Add Up Your Records in Dynamics CRM

If you have a large number of records in your Microsoft Dynamics CRM (for the purposes of this example, we will use Accounts) and want to get a total count you could do one of the following:

• Do an Advanced Find (with the pertinent filters or no filters if you want total number of records)
• Look at the total record count in the bottom left corner of a View
• Export a view to Excel
• Build a chart for the entity that does ‘Count:All’

However, each of the above methods had aggregate limitations. Advanced Find query will only return results and tell you that there are 5000+ records (this could mean that there are 5001 or 1 million+ records). The same applies to a view. If you export all records in a view or an Advanced Find to Excel, the limit is 10,000 records. Since CRM has a limit of 50,000 records for any aggregate query, the chart method will give you an error (as seen below) if you have more than 50,000 records.

A user friendly (no developer or SDK needed) method to do a record count is to use the Report Wizard. Following are instructions on how to create an ‘Account Total Record Count’ report. You could use this same approach on any other entities that have more than 50,000 records and you need a total count.

• Add a field to the Account entity called ‘Record Count’. This field should be a whole number field. NOTE: you do not have to add the field to the form.
• Navigate to the report area in your system (common place to find it would be WorkplaceàReports)
• Click ‘New’
• Click on ‘Report Wizard’ Button

• Select ‘Start a New Report’ and Click the ‘Next’ button.

• Give the report a name, and select the Primary Record Type. Click the ‘Next’ button.

• Set the correct filter based on the criteria of the records you’d like to count (if you have one). In this case, we want to count all records so you should delete any filters. Click the ‘Next’ button.

• Click on the ‘Click here to add a grouping’ button and select the ‘Total Count’ field you created in Step 1. Click the ‘OK’ button.

• You must select at least one column of information to include in the report. Do this by clicking on the ‘Click here to add a column’. Then select one of the required fields (in this case, we are using ‘Account Name’. Click the ‘Next’ button.
• Select ‘Table Only’. Click the ‘Next’ button.

• Click the ‘Next’ Button. Click the ‘Finish’ button.
• Click ‘Run Report’ in the Ribbon

If you have a very large number of records, it could take a few minutes to run the report.

• The ‘Not Specified (Count: #)’ displays the total record count.

For more information on Dynamics CRM tips and tricks check out our other blog posts. For a no-obligation demonstration with one of our Dynamics CRM experts, be sure to request a demo to see what Microsoft Dynamics CRM can do for you and your business.

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