Category: Quick Tips

Small but useful features Dynamics 365 V9

Multiselect Option Set

You can read about it here: http://dynamicscrmcoe.com/dynamics-365-v9-multi-select-option-set/

But how to import data with multiselect option set is a question and below is the answer:

Taking example of contacts with preferred car, following is a table on how to do it:

Correct format

Sample first Name Sample Last Name Email Mobile Preferred Car
Joe H Joe.h@sample.com +61 467891234 Honda; BMW; Toyota
Andrew Ly Andrew.ly@sample.com +61 467891235 Audi; BMW; Tesla

So, the key is to separate the values by a “;” + space

Incorrect format

Sample first Name Sample Last Name Email Mobile Preferred Car
Joe H Joe.h@sample.com +61 467891234 Honda, BMW;Toyota
Andrew Ly Andrew.ly@sample.com +61 467891235 Audi BMW Tesla

Text Wrap

This is a good one, as now the fields with big labels can be displayed in full J

Currently if we have long text labels, we can’t see the whole text and we must hover as shown below:

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But if we enable the text wrap settings then we can see the whole text here, as shown below:

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How to enable the settings? Go to Settings>>Administration>>System Settings>>General Tab>>First Option>>select Yes and click OK

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Inactivity Timeout

You can now set inactivity timeout for a session along with a warning.

Go to settings>>Administration>>System Settings>>General Tab>>Scroll down>>enter your duration and click OK (as shown in the screenshot below)


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Hope you find this helpful.

Happy CRMing !

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 !!

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 !

All you need to know about Dynamics 365 (Useful URLs/Weblinks)

Microsoft has recently (1st Nov 2016) announced the availability of Dynamics 365. This is a huge step and exciting too. With the launch of Dynamics 365 all CRM & ERP related apps (on cloud) will be accessible from one portal.

In this blog, I will be taking you through all you need to know about Dynamics 365

365

What applications are part of Dynamics 365?

S.No. Solution Read More
1 Sales

 

https://www.microsoft.com/en-us/dynamics365/sales
2 Service

 

https://www.microsoft.com/en-us/dynamics365/customer-service
3 Marketing (only for Business edition)

 

https://www.microsoft.com/en-us/dynamics365/marketing
4 Field Service

 

https://www.microsoft.com/en-us/dynamics365/field-service
5 Project Service

 

https://www.microsoft.com/en-us/dynamics365/project-service-automation
6 Customer Insights

 

https://www.microsoft.com/en-us/dynamics365/customer-insights
7 Financials

 

https://www.microsoft.com/en-us/dynamics365/financials
8 Operations

 

https://www.microsoft.com/en-us/dynamics365/operations
9 Powerapps (only for Enterprise edition) https://powerapps.microsoft.com/en-us/

 

What Editions are available?

Based on the number of employees in an organization, editions are classified into:

Dynamics 365 Business (10-250 employees/users)

Dynamics 365 Enterprise (250 and above employees/users)

What is the difference between Business & Enterprise editions?

Business edition comes with all 8 applications included while Enterprise does not include Financials. I guess, Enterprise edition does not include ‘Financials’ based on the assumption that a larger organization would require a full fledged financial system.

Enterprise edition also includes availability of Powerapps, which is not there for Business Edition

How about licensing and prices?

Pricing & Licensing FAQs (You might have to login to Partner source)

https://mbs.microsoft.com/Files/partner/All_Products/PriceOrder/Licensing_Policies/MicrosoftDynamics365PricingLicensingFAQ.pdf

Licensing Models

https://blogs.technet.microsoft.com/uspartner_learning/2016/10/16/introduction-to-microsoft-dynamics-365-licensing/

Pricing

https://www.microsoft.com/en-us/dynamics365/pricing#business

Is Dynamics 365 mobile ready?

As of now following are available on different app stores:

Dynamics CRM https://www.microsoft.com/en-us/dynamics/crm-customer-center/install-dynamics-365-for-phones-and-tablets.aspx

Field Service https://appsto.re/au/LnEycb.i

Where can I Find partners?

Chat with Microsoft or search a Partner here: https://www.microsoft.com/en-us/dynamics365/partners

Want to know more about Powerapps?

https://powerapps.microsoft.com/en-us/blog/introducing-dynamics-365-home-the-new-way-for-users-to-discover-and-launch-apps-built-with-powerapps/

Why Marketing is not available for Enterprise Edition?

There is a new marketing solution in pipeline called Adobe marketing Cloud. This would be available for Enterprise edition of Dynamics 365 and this will be the preferred marketing solution from Microsoft. Read More: https://www.microsoft.com/en-us/dynamics365/marketing

Auto-Numbering through Real Time workflows (No customization, No Add-on)

Dear Readers,

Generating a number automatically within CRM is one of those requirement which is been asked , almost by all client/project. We all know that auto-numbering is available out of the box for entities like case, contracts, quote, order, invoice, articles & campaigns. But usually we have two situations:

  1. Auto-numbering for entities like account, contact, opportunity etc. (not available in out of the box auto-numbering feature)
  2. Condition wise auto-numbering (business unit wise, category wise)

I am going to demonstrate situation 2, which will give you an idea for situation 1 too.

What you would need ?

  • A custom entity
  • A Real-time workflow

I am taking an example where I want my accounts should populate ‘account number’ based on ‘account category’. I have also created a lookup field on my account called ‘auto-counter’ which you can see just below category.I have got three categories in my account:

  • Direct (DC)
  • Distributor (DB)
  • Secondary (SC)

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What I want ?

I want an account number to be generated having prefix of category and then sequential 6 digit number like if my account category is direct and i am creating the very first account in CRM then account number must be like DC100001.In your case it can even be like prefix should be Business Unit’s initial; method remains same.

How to go about it?

Create a custom entity with basic field Name and other fields to be created would be equal to no. of conditions you have for auto-numbering; in my case i have 3 conditions that are account category. You might have a situation wherein you want it based on Business unit so, you will have to create fields equivalent to the no. of business units you have.

Go to settings>>Customization>>Customize the system

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Click on new to create a new entity

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You will now have to create records equal to the no. of conditions you have; so i have 3 categories in account which means 3 conditions and 3 records:

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I have kept the name as DC/DB/SC, based on the prefix i want for my account number and in the fields based on my condition i have filled DC, DB & SC as 100000 (since i wanted a 6 digit no.); Please note that, you will have to create separate records for each condition. In the first record I have created, I have filled name as DC and field ‘DC’ (whole number)  as 100000. Similarly, In the second record I have created, I have filled name as DB and field ‘DB’ (whole number)  as 100000 and so In the third record I have created, I have filled name as SC and field ‘SC’ (whole number)  as 100000

Now we can create a real time workflow on accounts:

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Now we can add steps to this workflow along with if and updates:

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First of all I am checking the category of my account; Secondly, I am updating auto-counter lookup field on account with relevant record of category:

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Then I am updating my auto-counter record (increment by 1)

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Then I am updating my account number of account with a combination of name-number of my auto-counter relevant record:

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Now if i create an account, account number is generated as soon as i save my record; something like below:

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Tips:

  • Please do hide, auto-counter field on form once your workflow starts working.
  • To remove the comma from the Auto-Number field (whole number), copy it to a calculated field of Single Line of Text

Hope you find it helpful !

Thanks for Reading !

Happy CRMing !!

Adding fields to Quick Find Search/Global Search/Universal Search Result in MS CRM 2015

Hello Readers

With the Release of CRM 2015, one of the most exciting feature is Quick Find Search/Global Search/Universal Search. There are many blogs already existing to explore this functionality.

How to Search:

http://blogs.msdn.com/b/mvpawardprogram/archive/2015/01/12/new-microsoft-dynamics-crm-2015-multi-entity-search.aspx

Setting Up & Configuration:

http://blog.sonomapartners.com/2014/09/dynamics-crm-2015-first-look-multi-entity-search.html

Tablet & Outlook client:

http://www.cargas.com/microsoft-crm-2015-universal-search-advanced-find-improvements/

What I am going to tell you today is, how to change what you want to see in the search results? Yes, its true; you can change it as per your requirement. Following is a screenshot wise step by step process to achieve the same:

On the top navigation, locate to quick search and type text>>click enter (I am searching an account named ‘Movida’)

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Currently, what you can see is Account Name, Account No. & Primary Contact

If you wish you to change it to Account Name, Account No. & Address 1:City; Go to settings>>Customization

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Click on customize the system

Expand Entity & Go to Account>>View

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Locate-Quick Find Active Accounts under views

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Double click on Quick find view to modify it; the first three columns here are the fields which you see in the results of Global/Universal Search

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So, if i wish to add Address 1: City. I will need to click on ‘Add view columns’and add my desired field here and with the help arrow keys visibl, i will bring it to either of 1st three positions.

Now, click ‘Save & Close’ and Publish customizations; you will now see the results you wanted.

Hope you find it helpful !

Thanks for Reading !

Happy CRMing !!

Useful Downloads for MS CRM 2015- Get it here

Hello Readers,

This is a quick one, in order to help you with MS CRM 2015 related downloads, so need not to go at different places/websites; all you want is here:

MS CRM 2015 Server:

https://www.microsoft.com/en-us/download/details.aspx?id=45012

MS CRM 2015 Report Authoring Extension with support for SQL server data tools:

http://www.microsoft.com/en-us/download/details.aspx?id=45013

MS CRM 2015 Outlook Client

http://www.microsoft.com/en-us/download/details.aspx?id=45015

MS CRM 2015 Language Packs:

https://www.microsoft.com/en-us/download/details.aspx?id=45014

MS CRM 2015 Email Router:

http://www.microsoft.com/en-us/download/details.aspx?id=45017

Check the compatibility of MS CRM 2015 here:

https://support.microsoft.com/kb/3018360?wa=wsignin1.0

MS CRM 2015 SDK (both online & on-premise):

http://www.microsoft.com/en-us/download/details.aspx?id=44567

MS CRM 2015 Implementation Guide :

http://www.microsoft.com/en-us/download/details.aspx?id=45022

MS CRM 2015 Custom Code Validation Tool:

http://www.microsoft.com/en-us/download/details.aspx?id=45535

MS CRM 2015 List Component for MS SharePoint Server 2010 and MS SharePoint Server 2013 (for multiple browsers)
http://www.microsoft.com/en-us/download/details.aspx?id=45018

if in case, I have missed out on any downloads, please comment and i will revert back with the URL.

Thanks for reading !

Happy CRMing !

Power Platform Done Your Way
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