Data exports are often very necessary, however, allowing users to export data can lead to a number of risks for your organisation, from data breaches to compliance violations. Therefore, monitoring Dynamics 365 data exports closely is crucial and putting data governance practices in place to address this risk.
In terms of tracking or controlling Excel exports in Dynamics 365, there are several features that monitor user activities. However, 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.
So, while Microsoft Dynamics 365 does have some useful tools for tracking user activities, it doesn’t provide the level of detail needed to monitor data exports effectively.
For more control over data exports, you can use a specialised ‘Export to Excel’ tool like the Rocket CRM Export to Excel Tracker. This 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.
Find out more about Rocket CRM Export to Excel Tracker, which is currently available completely free for a limited time period.
