When modifying the Business Unit structure of an existing CRM implementation, it is often difficult to visualize the current structure, and how it will look after changes have been made. There are options available that allow you to create a diagram, but many require .NET framework, 3rd-party program installation, or connection/credentials in order to connect to the CRM Org.
This blog post will walk you through 12 simple steps to create Business Unit diagrams, using only CRM, Excel, and Visio. The screenshots used in this post are from CRM 2013 and Office 2013. This will work in CRM 2011 and older versions of Office, but the screens may look different.
1. Navigate to Settings\Administration\Business Units
2. Export the Business Units by clicking on the Export to Excel button.
3. Excel will launch, populating with your Business Unit data. The only columns you need are Name and Parent Business. You can delete any other columns from your Excel file. Save this file as a CSV. (A copy of this CSV file is provided at the bottom of the blog post so you can download it and try it out.)
4. Launch Visio and create a new Organization Chart.
5. The wizard will launch. Choose the option that allows you to create the Org Chart from an existing file.
6. Choose the option that allows you to import a CSV file.
7. Locate the file that contains your organization information. This is the CSV file you just saved.
8. Set the Name and Reports to options. You want the name of the Business Unit to display, and be associated up the hierarchy to its parent Business Unit.
9. You can click Next, Next past the following two screens as the Data file column and Displayed field should already be set.
10. You can click Next to skip past the next screen as well, unless you have images that you want to import into the diagram.
11. Now you must make a decision. You may want to try both options to see which works best for you.
- Specify how much of the organization to display on each page – This option will prompt you with one more screen in the Organization Chart Wizard, which allows you to control how you want to break up the organization. If you have a very large Business Unit structure, you may want to break it up so that each 2nd-level and its children are on a separate tab.
- Let the wizard automatically break the organization chart across pages – The Wizard skips the step above and its associated screen and automatically creates the break points.
11.1 Specify how much of the organization to display on each page
Specify how you’d like the organization to appear on each page
11.2 Let the Wizard automatically break the organization chart across pages
12. The Organization Chart Wizard completes and builds out your Business Unit structure. There are several options on the Visio Org Chart tab that allow you to customize the Shapes, Height, Width, Spacing, and Layout of the diagram.
For this diagram, I adjusted the Height to the smallest amount and adjusted the Width -4 clicks, then clicked the Re-Layout in the Layout group to automatically adjust Spacing.
There are numerous formatting options in the Design tab also, including Themes and Variants.
When you have your Business Unit Org Chart designed to your liking, you can share with others in several file formats. We’ve included a PNG version which works well when collaborating with others.
Download the sample Business Units file that was used for this post.