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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Reporting on "Not...
Microsoft Dynamics CRM (Archived)

Reporting on "Notes" - Is it possible?

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Posted on by Joe Sznaza 519

Hey Everyone,

Interesting question here.  I'd like to run/create a report @ the Account level that would report on any Notes associated with the Account -and- also read from all of the associated Contacts of that Account and report those Notes too.

I can visualize the issue, but can't come up with the "How".  Is what I'm asking even possible??

Thoughts on the issue would be greatly appreciated!

Thanks,

Joe

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  • Suggested answer
    Gus Gonzalez Profile Picture
    Gus Gonzalez 27,113 on at

    Joe,

    Create an Advanced Find, select "Notes" under "Look for" and then on the criteria select "Regarding" and that is where you select the account you want to find the notes related for.

    That will give you a list of all the notes related to that account which then can be exported to Excel as the report you are looking for.

    Makes sense?

  • Joe Sznaza Profile Picture
    Joe Sznaza 519 on at

    Hey Gus,

    I understand what you are saying and have tried your suggestion.  It works like charm for those "Notes" at the Account level, but doens't pick those notes that reside at the Contact level for that Account.  So it's a "1/2 Answer" at this point ;).

    So what I'm shooting for is: ABC Company has 10 notes, Contact A @ ABC has 3 notes, while Contact B @ ABC has 6 notes.  When I run the query, I'd like to see a total of 19 notes be listed for ABC Company.

  • Gus Gonzalez Profile Picture
    Gus Gonzalez 27,113 on at

    Ok,

    You can add another layer of filtering where you scroll all the way to the "Related entities" area of the filter and select "Regarding (Contact)" then within the Regarding Contact select the Parent Account field.

    The only issue with this solution is that you would have to select the same account twice.

  • Joe Sznaza Profile Picture
    Joe Sznaza 519 on at

    Hi Gus,

    Do you mean like this? -

    I'm not sure I have it right as when I add the 2nd layer of "Regarding (Contact)" and run the Qury for Results, I get no records returned.

    I apologize in advance for my ignorance on this too as learning how certain tables are linked in CRM 2011 is a tad difficult.

    Thanks and take care,

    Joe

  • tomsiddle Profile Picture
    tomsiddle 35 on at

    I'm glad you've been through the issues surrounding reporting on notes. I've used it to reconfigure my own CRM system.

    Thanks very much

  • Joe Sznaza Profile Picture
    Joe Sznaza 519 on at

    H7824.Did-Not-Work-_2D00_-2.jpg"/resized-image.ashx/__size/550x0/__key/CommunityServer-Discussions-Components-Files/117/7206.Account-Level-_2D00_-Works.jpg" border="0" />

     

    Using this Advanced Find, I can report on all the Notes at the Contact level for that Account with no issues -

     

    However, when I go to combine the individual ones into 1 Advanced Find, I get no results returned.

    I tried this Advanced Find first -

    Which didn't work, so I tried this one next -

     

    And that one returned zero results too.  Grrrrrrrr.....

    At this point, I'm thinking that nothing short of a FetchXML report written in SRS is going to be able to give me what I want.  Please advise if you think I am wrong in this line of logic, and if so, what my combined Advanced Find should look like.

    Thanks,

    Joe

  • Suggested answer
    GL-23071537-0 Profile Picture
    GL-23071537-0 Microsoft Employee on at

    Hi Joe,

    You are correct that you cannot get both notes from a Contact and Notes from an Account in one Advanced Find qyery.  By default, Advanced Find combines query criteria with an AND.  So your query says the Note is Regarding an Account AND the Note is Regarding a Contact. Since a note can only be regarding one thing, this query will have no results.  

    Unfortunately, one limitation of the Advanced Find is that you cannot Group OR across multiple tables.  Therefore, you cannot create a query that says the Note is Regarding an Account OR the Note is Regarding a Contact.

    Alas you might have to do two separate advanced find queries and combine them or do a custom report, as you suggested.

  • Joe Sznaza Profile Picture
    Joe Sznaza 519 on at

    Hi Gretchen,

    Sigh...  That's what I was afraid of (but kind of knew it...) Anyway, thanks for the follow up and appreciate your input.  One other thing too is that I noticed a post of yours along something similar with the Notes and reporting, etc... and have looked at and initially am quite impressed with PowerObjects PowerOneView.  I'll be downloading and installing that and see if that meets my groups requirements.  Which it does look like :)

    Take care and have a good day,

    Joe

  • GL-23071537-0 Profile Picture
    GL-23071537-0 Microsoft Employee on at

    Hi Joe,

    Glad to hear it! Yea, definitely try it...devil's always in the details with add-ons, so if you can't try it, don't buy it!! :-)

    Good luck!

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