Often times, a Microsoft Dynamics CRM user would like to know the total record count of a View listing or an Advanced Find query result.  However, the view shows the number of records listed on each page only with a maximum of 250 records at a time.  So how does a user obtain the Total Record Count (more than 250 records) in Microsoft Dynamics CRM 4.0 or CRM Online using out of the box methods?

 

Here are two approaches:

 

Export to Excel - from any view, click Export Data to Excel.  Then either scroll to the very bottom of the Excel to find out the total rows count or use the Excel function ROWS(array)

 

OR

 

Report Wizard - use the built-in Microsoft CRM Report Wizard to create a report to display the record count.  This report is then available in the corresponding CRM entity's view or form record.  Plus, it supports filtering (like Advanced Find) to drill down on the record counts dynamically.  I prefer this approach in most cases – it is simple and flexible. 

 

Here are the steps to create a Contact Total Count Report in Microsoft CRM 4.0 or CRM Online:

 

1. Create a new custom attribute "Total Count" type "nvarChar".  This field is not going to be use for any data storage - just for grouping the contacts together to easily display the total count.  Alternatively, you can use an existing "nvarChar" attribute that is not being used for storing any data

 

 

2. Create a new Report.  CRM Client >> Workplace >> Report >> click "New"

 

 
3. Click on the "Report Wizard" button to create the new report via the Report Wizard
 
 
4. Select "Start a new report" and click "Next"
 
 
5.  Give the report a name "Contact Records Count"
 
 
6. Clear all the initial report's filtering criteria.  I like to start with no filtering, but this is just my preference.  Note: you can dynamically apply filtering criteria at the time of report running
 
 
7. Select the "Total Count" field create in step 1 above for the initial grouping.  Be sure to select "Count" for "Summary type"
 
 
8. Select a some columns to display.  Since we are mainly interested in the total record count, only one display column is needed
 
 
9.  Select "Table only" and click "Next"
 
 
10.  By default, this report will be display in all the related Contact areas.  Save the report
 
 
11. The "Contact Records Count" report is now available in any Contact's view or Contact's record form to show you the total records count
 
 
12. The "Not Specified (Count: #)" displays the total count.  You can click on the "Edit Filter" to dynamically apply filtering criteria - just like an "Advanced Find" query with total record count
 
 
 
 
Contact us if you need help with your Microsoft CRM.  Free Estimate.
 
Frank
Workopia, Inc.
Microsoft Dynamics CRM MVP

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