overview

Dashboards in Microsoft Dynamics CRM provide an overview of business data ‒ actionable information that’s viewable across the organization. Use a dashboard to see performance at a glance.

You can create two types of dashboards:

  • User dashboards. A user dashboard can be created by any user in the user’s work area: Sales, Service, or Marketing. A user dashboard doesn’t have to be published to be visible, but it’s only visible to the person who created it, unless shared with others. A user dashboard can be set as the default dashboard, in which case it overrides the system dashboard for that user.
  • System dashboards. A system dashboard is created by a system administrator or customizer in the Settings area. A system dashboard must be published to be visible. After it’s published, it’s visible to everyone in the organization, unless hidden by the admin or customizer. The admin or customizer can set a particular dashboard as the default dashboard for the whole organization.

To learn more about user dashboards, see the CRM Basics eBook, starting on page 26.

To learn how to create system dashboards, see the Create and customise dashboards eBook.

See Also

Manage dashboard components

Set properties for a chart or list included in a dashboard

Add Social Engagement visuals to a dashboard or account

Manage dashboard components

You can create and design dashboards to show the information that you want exactly how you want to see it. While designing the dashboard, you can rearrange or remove the components that you have already added and change the height and width of a component.

By default, you can add only six components to any dashboard layout. This limit is configurable. For more information, contact your system administrator.

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  1. Go to your work area. (How do I get there?)
  2. Do one of the following:
  • In the web app: Choose Dashboards.
  • In CRM for Outlook: Choose My Work > Dashboards.
  1. Choose New.
  2. As you’re creating your dashboard, to undo the last action, click or tap Undo. To repeat an action, choose Redo.
  3. To rearrange the components, choose the component header and drag it to an empty area on the dashboard or to the area of an existing component. When you drag a component over other components, a red line appears on top of the components to show that if you drop the component here, the existing component will move down.

To change the width of a component, select the component, choose the More Commands icon elipsis and choose Increase Width or Decrease Width. The width increases or decreases by one column.

  1. To change the height of a component, choose Increase Height or Decrease Height. The height increases or decreases by three rows.
  2. To remove a component, select it and choose click Remove. When you remove a component, any new components are added in the bottom area of the designer. You can rearrange the components at any time after you insert them.

See Also

Work with, create, or customise dashboards

Set properties for a chart or list included in a dashboard

To edit a chart or list component from the dashboard layout screen, double-click the chart or list. This opens the Set Properties dialogue box.

You can set the following chart properties from the Set Properties dialogue box:

  • Name. Unique name for the chart. CRM suggests a value, but you can change it.
  • Label. The label that appears at the top of the chart.
  • Display label on the Dashboard. Select or clear this check box to display or hide the chart label.
  • Entity. Select the entity (record type) to base the chart on. This setting determines the available values for the Default View and Default Chart properties.
  • Default View. Select the view used to retrieve the data for the chart.
  • Default Chart. Select the default chart that you want to display when the dashboard is first opened. The available values are determined by the value set for the Entity property. This property works together with the Display Chart Selection property. A user can change the type of chart if the Display Chart Selection option is turned on, but the chart will revert to Default Chart the next time the dashboard is opened.
  • Show Chart Only. Select this check box if you want to display just the chart. Clear this check box if you want to display the chart and its associated data.
  • Display Chart Selection. Select this check box to enable users to change the type of chart (column, bar, pie, etc.) when they use the dashboard. If the user changes the type of chart, the settings aren’t saved. The chart type reverts to the Default Chart setting when the dashboard is closed.

You can set the following list properties from the Set Properties dialogue box:

  • Name. Unique name for the list. CRM suggests a value, but you can change it.
  • Label. The label that appears at the top of the list.
  • Display label on the Dashboard. Select or clear this check box to display or hide the list label.
  • Entity. Select the entity (record type) to base the list on. This setting determines the available values for the Default View property.
  • Default View. Select the view used to retrieve the data in the list. A user can change the view, but the list will revert to Default View the next time the dashboard is opened.
  • Display Search Box. Select this check box if you want to display a search box at the top of the list. If the search box is included, you or other users can search for records in the list at runtime.
  • Display Index. Select this check box if you want to display the A to Z filters at the bottom of the list. When the A to Z filters are displayed, you or other users can click or tap a letter to jump to records that start with that letter.
  • View Selector. Select from the following values:
  • Off. Don’t display the view selector. You or other users won’t be able to change views at runtime.
  • Show All Views. Provide a full list of views associated with the value set in the Entity property.
  • Show Selected Views. Select this setting to limit the list of views available at runtime. To select the specific views to be displayed, hold down the Ctrl key and tap or click each view you want to include.

See Also

Work with, create, or customise dashboards

Create or edit a system chart

System charts are organisation-owned charts and can’t be assigned or shared.

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  1. Make sure you have the System Administrator security role or equivalent permissions in Microsoft Dynamics CRM.
green_diamond_arrow Check your security role

a.   Follow the steps in View your user profile..

b.   Don’t have the correct permissions? Contact your system administrator.

  1. Go to Settings > Customizations. (How do I get there?)
  1. Choose Customise the System.
  2. To create or edit a system chart, choose Components > Entities.
  3. Expand the name of the entity, choose Charts, and then on the Actions toolbar, choose New.

-OR-

To edit a chart, choose More Actions, and then choose Edit.

  1. Select a view to use for chart preview.
  2. Specify the type of chart, and how the data is displayed in the chart.

a.  Choose the chart name to edit it.

b.  Select fields for the series and category axes.

c.  Add a description to identify the purpose of the chart.

   8.  Choose Save.