The Microsoft Dynamics CRM 2011 schedule report feature is used for creating report snapshots. There are a few reasons to use this report snapshot functionality:

  • Send as a SQL Report Server email subscription
  • Cache ‘point-in-time’ snapshots
  • Use as the user-run report for especially long-running reports

Select the report you wish to schedule and click Schedule Report from the ribbon:

CRM 2011 Schedule Report

This will launch a wizard for creating the snapshot

In our scenario we are going to select ‘On a schedule’

Frequency window offers a myriad of options. Set your run time (server time)

Select a start date and end date, if necessary

If the report has parameters you will need to select them here. Optionally you could the edit the filter and for example use date parameters such as ‘Last x days’ that will of course be respected for each subsequent snapshot.

A final review screen will summarize your selections

It is now essentially a copy of the report you selected so you have the same options such as visibility controlled by the ‘Display In’ selection. If the report will be used for an email subscription you may decide to hide the snapshot from general users.

After your snapshot has run it will be accessible from the report management list in CRM

In order to set up the email schedule we need to navigate to the CRM report server and the organization that you were accessing. Usually this will be http://ReportServerName/Reports

The scheduled snapshot will be in the ‘CustomReports’ folder

Hover over your snapshot report to see the drop down menu and select ‘Subscribe’

The first time a subscription is set up for this report you will need to select ‘New Subscription’. If you come back to modify the subscription you will select and edit

Several options for emailing: The subscription can go to any address however if you check the ‘Include Link’ only CRM users will be able to access. If any recipients will be non-CRM users you will want to check the ‘Include Report’ box and select a render format – the same options are available as when you run the report (Excel, PDF, etc.)

I like to include a valid ‘Reply-To’ address in the user has issues they may be apt to click reply

The subject will default with @ReportName variable which will be the GUID of the report. I recommend changing to friendly text

Lastly click the ‘Select Schedule’ button to schedule the email.

Since I had set the snapshot to run at 3:00 PM I’m choosing to send the email at 3:02.

Just like the CRM schedule you can set start and end dates.

Click OK and wait for the scheduled email!

Happy CRM’ing and Reporting from the Microsoft Dynamics CRM Experts @ PowerObjects

  • Blake McDermott

    Is this report scheduling possible in the online version of 2011?

    • Alex Fagundes

      Hi Blake – Unfortunately not yet. Hopefuly we will be able to do this in the near future.

  • Roy

    Great article but I got few problems:
    1. I can`t find my reportserver. I asked around no one knews where it is. How do I find it?
    2. Just in case I won`t find the reportserver. Is there another way of doing it without an programming?
    (like workflow)?


    • Alex Fagundes

      Hi Roy – for this method you do need access to your report services. Ask your system administrator or the partner that helped you build crm. If you still can’t find it, feel free to contact us and we can do a support ticket to help you via a live meeting.

  • jaipal Vallabhaneni

    Great Post ,

    Could you please let us know whether the feature is available in Online Version of mscrm 2011

    • Alex Fagundes

      Hi – the ability to email a report from srs is currently not available in crm online.

  • Rene

    I managed to get throug adding a new subscription. From this point, I only have the option Windows File Share as method of delivery. So, I cannot send a report by e-mail.

    Any ideas?


    • Alex Fagundes

      Hi Rene – Make sure you have the smtp settings configured in your srs server. If you do not see the option to email it most likely mean you do not have the smtp settings configured.

  • vandana

    HI can you please say me how to enable schedule reports in crm 2011 online

    • alexfagundes

      Hi – This is currely only available wiht crm 2011 on premises or partner hosted. Hopefuly it will be available online in the near future.

  • Juice

    Hi I have completed all the steps except for one. I cannot add recipients for the mail. The field is greyed out. Any ideas what the issue could be.

    • Joe CRM

      Hi Juice, I can’t reproduce the issue, but there are a couple of things to check:

      – Confirm in the SRS Configuration manager confirm your settings such as your SMTP server

      – In the RSReportServer.config file check this setting; most likely need to set to ‘False’:

      This value works with DefaultHostName.

      When SendEmailToUserAlias is set to True, users who define individual subscriptions are automatically specified as recipients of the report. The To field is hidden.
      If this value is False, the To field is visible. Set this value to True if you want maximum control over report distribution.
      Valid values include the following:
      True =The e-mail address of the user creating the subscription is used. This is the default value.
      False =Any e-mail address can be specified.

      Hope this helps!

      • Juice

        Hi Joe
        This helped. Thanx a lot!!.
        Quick question. If i were to need to change the filter criteria on the scheduled report, would i need to create a new snap shot? or is it possible to edit the filter criteria on the snapshot.

  • Alex Petersen

    Thanks for this post, it was very helpful. When I choose to include a PDF copy, the name of the file attached is the GUID as you had mentioned with the default subject. I noticed there is an option in the report properties for the name, which is editable. Do you know of any issues that might arise if I were to change that name so the PDF filename looks correct?

    • alexfagundes

      Hi Alex – No issues. go right ahead.

  • Vijay Waghmare

    Thanks for post on report scheduling, wondering if scheduled reports executes under CRM user context or not. Whether data Security, Field level security etc applicable for such reports?

  • Andy

    Thanks, this is a really useful article on scheduling reports. One thing…

    I have a report with multi-value parameters, but when I come to define the parameters for the schedule it only gives me the option to choose one value (rather than all, or a selection). Do you know if this is at all possible?

    Many Thanks

  • Nick Syrax

    After enabling the report service on the SQL server, weill I need to restart the SQL server before I will see the email option?

    • Joe CRM

      If you don’t see the email option in srs, make sure you specify an smtp server in the srs configuriration manager.

      • Nick Syrax

        Thanks, that’s what the problem was.

        • Joe CRM


  • Nick Syrax

    One more thing. If I have a daily report scheduled, is there a way to delete the old snapshots so they don’t get out of hand?

    • Joe CRM

      Hi NIck – Yes – You can configure it on a per schedule basis how many snapshots to keep. We highly recommend this even if you want to keep for a year or longer. We have seen many clients with large reports, snapshotting daily, and having a huge reports db with many years of reports.

      • Nick Syrax

        Thanks! So how do I do that, and will it mess things up if I rename the report on the report server so it’s not just a random character string?

  • RB

    Hi, when trying to schedule a report, once I click into new subscription I only get to select the option for report delivery as windows file share and not via e-mail, any suggestions on how to get the email option also? Many thanks

    • Joe CRM

      Hi RB – Usualy the most common cause of this is when an smtp / email server is NOT configured in your srs. OR if the report you are scheduling does NOT have a uid/pwd in the data connection specified.

  • Frédéric Beaulieu

    Hi, I followed all the steps written in this article, but in the step The scheduled snapshot will be in the ‘CustomReports’ folder I don’t see that folder in my SSRS portal, I saw the hidden datasource. What I miss.
    Thank you

  • Quyen Nguyen

    Hi, Thanks for your great post. I am interested in this now. It just needs to configure my SRS only? Is it supported for SQL server standard version?
    Thank you so much

    • Joe CRM

      Hi – Correct – this can be done by configuring srs and does work in sql standard version. Besure to configure the smtp option in your srs configuration too.

      • Quyen Nguyen

        Thanks for your replying, I cannot input email address in “To”, that field is gray out.

      • Quyen Nguyen

        Hi Joe, I have fixed that issue. But I have another :D.
        Can we use dynamic parameter in subscription? For example: I want to send email to each salesperson and data in report just shows of each salesperson through parameter. Could you please help me?
        Many thanks Joe.

  • janardhan

    not able to select dropdown , actually my crm is on premises but still not able to subscribe report.
    Help me out , tnx in advance

  • lida


    i have a problem., when i send email like you teach i got this error

    The server rejected the sender address. The server response was: 530 5.7.0 Must
    issue a STARTTLS command first. x6sm5467563wjf.24 – gsmtp Mail will not be

    what should i do?

  • BaharSpring


    how could i setting email

    i got the below error too

    The server rejected the sender address. The server response was: 530 5.7.0 Must
    issue a STARTTLS command first. x6sm5467563wjf.24 – gsmtp Mail will not be

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