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

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Posted on by JennyW

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 on at

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

Thank you Michel! This worked perfectly for us.
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Community Member Microsoft Employee on at

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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!

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Francesco Picchi

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Michel van den Brink 4,697 on at

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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)