SnapShot! for Dynamics CRM

If you are looking to simply document your Dynamics CRM metadata, I would recommend this excellent set of utilities: http://xrmtoolbox.codeplex.com

It is free (donations are accepted) and is part of an excellent toolbox for both the Dynamics CRM developer or administrator.

But, if you need more than just metadata, then SnapShot! is the tool for you. In fact, the only way to extract most of the data in these reports is to write a custom application to do so. Let us save you the time and trouble by doing it for you.

Finally, the documentation tool that gives you a complete SnapShot!
of your Dynamics CRM Organization configuration
in only minutes.

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Metadata

What would be a collection of documentation for a Dynamics CRM organization without metadata.  We have that and more:

Entities

All of the settings found on Entity definition page, including the Areas where the entity is displayed settings, are documented.

Fields

All of the settings found on the Field definition page are documented, along with some extra information:

  • Forms where this field is present
  • Minimum and maximum values (for numbers)
  • Minimum and maximum lengths (for strings)
  • Associated entity (for lookups)

Relationships

All of the settings on the Relationships definition page are document including:

  • Relationship type
  • Field and Entity associated names.
  • Cascading relationship settings

Views

Views actually have two reports:

  • An overall summary which shows you the basic information regarding the view, the parent entity, and the columns being return
  • A detailed report lists all of the components that make up the query: Columns, Filter Criteria, FetchXml statement, and the Sorting definitions

Forms

Basic information regarding the forms, their parent Entity, and the security roles that may use the form are documented.

OptionSets

Both global and entity-specific OptionSets are documented.

Security

Is broken down into several reports:

  • Field Security Profiles
  • Field Permissions
  • Security Roles
  • User Permissions

The  Security Roles and User Permissions reports consist of two sets of files.

  1. Detailed information showing the security configuration as you would see it within Dynamics CRM (with the circles).
  2. Raw data – which is the data directly as it comes out of the database. This is useful when performing comparisons.

The User Permissions report is the final permissions that have been applied to a user after their: Licensing, personal Security Roles, and team Security Roles have been assigned.

 

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Automation

By automation we mean anything that has been added to the system to add additional business logic functionality or which will automate any existing business processes. These reports include:

  • Plugin assemblies
  • Plugin steps
  • Custom workflow activities
  • Processes

In addition the Automation Testing Matrix report shows all of the plugins and workflows that are executed in the system. This list is grouped by Entity and function so you can verify your testing processes cover each of the possible data paths.

JavaScript and Web Resources

There are a number of JavaScript-related reports, including:

Web Resources summary

This report contains a dump of all web resources, their type and the solution that are contained within.

JScript Library usage

This report contains a list of JScript web resources and on what entity and form they are referenced.

JScript Function reference

This report is taken from the form event configuration dialogs and contains the following information:

  • Entity Name
  • Form Name
  • Field Name
  • Event Name
  • Enabled
  • Library Name
  • Function Name
  • Pass Execution Context
  • Parameters

 

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Email Settings

This report gives you a list of all of the email settings related to your users so you can see both system-level and personal email settings.

This report was created as a result of having to debug some very strange email-related issues.  Since many of the personal settings related to email have a major affect on how email is processed, it is valuable to have all email settings in a single report.

Business Administration

We completely document the following:

  • Business units
  • Users
  • Teams
  • Queues
  • Team membership
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Miscellaneous

Now that most of the major categories have been reported, we still have a few reports remaining:

  • System settings
  • User settings
  • Solutions
  • Templates
  • Connection roles

There is even an extra Auditing report that consolidates all of the auditing information for both Entities and Attributes.

For Developers

There are a handful or reports that were created specifically for the developers in your organization.

JavaScript Function Reference

Lists all of the JavaScript functions found in your JScript web resources.

JavaScript Event List

Dynamics CRM 2011 and 2013 allows you to define OnSave and OnChange events using either configuration or code. Normally, most developers use the configuration to attach events, but occasionally, it is more efficient to  define your events in code.

This  report actually extracts the events from the configuration and creates the equivalent in code.

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Licensing and Pricing

SnapShot! has a variety of licensing options including single-organization, site, and partner licenses.

Single Organization License

$249

per CRM organization

  • Covers all developers within a single firm
  • One CRM Organization
  • Annual maintenance: $90, 1st year included

Site License

$745

per development site

  • Covers all developers within a single firm
  • Unlimited CRM Organizations
  • Annual maintenance $270, 1st year included

Partner License

$4,995

per legal entity

  • Covers multiple-office partner firms, all of their developers
  • Unlimited CRM Organizations
  • Annual maintenance: $1,450, 1st year included

Single Organization - 7 Day License

$74.95

per CRM organization

  • Covers all developers within a single firm
  • One CRM Organization
  • No renewal. No maintenance fees
  • License expires in 7 days
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Need More Detail?

More detailed information may be found on the Details page.

Sample Report

You may download a sample report from one of my developer organizations here.

The report was generated from the Contoso demo organization but has had additional commercial and custom solutions added to it, as many typical Dynamics CRM organizations have. This should give you a good feel for the data being extracted.

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Frequently Asked Questions:

Here are a few ways SnapShot! can help:

I have a problem with one user’s security and I don’t know what security she should actually have.
The User Privilege report shows the exact security the user has after all user and team security roles have been applied. Many people overlook the team security roles so sometimes unexpected privileges get applied. This report looks just like the Security Role report (colored circles) and shows the end result of all merged security roles. This is very useful for tracking down privilege issues.
I need a complete list of all of my System Views.
The Views report lists a summary of all views. In addition, should you wish, you can create additional documents that list the detail of each view which includes the display columns, filter criteria, and FetchXML statement used to perform the search.
I have a problem with option set values not showing the same values when a Lead is converted into a Contact.
The Option Set report shows all option sets, Entity-based and global, in a single list. This allows you to compare the numerical value with the display label to make sure values match across Entities.
Even though I have assigned the proper security roles to a user, they are still receiving security errors.
SnapShot! uses the Dynamics CRM SDK to extract all information from the system. When working with security roles, an SDK method is used that reports the security applied to a user, after all of their security has been applied. If you look at the User Privileges report for that user, you will see that they only have read-access to most fields. In all likelihood, this is caused by the License Type for the user being set to Read Only or Administrative.
I have a user without any assigned security roles, but their User Privileges report shows they do indeed have permissions.
Everyone who is anyone has always known that ever Dynamics CRM user must have at least one security role assigned to them in order for them to even access the home page. In fact, there is even a built-in system view on the System User entity that shows users without security roles. But what if I told you that this information, starting with Dynamics CRM 2011, is not exactly correct? That's what my friend and fellow-MVP Jerry Weinstock found at one of his customers. This lead him to publish this article: Assigned and Inherited Security Roles In a nutshell, it turns out that security roles inherited by a team are assigned to the user, in additional to any security roles they might have been assigned directly. All roles are merged together to produce the basic User Privileges list. So, as long as they are a member of a team that has roles assigned, they can access CRM. Remove them from that team, or remove the role from the team, and they will lose access to CRM. And that is why the User Privileges report sometimes shows data that you would not expect it to show.
What versions of Dynamics CRM does SnapShot! support?
SnapShot! supports Dynamics CRM 2011 and 2013.  
Is a trial version available?
There is no trial version because there is no way to limit the functionality while at the same time giving you enough information on your Dynamics CRM organization to make it worthwhile.  There is, however, a sample report taken from one of our test organizations that shows the full capabilities of SnapShot!  You may download that report here: http://www.crmaccelerators.net/downloads/SnapShotSampleReports
I am new to the company, customer, or project and I need to know everything I can about the Dynamics CRM configuration.
No problem. Do these steps:
  1. Run SnapShot!
  2. Select all options.
  3. Check the Pack and Go checkbox on the ribbon.
  4. Click the Create button.
  5. Go get yourself a cup of coffee.
  6. When you get back, plus or minus a few minutes, your Dynamics CRM system will be fully documented and all of the files zipped for easy transport via email or thumb-drive.
I need to review all of the System Settings to ensure that the previous administrator has everything set correctly.
The System Settings report will show all settings within the system – both those on the System Settings page as well as the internal settings that are not displayed within the Dynamics CRM user interface.
I need a compete export of all Entity and Field schema information.
There are several reports that will help in this case: Entities, Fields, and Relationships.

Did We Miss Anything?

Do you have a documentation problem not address by SnapShot! If so, please let us know.

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