Record Count — User Guide
Overview
Record Count quickly counts records across multiple Dataverse entities in one operation. It supports optional per-entity FetchXML filters, cross-environment comparison, and export to CSV or Excel.
Prerequisites
- An active connection to at least one Dataverse environment
- Read access to the entities you want to count
Getting Started
- Select Record Count from the sidebar
- The plugin connects to the current environment automatically
Workflow
1. Select Entities
Use the entity multi-picker to select one or more tables to count. You can:
- Search by display name or logical name
- Select multiple entities using the checkbox list
- Use Select All / Clear All to manage the selection quickly
2. Add Optional Filters (Per Entity)
For any selected entity, you can click the filter icon to enter a FetchXML <filter> block. This restricts the count to matching records only.
Example — count only active accounts:
<filter>
<condition attribute="statecode" operator="eq" value="0" />
</filter>
Only the
<filter>element is needed — not the full FetchXML query.
3. Add Target Environments (Optional)
Click Add Environment to compare counts across multiple environments simultaneously. Each environment appears as an additional column in the results.
4. Run the Count
Click Count Records.
- The plugin fetches aggregate counts from each environment for each entity
- Results appear as they arrive — you can see counts populate in real time
5. Review Results
The results table shows:
| Column | Description |
|---|---|
| Entity | Display name and logical name |
| Source count | Number of records in the source environment |
| Target count(s) | Count per additional environment |
| Difference | Delta between source and each target (shown when comparing environments) |
Rows where counts differ between environments are highlighted.
6. Export
Click Export to download the results as:
- CSV — Flat rows with entity name and count per environment
- Excel — Formatted table with conditional formatting on differences
Tips
| Tip | Detail |
|---|---|
| Validate data migrations | Compare counts between source and target after a migration to confirm completeness |
| Use filters for active records | Filter by statecode eq 0 to count only active records — totals including inactive can be misleading |
| Monitor data volume | Save exports periodically to track record growth over time |
| Count many entities at once | Select all relevant entities and run in one pass rather than checking each individually |
Troubleshooting
| Problem | Resolution |
|---|---|
| Count shows 0 for a busy entity | Confirm the FetchXML filter is not too restrictive — try removing it first |
| Entity not in the picker | The entity may not be marked as IsValidForAdvancedFind — contact your system admin |
| Cross-environment counts differ unexpectedly | Check if filters differ per environment, or if data sync is incomplete |