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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Is there a simple way ...
Microsoft Dynamics CRM (Archived)

Is there a simple way of seeing all the Records owned by a User?

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Posted on by Community Member

Is it possible to set up a view, report or dashboard in CRM 2011 that would allow me to see all the records owned by a specific user in one place. In particular I want to see all Activities, Companies and Contacts so I can decide if a disabled user can be deleted.

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  • Suggested answer
    Community Member Profile Picture
    Community Member on at
    RE: Is there a simple way of seeing all the Records owned by a User?

    For your goal the simplest way is to create a dashboard with 3 elements (list or graph), one for activities  owned by the user, one for Contacts owned by the user and other for Companies owned by the user. This way you can see the information you need at a glance.

  • Community Member Profile Picture
    Community Member on at
    RE: Is there a simple way of seeing all the Records owned by a User?

    I had thought of something similar, but other than creating views for each User I am not sure how I can filter an entire dashboard to show only the records of a single User.

  • Community Member Profile Picture
    Community Member on at
    RE: Is there a simple way of seeing all the Records owned by a User?

    You can create a view on which the "Owner" is equal the "current user". Then show those views in the dashboard.

    (Sorry, my CRM is in spanish. I added some notes)

  • Community Member Profile Picture
    Community Member on at
    RE: Is there a simple way of seeing all the Records owned by a User?

    Thanks for your help, but I am trying to see the records of other Users than myself.  I am the administrator

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  • Community Member Profile Picture
    Community Member on at
    RE: Is there a simple way of seeing all the Records owned by a User?

    Ok. I did't see the "disable user" part you said and thought each user had to see his records.

    If you (administrator) has to see the records of any user in the same place, you have to create a custom report as Guido said.

    A possible option if you don't have a great amount of disabled users is:

    1. Create a system view of "Companies whose owner is inactive".

    2. Create a Graph that uses this view, and shows a Count of Companies (serie) by owner (horizontal axis)

    3. Add the graph to a dashboard.

    Then proceed the same with Contacts and activities and add the graph into the same dashboard.

    Hope this helps.

  • Community Member Profile Picture
    Community Member on at
    RE: Is there a simple way of seeing all the Records owned by a User?

    Thanks.  I thought of this as well and have been starting to do it.  Contacts and companies are probably going to be OK as we tend to reassign these.  Activities I am not so sure but thanks again for your help.

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