Category: MS CRM 2016

Dynamics CRM Tips and Tricks

Hello Readers! The following Dynamics CRM tips and tricks might help you to save some time.

Hide Time on Email Templates

Use the following formula, assuming you want to place ‘Created on’ of Case on Email Template:

‘{!incident:createdon/@date;}’

Reduce Number of Clicks

Use recently viewed ‘Views’ and ‘Records’.

reduce number of clicks - Dynamics CRM Tips and tricks

 

Use up and down arrows (top right) on records to move to the next/previous record.

use up and down arrows

 

Use Alphabet bar on the bottom of the page to filter.

use alphabet bar

Increase Export to Excel Limit in Dynamics CRM Online

Use OrgDBorgsettings Dynamics CRM Organization Settings Editor (works well on Dynamics CRM 2013, 2015 & 2016 Online).

increase export to excel

Save Your Time & Use Keyboard Shortcuts

CTRL+S-Saves the record/form.

Esc- Close the Dialog box.

CTRL+D- Delete a record.

AL+S- Save & Close.

Shift+ALT+T- Insert a Template on Email.

Workflow Utilities for Dynamics 365

Check out and use Dynamics 365 Workflow Tools.

Auto-Generate Documents – Quotes, Invoices, etc.

Use Document Templates by Going to settings > Templates.

Auto Generate Word Template in Dynamics CRM 2016 and attach in Email

Customize Field Service Mobile App

Use Resco Mobile Woodford Solution for customization. See: Install the Field Service mobile app

Add Members of a Marketing List to Another List (One Click Solution)

Check out this blog post: Adding A Member from One Marketing List to Another

Business Process Flows Limitations

(Technet: Business process flows)

  • There can be no more than 10 activated business process flow processes per entity.
  • Each process can contain no more than 30 stages.
  • Multi-entity processes can contain no more than five entities.

Use Business Rules (Get rid of JavaScripts)

Use Business Rules to get rid of simple JavaScripts:

Understanding Business Rules in MS Dynamics CRM

Calculated & Rollup fields (Avoid plugins)

This is the best thing ever happened. 🙂  link below

Calculated and rollup attributes

Test the Performance/Diagnostics

Add this tools/diagnostics/diag.aspx to your CRM URL (Suffix) and click run.

Testing Performance on Forms CTRL+SHIFT+Q

 

Hope this helps.

Happy CRM’ing!

 

Field Service- Tips & Tricks

Hello Readers

This blog of mine, will certainly take few of your confusions away, on Field Service. I have tried to keep it simple, but you can ask questions to me any time J

Change Colour of Statuses on Schedule Board

Many a times, you have this requirement to match the colours with your organization’s colour theme and you wonder, how to change colours on the schedule board. Well, it’s really simple to fix, follow the screenshots below:

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Go to Field Service>>Administration>>Booking Statuses

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Open any of the statuses and pick your preferred colour from the ‘colour picker’

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Save the changes.

How to make work order visible on Schedule Board?

First things first, technically, it’s not the work order on Schedule Board. it’s related records to a work order, which gets generated automatically by an OOB Plugin. These records are:

  • Bookable Resource Booking (What you see in the calendar)

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  • Resource Requirement (What you see in the bottom of Schedule Board under ‘Unscheduled Work Orders’)

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In order to schedule a work order, you must configure a territory in the system by going to Field Service>>Administration>>Territories

Now as highlighted below, click on the ‘settings’ button on SCHEDULE BOARD and apply territory filter.

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This will enable you to see work orders (Bookable Resource Bookings/Resource Requirements) on Schedule Board.

**This will also narrow down your map to your territory instead of the world map J 😀

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How to differentiate between the Push Pins on the Map?

if this has confused you a lot, here’s the answer:

S.No. Type Detail Image
1 Full Colour filled Pins This is actually a resource; all resources are randomly given a colour by the system. it can’t be configured.      10
2 Red colour Pin with Question Mark These are your unscheduled Work Orders.     11
3 Coloured Circumference Pins These are your scheduled work Orders; the colour tells you about the status of work order. once completed, it will not be visible on the map.     12

Using Schedule Assistant

I am not sure about everyone, but every time I tried to use ‘Schedule Assistant’ to schedule my work order, it never worked. So here’s a tip:

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When you click on that button, you reach this page:

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You need to checkmark ‘Ignore Duration’ and then click on search again. if you’re not very particular about ‘Characteristic Rating’, you can set it to ‘Any Rating’. if you still can’t find resources, select the ‘territory’.

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Can I have multiple work orders for a single case?

Yes, you can. OOB system has this Business Process Flow -Case to Work Order, which allows you to create a work order only when you have ‘Resolved’ a case. But your clients may have scenarios to have multiple work orders against a case, here’s a trick:

After you have done this, you might receive a query builder error, read this for resolution: https://community.dynamics.com/crm/f/117/t/227184

How to manage Billing/Service Account lookup of work order? (if, you have a B2C scenario)

Your client can be a Government organization, providing support to the residents FOC and they do not need Billing or Service Account. But, its mandatory to have them to create a work order. Here’s a trick:

Case to Work Order (1:N Mapping): I have mapped Case Customer to Work Order Service Account

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Now ‘Billing Account’ is defaulted equal to ‘Service Account’, its OOB and then I have make those field ‘Visible by Default’ as No. J

Configuring the mobile app for Field Service

it is very important to know, that a lot of things can be customized for Field Service Mobile App. You need to download RESCO Mobile -WOODFORD Solution for that. its free for 30 days and then you can buy a plan. You can configure, what should be visible on Mobile App, you can even design the mobile forms. But its quiet simple to configure and does not need much explanation.

Download WOODFORD here http://www.resco.net/mobilecrm/woodford.html

Import the managed solution to your MS CRM by going to Settings>>Solutions>>Import

Once done, open WOODFORD configuration and follow instructions here https://www.microsoft.com/en-us/dynamics/crm-customer-center/install-the-field-service-mobile-app.aspx

Hope you find the post helpful!

Happy CRMing !!

Query Builder Error on Case Form

Hello Readers

—Quick One—

With the launch of Dynamics 365, there seems to be a problem with case form. This issue comes up when you:

  • Install Field Service and try to link cases & work orders or
  • You change something in the Case Business Process Flow

There can be other’s as well, but I have experienced it by doing the above two.

So, you see a ‘Query Builder Error’; people like me would think ‘I don’t even know, how to build a query?’ 🙂 Why am I getting this error?

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In most cases, you will be able to download the log file, which will show you “‘Incident entity doesn’t contain attribute with Name = ‘CaseResearch_LinkControl” or similar message about another field.

Solution: Go to settings>>Processes>> Business Process Flows (Case)>>Check all the flows and see if there is a field called ‘Resolved'(Yes , this has been added in Dynamics 365). Remove it and you will no more receive query builder error.

You might still face difficulty to resolve it, if you have installed ‘Field Service’; do let me know about it.

Hope you find this helpful.

Happy CRMing !

#Dynamics365 #MSCRM #FieldService #Case #Incident

Deal with Dynamics CRM Online Like a Pro

Hello Readers,

In this blog, I have tried to include useful tips for MS CRM Online. Most of the times, we are not aware of them and we end up raising a ticket to Microsoft.

You can download the tool here: https://orgdborgsettings.codeplex.com/

It is on codeplex and is supported by Microsoft.

Tested Version: MS CRM 2011, 2013, 2015 & 2016 (not Dynamics 365)

keep-calm-and-do-it-like-a-pro-5

Increase Export to Excel Record limit

For MS CRM Online the OOB limit is 10,000 records. You can increase it to any number but my personal opinion is don’t set it over 50,000 as it then starts throwing SQL Timeout error. Go to OrgDBOrgSettings and set MaxRecordsExporttoExcel and change the limit to 50,000 or less

Do not create contacts on email tracking

We know how easy it is to achieve but on an individual user level. But when it comes to MS CRM Online, we just get short of ideas on How to bulk update all users personal options. Well it’s much more easy than we thought. Go to OrgDBOrgSettings and set AutoCreateContactOnPromote as FALSE

Select your error notification preference

Go to OrgDBOrgSettings and set ClientUEIPDisabled as FALSE, this will disable the ‘send error report’ pop up which annoys all the users J

Sharepoint Folder Nomenclature

When you integrate MS CRM & MS Sharepoint, the folder name for each record of CRM in Sharepoint will have a nomenclature like Name+GUID, but to our users it does not look good. Here’s a simple trick to make your folders appear just by Name and not Name+GUID. Go to OrgDBOrgSettings and set CreateSPFoldersUsingNameandGuid as FALSE

Implicit Sharing

Read more about it here: http://blog.dorrekens.com/index.php/list/165-on-implicit-sharing-team-ownership-and-reparenting

You can disable it by changing DisableImplicitSharingOfCommunicationActivities to TRUE

Customise the Alphabet filter on any Grid/List view

It is linked to JumpBarAlphabetOverride; Read https://support.microsoft.com/en-gb/help/2494984/how-to-customize-the-alphabet-bar-for-the-crm-application-grids-for-microsoft-dynamics-crm-4.0 for more information

Change default entity for Regarding Lookup

Change SetRegardingLookupDefaultEntityType to contact and now Regarding will default to Contacts Lookup view. Here: https://bhattketan.wordpress.com/2015/12/07/change-default-lookup-setregardinglookupdefaultentitytype/

Sort Email on Social Pane

Currently, Emails are sorted by Modified on (Descending), you can change it Received on (Descending) by SortEmailByReceivedOn to TRUE

Get information about related KBs here https://support.microsoft.com/en-gb/help/2691237/orgdborgsettings-tool-for-microsoft-dynamics-crm

Hope you find it helpful..

Happy CRMing !

EMAIL SIGNATURE in MS CRM 2016

Hello Readers

A recent new improvement in MS CRM has charmed many customers around the Globe, Email Signature. Yes, you read it right. Email Signatures are now part of Standard/vanilla/OOB MS CRM.

Earlier we used to have alternatives for it, like using an email template or web resource for the same; Following URL might be helpful for older versions of MS CRM http://www.inogic.com/blog/2015/07/adding-signature-to-emails-in-dynamics-crm/

I will take you through the step by step process of using Email Signatures. Email Signatures can be created by:

  • System Admin (for everyone)
  • User (for self)

1.How a System Admin can add signatures?

Go to settings>>Templates

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Click on Email Signatures

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Click on ‘New’ to create a signature. Fill in Title and copy & paste your signature

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Similarly, do it for all the users, who want to use emails in the system.

2.How a User can add a signature?

Go to Personal Options>>Email Signature

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Click on ‘New’ to create a signature. Fill in Title and copy & paste your signature

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It’s important to set this signature as default by clicking on ‘Set as Default’

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After you set your signature as default, Go to sales>>Activities>>Email

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Click on New “Email”, and you will see your signature defaulted in the email like we have in outlook

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When forwarding or replying an email; you can still get your signature. Here’s how:

Click on ‘Insert Signature’

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Once you click on ‘Insert Signature’, system pop ups a list of available signature, you can choose from (if you have more than one signature):

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3.What privileges must be provided to access ‘Email Signature’?

Email Signature is a new privilege, as shown in the below screenshot:

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I think it does solve a lot of signature related concerns; what do you think?

Drop in your comments….

Happy CRM’ing !!!

 

MS CRM 2016 Mobile App Configuration

Hello Readers,

We all know, how important mobile communication is for any Sales Team Member specially a field sales person. Following are few articles relevant to the importance of mobile technology for any sales team:

7 Ways You Can Help Your Sales Team Be More Effective

http://www.cio.com/article/2849367/customer-relationship-management/7-ways-you-can-help-your-sales-team-be-more-effective.html

The Importance of Up-To-Date Information for Salespeople

http://www.reachforce.com/blog/expert-interview-series-matt-greener-of-app-data-room-about-the-importance-of-up-to-date-information-for-salespeople/

Almost, all my clients have asked for a mobile app/solutions to access MS CRM. Mobile app for MS CRM was first released with MS CRM 2013 version. Since then, there has been so many great improvements in the app.

When proposing MS CRM Mobile App to a client, most of us, must have got stuck with following obstacles:

  • Offline Feature
  • Dashboards

And then we were left with No choice but to propose a paid solution like Resco Mobile, CWR etc.; which adds up to the cost of any project.

Great News! Both the above features are now available for MS CRM Mobile app with the release of MS CRM 2016 Update 1. And the most important thing is, it’s free.

In this post, we will have a look on the following:

  1. Configuring Mobile App
    1. Downloading the app
    2. Configuring forms
    3. Configuring Dashboards
    4. Enabling Offline Feature
  2. Navigation
  3. Creating a new record
  4. Search
  5. Mobile Themes
  6. Essential Security Roles

Configure Mobile App

Downloading the App: Go to your App store for iPhone (for windows phone go to Windows app store and for Android phones go to Play store). Search for ‘Microsoft Dynamics CRM’; once you get the app in result, click on Get/Download.

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Once downloaded, click on ‘open’ to get into the app:

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To set up, enter your organization’s CRM URL. You can only use the app if you have MS CRM online or MS CRM On-Premise (IFD enabled).

Once done, click on ‘next’ and enter your CRM credentials (user name & password)

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After entering correct credentials, you will be redirected to the app ‘Welcome Screen’

Finally, you will be able to see your ‘Home screen’ and can start using MS CRM Mobile app.

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On the ‘Home screen’ you can pin your frequently visited records or view for e.g. your ‘Key Account’; which saves you from Navigating or searching for the same. The below picture depicts (Pin to home button in yellow), how to add record/view to your home screen. For more information on how to navigate to this part, please continue reading to ‘Navigation’

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Configuring Mobile Forms: Go to MS CRM web application and Navigate to Settings>>Customizations

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Click on customize the system>>Expand Entity and select the entity required for mobile app/form configuration:

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Expand the required entity>>Navigate to forms

Select the main account form, mobile express form is for purpose when we access crm via mobile browser and Interactive experience form is for Interactive service hub; which means your mobile form will include same set of fields/section what you have in MS CRM web client.

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Making an entity available on mobile app is done the following way:

Navigate to settings>>Customize the system>>Click on required entity name>>Scroll down to outlook & mobile and then check mark ‘Enable for mobile’

Note: if you need the entity to be read only on mobile app, please select ‘Read only in mobile’ and if you want this entity to be available for offline feature do select ‘Enable for mobile offline’

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Configuring Dashboards: Dashboard creation remains the same like we do it for web client. But to make it available for mobile app, we need to Navigate to settings>>Customize the system>>Dashboards>>Select the required dashboard>> click on properties>> Check mark-‘Enable for mobile’

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Best of all is that you can preview the phone/tablet dashboard on your web client:

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Do remember that only ‘System dashboards’ can be seen on mobile app.

Enabling Offline feature: This feature is only available for MS CRM 2016 online Update 1 or later clients. You can enable mobile offline synchronization only if you meet the following criteria:

  • At least 5 Professional Microsoft Dynamics CRM Online licenses OR
  • At least 1 Enterprise Microsoft Dynamics CRM Online license

For more details, please visit: https://www.microsoft.com/en-us/dynamics/crm-customer-center/enable-mobile-offline-synchronization.aspx

First step would be to enable all entities for offline sync, which is explained under last paragraph of ‘Configuring mobile forms’

Second step would be to enable to create a ‘Mobile Offline profile’ based on your need by, navigating to settings>>Mobile offline (Under Business)>> Mobile Offline profiles

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Sample profiles will be available for you to use:

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You can create new or add ‘Mobile offline profile item’ here itself. Also, you will have to add users to whom you want to provide offline access. You can add a user to only one mobile offline profile.

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You can apply the data download filter under ‘Mobile offline profile item’

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There are three categories of filter available:

  • All records
  • Other data filter
  • Download related data only

For more details on mobile offline profile item, please visit: https://www.microsoft.com/en-us/dynamics/crm-customer-center/create-a-mobile-offline-profile.aspx

Third step would be to go to ‘Mobile offline settings’, where you can select your required profile:

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Navigation

Following four major navigation items are available on the mobile app:

  • Top Left corner: for list of records
  • Search: to do a quick search
  • Home: Takes you to the Home screen
  • Back: Takes you to the previous screen

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Create a new record

Click on the entity/record type name to get to the list and then click on the add (+) button:

Enter details & click on save

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Search a record

Click on the ‘search’ button at the top and enter the text required for search. Search works the same way as in the web client. For more details on quick search please visit: https://prashantshuklacrm.wordpress.com/2015/02/26/adding-fields-to-quick-find-searchglobal-searchuniversal-search-result-in-ms-crm-2015/

Mobile Themes

Mobile App theme and web client theme would remain in sync. To change the mobile app theme, you will have to change web client theme and vice versa. Here’s how:

Navigate to settings>>customizations>>Themes

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One system and multiple custom themes are allowed. You can clone the system/default theme or create new. Later you can select colors from http://www.colorpicker.com/

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Once you have saved your theme, click on ‘Publish’ to make it available on both web client and mobile app. On web client it would be available immediately while on mobile app, it would be available the next time you open the app; it shows a pop up to download changes. If you click on ‘download’, changes would be available.

Note: Every time there is a customization published on MS CRM, mobile app will pop up a ‘download changes’ request

Essential Security Roles

Additional privilege is required to access the mobile app, called ‘CRM for Mobile’. Here’s how:

Go to settings>>Security>>Security Roles>>Choose a security role>>on the Business Management Tab>>Under Privacy Related Privileges>>Set ‘CRM for Mobile’ to organization level

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Hope you find this post useful!

Drop your questions & suggestions in the comment box below.

Thank you for reading!

Happy CRMing!!

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