If you’re an organisation managing sensitive data and use either Dynamics 365 CRM or Power Apps, one topic you should take very seriously is data exports. In our experience, businesses don’t realise how vital this is.

 

Whilst data exports are often very necessary, allowing users to export data can lead to a number of serious risks, ranging from data breaches to compliance violations. This is why it’s crucial to monitor Dynamics 365 data exports closely and put in place data governance practices to address this risk. For most organisations, simply preventing data exports in Dynamics 365 is simply not an option.

 

 

The Risks of Unmonitored Data Exports 

 

Once data leaves the secure environment of Dynamics 365 or Power Apps, it’s no longer protected by the same level of security and controls, and this opens the door to a range of risks:

• Data Breaches: You can’t control how your data will be shared externally once exported. It can end up in unsafe hands and saved in unsecure locations, leading to potential exposure of sensitive information.
• Compliance Violations: Many industries must adhere to strict data privacy regulations, such as GDPR in the UK. As a result, unmonitored data exports can result in non-compliance and hefty fines. Putting in place mitigation can help you comply.
• Data Loss: Exported data can easily be lost or mismanaged, leading to confusion and loss of valuable business insights. Control and visibility can minimise this risk.

 

Our advice is to mitigate these risks and ensure that your organisation’s data stays under control by actively monitoring your Export to Excel activity.

 

Built-in Tools in Dynamics 365 for Monitoring Exports 

 

Dynamics 365 offers several features for monitoring user activities, though it’s important to note that none of these tools specifically track data exports by default. Here’s what you can use to gain some visibility into user behaviour: 

• Audit Logs: Dynamics 365 auditing allows you to track activities such as record creation, modification, and deletion, but it does not track export activities. This feature is more focused on monitoring changes within the system itself rather than tracking data that leaves the system. 
• User Activity Reports: These reports provide a general overview of user activity, such as login times and interaction with records, but they do not track data exports. They may show you patterns of user behaviour, but they won’t show you who exported data and when.

In short, while Microsoft Dynamics 365 has some useful tools for tracking user activities, they don’t provide the level of detail needed to monitor data exports effectively. 

 

 

Challenges with Native Monitoring Options 

 

As we’ve established, the native monitoring options in Microsoft Dynamics 365 and Power Apps are limited when it comes to tracking data exports. Here are the key challenges: 

• No Direct Export Tracking: Out-of-the-box Dynamics 365 doesn’t offer a way to track data exports, meaning you won’t know who exported what data, when, or where the data ended up. 
• Manual Monitoring: For auditing activities like record changes, manual reviews of logs are often required, which can be time-consuming and inefficient, particularly for larger organisations.
• Lack of Real-Time Alerts: Native tools don’t provide real-time notifications for export activities. So, if someone exports sensitive data at an unusual time, such as late out of working hours, you wouldn’t know unless you review the logs manually. 

 

Given these limitations, it’s easy to see why many organisations look for third-party solutions to monitor data exports more efficiently. 

 

 

Why Consistent Export Tracking is Key for Data Governance 

 

True visibility and control over data exports are essential for maintaining good data governance, and a robust governance policy must include clear visibility into who has exported data, when they did it, and what data was exported.

 

This visibility allows administrators to identify potential red flags early, such as unauthorised exports or unusually large data transfers. 

 

Without consistent monitoring, you have no idea where your data could end up. For example, an employee could regularly export sensitive customer data without anyone noticing, potentially leading to serious compliance or security breaches.

 

 

How the Rocket CRM Export to Excel Tracker Makes Monitoring Easier 

 

While Dynamics 365 has some auditing capabilities, organisations that need more control over data exports can benefit from a specialised tool like the Rocket CRM Export to Excel Tracker. The tool was created to address the glaring issue of Export to Excel function and the problems with existing native monitoring tools, by providing detailed tracking and real-time insights into export activities. 

 

With the Rocket CRM Export to Excel Tracker, you can: 

• Monitor Export Activities: See who is exporting data, when they are doing it, and what data is exported. 
• Set Real-Time Alerts: Administrators and managers can be notified instantly when unusual export activities occur, allowing you to act quickly. 
• Generate Detailed Reports: Keep an audit trail of all export activities, which is helpful for internal oversight and external data compliance audits. 

 

The Excel Tracker tool provides the extra level of control needed to monitor Dynamics 365 data exports effectively, ensuring that your data remains secure and your organisation stays compliant. 

 

By incorporating tools like the Rocket CRM Export to Excel Tracker into your data governance strategy, you can stay one step ahead and maintain complete control over your organisation’s data exports. After all, it’s better to be safe than sorry when it comes to data security.