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How to export timeline notes/data from records

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Posted on by 20

Hi,

 

I need to find a way to export timeline history/notes within records. There doesn’t appear to be an option to export i.e. the timeline history within a contact or opportunity. It’s just fields data that I am able to export from the view screen or advance find?

So what I am trying to retrieve is an exported excel spreadsheet that contains the relevant entities records and the timeline notes/history associated with each record. 

Thanks 

  • Colton Profile Picture
    Colton 5 on at
    RE: How to export timeline notes/data from records

    is thre a way to export this so that it doesnt come up in HTML Code?

  • Suggested answer
    OmarZaarour Profile Picture
    OmarZaarour 1,705 on at
    RE: How to export timeline notes/data from records

    I normally use the xrmtoolbox for this. There is a plugin for it called the power query builder www.xrmtoolbox.com/.../

    This plugin can build you the query and you can use it in power bi, it brings the friendly names of the options you mentioned in addition to the friendly names of other columns. Here is a good sample on using it crmchartguy.com/.../

  • Community Member Profile Picture
    Community Member UG Leader on at
    RE: How to export timeline notes/data from records

    Thank you so much for this.

    The other thing I was also trying to figure out is how do I get the field labels instead of just seeing the value on the Opportunity table

    pastedimage1614752774035v2.png

    Thank you in advance

  • OmarZaarour Profile Picture
    OmarZaarour 1,705 on at
    RE: How to export timeline notes/data from records

    The notes table is called annotations, try that when you connect in power bi.

  • Community Member Profile Picture
    Community Member UG Leader on at
    RE: How to export timeline notes/data from records

    Hi Leah,

    I am trying to get the timeline notes on Power BI.

    I have connected to dynamics using the OData connection.

    I just can't find the table with the notes, would you be able to help?

    Regards,

    Ketso

  • Suggested answer
    OmarZaarour Profile Picture
    OmarZaarour 1,705 on at
    RE: How to export timeline notes/data from records

    Hi Ryan,

    So for the report option, go to the reports and create a new report,

    1) Give it a name

    2) choose the primary entity as contact and the secondary as notes

    pastedimage1602475668094v1.png

    3) Choose the proper views for each entity, for me I selected all active contacts with all notes

    pastedimage1602475711861v2.png

    4) Add one grouping (Contact Name) and add the notes fields as needed, this will put the notes for each contact below its full name

    pastedimage1602475785860v3.png

    5) run the report and export to excel (the export is accessed from the save button menu)

    pastedimage1602475841271v4.png

    Now, you can see that my sample notes contain html code, that's because the note editor is now a rich text editor. If your editor is also a rich text editor, you may need to clean that text in Excel but if you don't care about html tags and you want to disable that rich text editing in the whole org, please follow this link for very simple instructions how to do so. https://nishantrana.me/2020/04/30/enable-disable-rich-text-editor-for-notes-on-timeline/

    Let me know if you need other things. 

  • Suggested answer
    Community Member Profile Picture
    Community Member UG Leader on at
    RE: How to export timeline notes/data from records

    Hi Ryan,

    You can export using Advance Find:

    1.Using ‘Advanced Find’ and select 'Notes' as your 'Look for':

    pastedimage1602466398415v1.png

    2.Select Entity Notes and Select the Related Entity: Regarding(Contact).

    You will now have an overview of all notes attached to your Contact.

    pastedimage1602466407926v2.png

    3.Click on Edit Columns. A pop-up will open up.

    You can add columns that you need shown in excel.

    (1) In the next popup click 'Add Column' on the right side.

    pastedimage1602466414175v3.png

    (2) In the 'Add Column' popup, open the dropdown next to 'Record Type' and select "Regarding (Contact)" there, like you did in the main window.

    You can now see all the Contact fields and add fields. Enable the checkbox for the field and click OK.

    pastedimage1602466426467v4.png

    4.Clicking ‘Results’ and use the 'Export to Excel' button to export to Excel.

    pastedimage1602466474074v5.png

    Regards,

    Leah Ju

    Please mark as verified if the answer is helpful. Welcome to join hot discussions in Dynamics 365 Forums.

  • Ryan Wickens Profile Picture
    Ryan Wickens 20 on at
    RE: How to export timeline notes/data from records

    Hi Omar,

    Great, this is exactly what I am trying to achieve. Can this be done on a large scale? i.e. every contact on our database (we have around 10,000+)? I need this all on one report that I can export.

    Also where do I navigate within the report to export contacts and their associated timeline notes?

    Thanks in advance,

    Ryan

  • Suggested answer
    OmarZaarour Profile Picture
    OmarZaarour 1,705 on at
    RE: How to export timeline notes/data from records

    You can't do that in a normal excel export. What you can do is create a report in CRM that exports the entity (contact for example) and the notes of that entity. You can group the notes under each contact and when you run the report, you will have the option to export it to Excel.

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