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Tracking Exports to Excel in Dynamics 365 CRM with Email Alerts

In today’s data-driven world, ensuring the security and accountability of your organization's data is paramount. This is particularly true for Dynamics CRM users who frequently utilize the "Export to Excel" feature. While Dynamics CRM offers extensive functionality, it lacks an out-of-the-box solution for tracking who exports data and when. In this article, we will explore how to implement a custom plugin that tracks Excel exports and sends email notifications whenever the action occurs.

Overview of the Solution

To achieve this tracking capability, we will develop a custom plugin that registers on the "Retrieve Multiple" operation, which is invoked when users export data from Dynamics CRM. This approach allows us to differentiate between regular data retrieval and export actions.

Pre-Requisites

Before you start, ensure you have the following.

  • Visual Studio installed
  • Basic knowledge of C# and plugin development
  • Plugin Registration Tool for Dynamics CRM

Step-by-Step Implementation

  1. Create a New Project: Open Visual Studio and create a new class library project. Give your project an appropriate name and specify the location.
  2. Set Up References: Add a reference to the Microsoft.CrmSdk.CoreAssemblies using the NuGet Package Manager.
    NuGet Package Manager
  3. Create the Plugin Class: Create a new .cs file (or rename the existing one) and implement the plugin interface. Below is a template for the plugin code. 
    using System;
using Microsoft.Xrm.Sdk;

namespace ExportToExcelNotification
{
    public class ExportToExcelNotification : IPlugin
    {
        private ITracingService tracingService;
        IPluginExecutionContext context;
        IOrganizationServiceFactory serviceFactory;
        IOrganizationService service;

        public void Execute(IServiceProvider serviceProvider)
        {
            tracingService = (ITracingService)serviceProvider.GetService(typeof(ITracingService));
            
            try
            {
                context = (IPluginExecutionContext)serviceProvider.GetService(typeof(IPluginExecutionContext));
                serviceFactory = (IOrganizationServiceFactory)serviceProvider.GetService(typeof(IOrganizationServiceFactory));
                service = serviceFactory.CreateOrganizationService(context.UserId);

                // Check if the operation is "ExportToExcel"
                if (context != null && context.ParentContext != null && context.ParentContext.MessageName.Equals("ExportToExcel"))
                {
                    // Logic for tracking and sending email notification
                    // Example: Create a record in a custom entity and trigger email using Power Automate
                }
            }
            catch (Exception ex)
            {
                tracingService.Trace("An error occurred: {0}", ex.Message);
                throw;
            }
        }
    }
}
  4. Build and Sign the Project: Build the project and sign the assembly so it can be registered using the Plugin Registration Tool.
  5. Register the Plugin: Open the Plugin Registration Tool and connect to your Dynamics CRM environment. Register your new assembly.
    Dynamics CRM

After registration, right-click on the registered plugin and select “Register New Step.”

  • Message: Use “RetrieveMultiple”
  • Primary Entity: Select "none" for all entities or specify a particular entity if needed.
  • Event Pipeline Stage of Execution: Set this to "PostOperation."

Testing the Plugin

After registering the plugin, you can now test it by performing an export operation in Dynamics CRM. If implemented correctly, your logic for tracking and notifying should trigger whenever data is exported.

Conclusion

Implementing tracking for the "Export to Excel" feature in Dynamics CRM enhances data security and accountability within your organization. This custom plugin approach not only allows you to monitor who exports data but also provides a mechanism for notifying relevant parties. By following the steps outlined in this article, you can effectively track data exports and bolster your organization's data governance strategy.

If you have any questions or need further assistance, feel free to reach out!


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