Modify Dashboard properties in CRM 2015

In CRM 2011 you could create system and personal Dashboards. You could start from scratch using one of the predefined layout templates, or copy an existing one using “Save As”. Choose a name, give it a description and away you go.

If you changed your mind about the purpose of the dashboard you could simply open it back up and change the name of the dashboard, and you could click the “Properties” button on the Ribbon to change the description.

With CRM 2013 there was a big change – although you could change the name of a dashboard, there was no “Properties” button on the command bar to change the description, so if you got it wrong when you first created and saved it – tough, you could not go back and fix it later. And “Dashboard” is not an entity you can add to a Solution to work on the command bar RibbonXML using Ribbon Workbench, for example.

Dashboard 2013 no properties button

Despite reporting this as a suggestion that needed fixing by using the Connect site, nothing happened for the last year. The workaround of making a further copy of the dashboard and setting the correct properties is all very well, but could mean having to change the default dashboards for each module in the SIteMap, and for users to have to set a new default if they were using the existing one.

Anyone using CRM for Tablets could only use the “out of the box” Sales dashboard, but if you wanted to change this you could modify every aspect of it (including the display name) to use it for non-sales purposes but you still could not change the description.

What changes with CRM 2015?

First, simply but importantly we get a “Properties” button back.

Dashboard 2015 with properties button

So when you are editing a dashboard and click this button you get a dialog box that allows you to change the description for the Dashboard. The description is shown to users as an infotip if they hover on the name of a Dashboard in a list, so it is a good idea to get this right and make it useful to your users.

The dialog box appears a little too small at the moment, (but I expect this to be fixed since I have reported this at the Connect site for the CRM preview program here) but after a quick resize it looks like this:

Dashboard properties CRM 2015

Multiple dashboards for Tablet users in CRM 2015

Notice that this dialog box also has an extra checkbox labelled “Enable for Tablets”. This means that you can make additional system or personal Dashboards available to staff using the Tablet app. So rather than being stuck with the Sales Dashboard, they can use others as well to see different aspects of their data.

Web resources and IFrames are not displayed in Dashboards on the Tablet app, only lists and charts are shown. Also note that personal Dashboards that have been shared with the user are not available for them to select, so you probably need to create system Dashboards to replace these. You can control access to Dashboards using security roles (since CRM 2013) so you can afford to create more Dashboards but hide them from people who would not need them so that the list does not become too long for most of your users.

7 Responses to Modify Dashboard properties in CRM 2015

  1. Sameera says:

    Is there any way to find the Personal default dashboard for all the users

    • ukcrmguru says:

      Not easily. There must be a way to get at this from the user’ ssaved settings if you have access to the SQL server, but I could not point you to the right place off the top of my head.

  2. Yesler says:

    I am trying to hide all the system dashboards as they are not relevant for our users by changing the security roles for each dashboard. I have followed these instructions and have published the changes but nothing happens. Are you able to hide dashboards in 2015? I would prefer not to delete if possible. Do you know how to do this?

    • ukcrmguru says:

      When you enable Security Roles for each Dashboard, be sure to uncheck the box “Enabled fur fallback”. If you don’t, then any user who has no role that gives them access to any Dashboards will see the fallback ones. Unlike forms, all Dashboards are enabled for fallback by default. So choose one Dashboard (probably a custom one) and set this as the one that is enabled for fallback. If this does not do the job, make sure it is not a metadata caching problem – restart the browser completely.

  3. kj says:

    Can we change he format of a Dashboard after once it had been created. I am using Dynamics 365 on premise version. Thank for the help…

    • ukcrmguru says:

      Not using tools in the UI. You can export the dashboard in a solution and then hack the xml but the layout is a nightmare of objects that span columns, then those columns have empty row elements to make everything conform to a grid layout.
      I would always recommend starting every dashboard by making a copy of the OOB “Marketing Dashboard”, rather than from a blank new template. This is the only OOB dashboard which has a layout of three tabs. These tabs have 4, 3 and 4 columns respectively. You can hide or reveal one or more tabs, and of course elements can span multiple columns, so you can use this layout to create all sorts of arrangments by moving things, rather than having to change the underlying layout. You could have 2 equal half-width columns over 3 thirds over 1 full-width; or 1 half-width plus 2 narrow over 1 full-width, over 2 halves, or just 2 halves over 2 halves, or 1 wide over 3 over 1 – move, resize and arrange how you want.

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