Tag - CRM Data Export

How To Get Total Record Count in CRM Dynamics 2011

When you write an advanced find query in Microsoft CRM Dynamics you would like to know total number of records count. The view shows you only maximum of 250 records at a time. In MS CRM 2011 on bottom of page view, it displays 5000+ count sign if records are greater than 5000 but you cannot find exact count.

There are two approaches you can get exact count of records.

Export to Excel: Write your view in CRM Dynamics then from view, click Export Data to Excel. After exporting data in CRM Dynamics you can scroll right bottom of the excel file to get total number of records or use the Excel function ROWS(array).

Note: There is a 10000 records export download default limit, If you would like to increase this limit please check my article “How to Increase the Maximum Records exported to Excel from CRM Dynamics

Report Wizard :

The second method to display total records count in CRM dynamics is  built in reports wizard. You can make available this report in CRM entity’s view or form record. I think this approach is more easy and recommended.

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How to Increase the Maximum Records exported to Excel from CRM Dynamics

In this post I am going to explain how we can increase maximum number of records that can be exported from CRM Dynamics 2011 to Excel spread sheet. By default maximum number of records can be exported are 10000 using the “Static worksheet with records from all pages in the current view” feature.

Even if you export more than 10,000 records, only first 10,000 records would be visible. It is quite hard to find exact number of records in this way. To increase this default parameter value you need to update MaxRecordsForExportToExcelcolumn in OrganizationBase. This can only be done in SQL Server management studio.

Please follow these steps:

  1. Open SQL      Mangement Studio
  2. Use the      <your organization>_MSCRM database
  3. Open the      OrganizationBase table
  4. Locate the      column  MaxRecordsForExportToExcel
  5. Run Update      Query to change the value to the new value

 1. Select MaxRecordsForExportToExcel From OrganizationBase

2. Update OrganizationBase

Set MaxRecordsForExportToExcel=50000

In my case there is only one record in OrganizationBase table that’s why I didn’t write where condition. If you are having more than one organization records in this table, you should have to apply where condition to specify which oranization’s MaxRecordsForExportToExcel value you are changing, otherwise it will change for all organization’s MaxRecordsForExportToExcel value to 50,000.

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