Managing Reports with Report Manager

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Some report management tasks are done using Microsoft CRM, and others are done using Reporting Services Report Manager.

  • In Microsoft CRM, use System Settings to define the report categories available. Use the Reports feature to add, delete, rename, and edit the properties of reports, including where in the user interface the reports should be visible.
  • In Report Manager, you can schedule reports, set up subscriptions for reports, and control access to reports. Use Report Manager to view report properties and manage individual subscriptions to reports.

Typically, reports that are specific to Microsoft CRM should be deployed through Microsoft CRM. However, if the report is managed in Report Manager, you should be aware of certain circumstances that are discussed below.

Visibility of a Report in Microsoft CRM

When a report is deployed to the reporting server using Report Manager, the report is listed in the Reports grid of Microsoft CRM under the All Reports and Reports Not Categorized categories.

To remove a report from the Microsoft CRM Reports grid using Report Manager, check the Hide in list view check box in the Report Manager properties page of the report.

Report Snapshots

For large reports that need to be run when the Microsoft CRM system is not in use, or for reports where you need an exact snapshot of a particular date and time (such as the end of a quarter), you can schedule the report to run at certain times and post the results as a report snapshot in Microsoft CRM or e-mail the results.

When you create a report snapshot in Report Manager, you need to provide values for any special CRM_ parameters referred to in the report in order for the report to run. These parameters are filled in automatically when you run the report in Microsoft CRM. The recommended values for the special parameters are:

  • CRM_URL should be set to the URL of Microsoft CRM. This is usually http://<crmserver>/CRMReports/viewer/drillopen.aspx. The report should contain a test for an empty CRM_URL value. For more information, see Dynamic Drill-Through to Microsoft CRM.
  • CRM_FilteredEntity should already contain a value if a default filter for the report has been defined and the report was published through Microsoft CRM. For information about how to set a default filter, see Publishing to Microsoft CRM.
  • CRM_FilterText can be left blank.
  • CRM_Locale should be set to the value of the NumberLanguageCode field obtained from the fn_GetFormatStrings() SQL function.

Data Security

By default, all Microsoft CRM users can see any report on the report server unless the report is hidden. However, the data that the report accesses in Microsoft CRM is protected.

You can create unique security settings for each report in the Report Manager. For example, if you remove ReportingGroup permissions for a report, Microsoft CRM users still see the report listed but receive a permission denied error when they try to run the report.

If you post report results from a scheduled report that were run with a high level of access permission, such as by a user with the System Administrator role, you might inadvertently publish data that other users in the organization are not supposed to see. If you want to publish these results, consider the permissions of users of the system.

For a complete description of report security, see "Understanding Report Permissions" in the Microsoft CRM Implementation Guide.

For more information about Reporting Services security, see "Using Role-Based Security" in the Reporting Services Books Online Help.

Related Topics

Using Parameters

Publishing to Microsoft CRM

Dynamic Drill-Through to Microsoft CRM

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