How To Obtain the Total Record Count in Microsoft Dynamics CRM


Often times, a Microsoft Dynamics CRM user would like to know the total record count of a View listing or an Advanced Find query result.  However, the view shows the number of records listed on each page only with a maximum of 250 records at a time.  So how does a user obtain the Total Record Count (more than 250 records) in Microsoft Dynamics CRM 4.0 or CRM Online using out of the box methods?

 

Note: MS CRM 2011 – displays a record count on each view up to 5000.  If more then 5000 it will display (5000+)

 

Here are two approaches without using SDK:

 

Export to Excel - from any view, click Export Data to Excel.  Then either scroll to the very bottom of the Excel to find out the total rows count or use the Excel function ROWS(array).  Note: There is a 10000 (10K) records export download default limit – check this Microsoft KB to update the 10,000 Excel Export limit for Microsoft CRM On Premise – http://support.microsoft.com/kb/911395

 

OR

 

Report Wizard - use the built-in Microsoft CRM Report Wizard to create a report to display the record count.  This report is then available in the corresponding CRM entity’s view or form record.  Plus, it supports filtering (like Advanced Find) to drill down on the record counts dynamically.  I prefer this approach in most cases – it is simple and flexible.  Also, there is no records count limit

Here are the steps to create a Contact Total Count Report in Microsoft CRM 4.0 or CRM Online:

 

1. Create a new custom attribute “Total Count” type “nvarChar”.  This field is not going to be use for any data storage – just for grouping the contacts together to easily display the total count.  Alternatively, you can use an existing “nvarChar” attribute that is not being used for storing any data

 

 

2. Create a new Report.  CRM Client >> Workplace >> Report >> click “New”

 

 
3. Click on the “Report Wizard” button to create the new report via the Report Wizard
 
 
4. Select “Start a new report” and click “Next”
 
 
5.  Give the report a name “Contact Records Count”
 
 
6. Clear all the initial report’s filtering criteria.  I like to start with no filtering, but this is just my preference.  Note: you can dynamically apply filtering criteria at the time of report running
 
 
7. Select the “Total Count” field created in step 1 above for the initial grouping.  Note: Be sure to select “Count” for “Summary type”
 
 
8. Select some columns to display.  Since we are mainly interested in the total record count, only one display column is needed
 
 
9.  Select “Table only” and click “Next”
 
 
10.  By default, this report will be accessible in all the related Contact areas.  Save the report
 
 
11. The “Contact Records Count” report is now available in any Contact’s view or Contact’s record form to show you the total records count
 
 
12. The “Not Specified (Count: #)” displays the total count.  You can click on the “Edit Filter” to dynamically apply filtering criteria – just like an “Advanced Find” query with total record count.  Note: Greater than 10,000 records count is supported
 
 
 
 
 

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This entry was posted in CRM 2011, CRM Online, Microsoft CRM, Microsoft Dynamics CRM, MS CRM, MS CRM 4.0, ms crm 5.0, Report and tagged , , , . Bookmark the permalink.

11 Responses to How To Obtain the Total Record Count in Microsoft Dynamics CRM

  1. ROMAN says:

    Hello, thank you for this idea.There is plugin code for counter of any records type in CRM: http://a33ik.blogspot.com/2010/02/record-counter-for-microsoft-dynamics.html

  2. Leon says:

    I\’m not sure about the report but the export to Excel is only good for up to 10,000 records. If its a list of Accounts, Contacts or Leads you can import them into a Marketing List which will give you a count.

  3. Frank says:

    Hi Leon – works for greater 10,000 records, we tested on Microsoft CRM Online with more than 50K records. There is a KB to update the 10K Excel Export limit for CRM On Premise – http://support.microsoft.com/kb/911395 Good point on the use of Marketing List\’s Member Count to get the total of Accounts, Contacts, and Leads as another out of the box option.

  4. Frank says:

    Hi Roman – Glad you like the idea and thanks for the link to the SDK option.

  5. OrdinaryGal says:

    Thank you for the idea….I just to ask you something. I’ve created a new report”Quote by customer” and create new entity for count the total of potential customer and show in the bottom of report. It seemed to be didn’t work. Plese suggestion. Thanks
    in advance

  6. Andy says:

    It is good to slove the total count problem. However, I am working on following senario and ask for help:

    In my organization, we need to count total number of account to each sales in order to randomly distribute account .

    Any ideas.

    Thanks

  7. Przemek says:

    Very nice. But is there a way to use this count value on chart in reports ?
    Eg. to create chart that shows how many accounts was created by each employee ?

  8. I would try to group the records by “Created By” which will display the count. Then can apply the chart option

  9. Pham Ho says:

    Thanks for the example of Total Record Count using Report Wizard and Summary Type=COUNT
    It seems there is no other Summary Type for example SUM
    I have an customised entity with 3 fields: staff (ownerID), project code, date, hours
    Using Report wizard, I can group by staff, group by project code then list rows of date, hours.

    However, instead of rows of date, hours, I would like a summary just project code, total (sum) of hours. Please advise how I can do this

  10. Jenifer says:

    HI, Please help me to get the record count for the following senario,I want to get total number of transaction record which is associated to a particular member in a member screen.

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