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The Microsoft Dynamics CRM 2013 platform allows users with the appropriate security permissions to install sample data from within the application. This feature is incredibly useful if you are working with a CRM organization for the first time and want to have sample data in place to avoid the need to create all of your data from scratch. Note that Microsoft CRM Online trial organizations already have sample data loaded by default. This data can be removed as desired by the administrator.

crm-101

The Add Sample Data feature populates the system with hypothetical data for the following entities:

  • Accounts
  • Contacts
  • Leads
  • Opportunities
  • Cases
  • Campaigns
  • Goals

Sample data records can be used like any other data in the system. They can be modified, used to test processes or workflows, deactivated, shared, etc. The purpose of this blog is to explain the process for adding and removing sample data in Dynamics CRM 2013 on demand.

To Add Sample Data to the System:

  1. Navigate to Settings>System>Administration from the site ribbon.
  2. Select the Data Management button.

    Adding and Removing Sample Data in Dynamics CRM 2013

  3. The Data Management menu will be displayed.
  4. Select the Sample Data link from the Data Management menu.

    Adding and Removing Sample Data in Dynamics CRM 2013

  5. A dialog box will be displayed to show that the sample data job is being conducted in the background.

    Adding and Removing Sample Data in Dynamics CRM 2013

  6. (Optional)

    To check the status of the sample data installation, navigate to Settings>System>Administration from the site ribbon and select System Jobs.

    Adding and Removing Sample Data in Dynamics CRM 2013

  7. (Optional)

    The System Jobs button displays the status of all system jobs, such as manual data imports, addition of sample data, and removal of sample data. Per the screen shot below, the add sample data process completed without errors.

    Adding and Removing Sample Data in Dynamics CRM 2013

  8. To view sample data, simply navigate to the respective entity, such as Accounts, and select the Active Accounts view. Sample data records end with the word sample in parentheses.

    Adding and Removing Sample Data in Dynamics CRM 2013

To Remove Sample data from the system:

When the Sample Data link is selected from the Data Management menu, a dialog box will be displayed to confirm that sample data is already installed in the application and provide a button to remove the existing sample data.

  1. To remove the sample data, simply press the Remove Sample Data button.

    Adding and Removing Sample Data in Dynamics CRM 2013

  2. When the Remove Sample Data button is pressed, a dialog box will appear to notify the user that the data removal process is occurring in the background. The dialog box can be closed by pressing the Close button.

    Adding and Removing Sample Data in Dynamics CRM 2013

  3. (Optional)

    To check the status of the sample data installation, navigate to Settings>System>Administration from the site ribbon and select System Jobs.

    Adding and Removing Sample Data in Dynamics CRM 2013

  4. (Optional)

    The System Jobs button displays the status of all system jobs, such as manual data imports, addition of sample data, and removal of sample data. Per the screen shot below, the remove sample data process completed without errors.

    Adding and Removing Sample Data in Dynamics CRM 2013

  5. To confirm that the sample data has been removed, simply navigate to the respective entity, such as Accounts, and select the Active Accounts view. There will be no sample data records end with the word sample in parentheses, as shown below.

    Adding and Removing Sample Data in Dynamics CRM 2013

    Note: Only users with the System Customizer, System Administrator, or equivalent custom security role can add/delete sample data in the system. If a user does not have the adequate permissions, the Sample Data link will not be displayed in the Data Management menu. Users without appropriate permissions to modify sample data will have limited data management options, as shown below:

    Adding and Removing Sample Data in Dynamics CRM 2013

For additional tips and tricks check out our other blogs and resources for Microsoft Dynamics CRM 2013.

Happy CRM’ing!!

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JoeCRM

Joe CRM is a CRM superhero who runs on pure Microsoft Dynamics CRM adrenaline. As the face of PowerObjects, Joe CRM’s mission is to reveal innovative ways to use Dynamics CRM and bring the application to more businesses and organizations around the world.