Why you need usage statistics for Dynamics 365
Once your CRM is up and running, you’ll want to know your level of user adoption.
Are users using the system as they were trained? Who is not using the system so much and can they be helped? Are some users beginning to use the system in a more efficient way, who could become internal advocates or trainers for the system?
Out of the box, there’s no simple way to view usage statistics in Dynamics 365. Previously, there was a solution in Microsoft AppSource called Organisation Insights, which has now been discontinued. Now, there are two Microsoft solutions, as well as many commercial apps to view usage statistics. The Microsoft solutions use
- Power Platform admin centre
- The User Auditing feature in Dynamics 365
Dynamics 365 Usage Statistics in Power Platform
As Dynamics 365 is now part of Microsoft’s Common Data Service, all its data is available through Power Platform.
So, to look at your organisation’s Dynamics 365 Usage Statistics, visit the Power Platform admin centre.
What Dynamics 365 user activities can you report on?
In the admin centre, there are 8 reports about Dynamics user activities.
Active users – the number of users who have interacted with your CRM
API calls / Pass Rate, Executions and Top Plug-ins by Failures – these details refer to any plugins you may have installed on your CRM. For a broader overview of CRM usage, you can ignore these
Total Operations – a useful graph. From this you’ll see two important trends – when your CRM is being used and how much it is being used. The graph is split into the various types of operations (read, create, update, delete)
Most Active Users Performing Operations – a graph showing the number of operations per user. Again, operations are broken down by type (read, create, update, delete)
Many of these reports expand on the data from the home page dashboard.
New reports include:
- Most Used Entities
- Total Page Requests – The number of page loads of forms, dashboards, or reports.
- Active Users Performing Specific Operations – The number of users over time who performed an operation that caused one of these SDK calls: Retrieve, Retrieve Multiple, Delete, Create, or Update.
- Most Active Users Performing Specific Operations – The number of users who performed an operation that caused one of these SDK calls: Retrieve, Retrieve Multiple, Delete, Create, or Update.
Mode of Access
A series of reports which breaks down users by type, by operation and by device
- Operating System
- Device Type
- Security role
- Business Unit
Useful reports showing exactly which part of Dynamics 365 was used
- Most Used Custom Entities – Which custom entities had the most Creates, Reads, Updates and Deletes.
- Most Used OOB Entities – List of out-of-box entities which had the most Creates, Reads, Updates and Deletes.
- Most Used Entities – a combination of the two reports above to allow comparisons.
Helpful for seeing which workflows are most popular in your organisation, and to troubleshoot
- Workflow Executions
- System Jobs Pass Rate
- System Jobs Throughput/Minute
- Executions and Backlog – the number of executions and the backlog
- Most Active Workflows the top 10 most executed workflows
- Top Workflows by Failures the top 10 most failing workflows. Get more information by clicking on a workflow.
This section shows data about pluguns
- Plug-in Success Rate
- Plug-in Executions
- Average Plug-in Execution Time
- Most Active Plug-ins
- Top Plug-ins by Failures
API Call Statistics
This section shoes top level, generic information about API calls
- API Success Rate
- Top API by Failures
- Total API Calls
- Most Used API
- API Calls
This section shows details about the types of mailboxes you have and how they are being used
- Mailbox Details by Geo
- Mailboxes by Server Type
- Active Email Server Profiles by Geo
- Mailboxes by Exchange Configuration
- Number of Mailbox Configuration Errors- shows the number of mailboxes configuration errors which occurred over the user-selected time frame.
- Mailbox Usage
- Number of Outlook Mailboxes
- Number of Active Email Server Profiles
Downloading reports from Power Platform Admin centre
From the download button at the top of most screens you can download
- Active users by device type
- Active users by business unit
- Active users by security role
- Active users by client
- Active users by entities
- Most active users performing operations
- Most used custom entities List of custom entities
- Most used OOB entities
- Most active workflows
- Most active plug-ins
- Most used API
- Active Dynamics 365 Customer Engagement Plan Users by Application
- Non-conformant usage by users with Team Member license Shows users with team member licenses who are using Dynamics in ways beyond their licence allows
Using Dynamics 365 user auditing to better understand user adoption
User level auditing gives you focused, granular details about user interactions at an entity level
To enable Dynamics 365 user auditing
- In Dynamics 365, enable auditing.
Cog icon > Advanced Settings > Administration > System Settings > Auditing tab.
- In Audit settings, check
- Start Auditing
- Audit user access
- Start Read Auditing
- Under Enable Auditing in the following areas, check the areas you wish to audit
- To enable table and field level auditing, go to Settings > Customizations > Customize the System
- Choose Components > Entities and choose an entity to audit.
- In the Data Services section choose check Auditing
- Then, under Auditing, check:
- Single record auditing. Log a record when opened.
- Multiple record auditing. Log all records displayed on an opened page.
- Save > Publish
- Repeat for any other entities you want to audit
- Turn on Microsoft 365 audit logging
- Visit compliance centre https://protection.office.com/
- Go to search > Audit log search
- Click Turn on auditing
Find out more about these steps on Microsoft’s page – Microsoft Dataverse analytics
What data is included in a Dynamics 365 user audit?
- All record actions – Create, read, update, delete (CRUD)
- All record views – including lists like grid views, Advanced Find search, etc.
- Export to Excel
- Activity to / from third part apps
- Report views / export
Running reports on Dynamics 365 user audit data
You can run reports by visiting the compliance centre
As so much information is logged, the results output can be huge. That means it can be hard to find the exact data you need. So, once you’ve searched for the data, you’ll want to use filters to focus your result data
You can filter by
- IP address
- The item which was modified.
After you’re happy with the filtered data, you can export this data into a CSV file for analysis in Excel or Power BI
» More details about searching the audit log on Microsoft.com – Search the audit log in the compliance center