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Microsoft Dynamics CRM (Archived)

Is there a way to export only selected records from a view?

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Posted on by

Hello,

I was wondering if anyone knew of a way to export only selected records from a view in Dynamics 365?

We are using version 8.2.2.128.  I thought this was achievable through Advanced Find but it will only export all from current page or from the whole view.

Thanks for any help anyone can provide.

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  • JennyW Profile Picture
    JennyW on at
    RE: Is there a way to export only selected records from a view?

    Thank you Michel!  This worked perfectly for us.

  • Suggested answer
    Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Is there a way to export only selected records from a view?

    Hi JennyW,

    you could use a trick:

    1) Create a new boolean attribute named "Selected" on desired entity

    2) Create a worflow which set "Selected" = true and after 5 minutes re-set it to false

    3) Create a view which filter by "Selected" = true, named "Selected Records"

    3) Select the desired records on grid, launch the workflow, and change the view to "Selected Records", then export

    Hope it helps, and ... let me know!

    If you found the answer helpful, please mark as Verified 

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    Thank You & Best Regards

    Francesco Picchi

    Microsoft Dynamics CRM Consultant, Bologna, ITALY

    Independent Contractor

    http://www.francescopicchi.com

  • Verified answer
    Michel van den Brink Profile Picture
    Michel van den Brink 4,697 on at
    RE: Is there a way to export only selected records from a view?

    Hello Jenny,

    Exporting only selected records from a view is not an out-of-the-box functionality in Dynamics 365.

    It is however possible to accomplish this by using 'Reports'. A Report can be run on a view, a single record or on a list of selected records in a view.

    You can use the Report Wizard to create a minimal viable Report for yourself with the lay-out (columns).

    1. Go into 'Reports' from either Sales, Service or Marketing

    2. Click 'New'

    3. Click the button 'Report Wizard'

    4. Select 'Start a new Report'

    5. Name the Report and select the entity you want to use

    6. Define your default filter/view

    7. Define your lay-out (select columns)

    8. Select a display style (in your case you probably want 'Table only'

    9. Keep clicking 'Next' till the wizard finishes

    10 . Save and Close your Report

    11. Go back to your view, select your records and click 'Run Report' (might be hiding inside the [...] button) > 'Run on Selected Records' > 'YourReportName'

    You should now have a downloadable file with only your select records.

    To export to Excel, click the 'Save' icon in the blue bar just above the Report table.

    (Side note: by default Reports are only available to you, change 'Viewable by' to 'Organization' to make sure everybody can use your Report)

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