OneNote integration with CRM for Outlook

Do you know you can link Dynamics CRM records with OneNote?

Take the scenario, you capture unstructured notes in OneNote for your meetings and would like to link those unstructured notes to your CRM record.

Through using CRM for Outlook you can create OneNote pages straight from CRM records, that automatically link to the CRM record.

So how do I do this? Follow these simple steps:

  1. Open up Outlook and navigate to a CRM record, in my example Accounts
  2. Right click on the record that you want to create a OneNote for and select OneNote
  3. Onenote link Onenote Outlook Onenote
  4. Pick the location of the note and click OK
  5. Onenote link
  6. A new OneNote page will be created with some base CRM record details and a link to the CRM record that you selected.
  7. Onenote link
  8. If you click the link the CRM record will open
  9. If you now go back to CRM for Outlook and right click on the same record again and select OneNote, the OneNote page will automatically open allowing you to take further notes.

I think this is a great feature for linking CRM with OneNote. Note this approach does not create any link in CRM back to OneNote from the Form, but from a view in Outlook you can quickly get to the notes.

Advertisements

Online vs On Premise the top level differences

The table below outlines some of the head line differences between CRM Online and CRM On Premise, hopes its useful.

Capability CRM Online CRM On Premise
Exchange Synchronisation CRM for Outlook, Email Router, or Server Synchronisation (if using Exchange Online/O365). CRM for Outlook, Email Router, or Server Synchronisation (if using Exchange on premise)
SharePoint Integration Server Side with SharePoint Online (if using O365). Client-side integration
Social Listening Included based on number subscriptions purchased (10+) and availability in region. Additional cost
Workflows/dialogs 200 Unlimited
Custom Entities 300 Unlimited
SSRS Reporting Fetch XML or T-SQL from a locally replicated reporting server. Import DLLs, Fetch XML or T-SQL
Power BI Reporting Yes No
PowerView Reporting Yes Yes
Upgrade/Update Process Office 365 admin approves the upgrade before it is installed, update rollups applied automatically. Upgrades and update rollups installed by your administrator.
Direct Server Access No Yes
Phone App Yes Yes if environment externally facing via ADFS.
Tablet App Yes Yes if environment externally facing via ADFS.
Storage Limited to the amount of CRM Online storage available when your organisation is created, additional storage can be purchased when required. Storage Utilisation is calculated based on Data Size and Index Size and is shared across all instances. By default an organisation is given 5gb of storage, additional 2.5gb of storage is granted in increments for every additional 20 professional licenced users up to a maximum of 50gb. Limited to the amount of storage available on your server.
Update Release Cycle Two releases per year. Spring release functionality exclusive to CRM Online, so new functionality available online first. Fall release released to both CRM Online and On Premises, includes the functionality released in the Spring release.
Migrating Deployments CRM Online customers can migrate to CRM On Premise at any time. SQL database can be provided to client at scheduled time that can be imported to an On Premise deployment using the “restore” process in compatible versions of SQL Server. CRM On Premise customers can migrate to CRM Online and customization for entities can be imported; however, the MSCRM database cannot be moved to Online data centre, so a data migration exercise would be required.
Sandbox environments CRM Online provides non production environments as part of your subscription that can be used for Dev/Test/UAT. The number of organizations received depends on the number of users. A free sandbox environment is provided for organisations with 25 or more professional licenses. Non production environments can be installed, depending on local server availability.

Critical update planned for Dynamics CRM in April for any Chrome based users

If you use Chrome to access Dynamics CRM then please read:

Users of Dynamics CRM that use Chrome as a browser to access Dynamics CRM due to a Chrome update (version 37 or higher) support for some features in Dynamics CRM has been deprecated. The deprecated feature of Dynamics CRM is the support for Modal Dialogues i.e. if you open up the form customisation and try and save and publish in Chrome on the latest version you may notice it does not save or publish.  This is because Dynamics CRM is using a modal dialogue, likewise you may see this behaviour on editing dashboards or updating status reasons. The current fix for this is a registry update which can be found here http://support.microsoft.com/kb/3000002, or using an alternative browser.

Microsoft has just announced that in April they will be releasing updates that will fix the feature deprecation. In order for customers, who are using Chrome browser, to continue to function, they will need to upgrade to the upcoming CRM versions listed below:

CRM 2011 – A COD will be delivered on CRM 2011 UR18(On prem Only)

CRM 2013 – A COD will be delivered in CRM 2013 UR3(On prem Only)

CRM 2013 SP1 – Fix will be included in CRM 2013 SP1 UR3(Online & On Prem)

CRM 2015 – Fix will be included in CRM 2015 UR1(Online & On Prem)

*Note: COD = Critical On Demand Fix

Please be aware that these updates are coming and will need to be applied to your environments to ensure Chrome based users can fully function on the latest versions. If you need support from Intergen to help with these updates then pleas get in contact with your Customer Services Manager or Account Manager or get in contact with me.

Using ClickDimensions, how can I capture who forwards the email?

Problem: People can forward my email to anyone and as such the links are related to the person who forwarded it and not the person who received the email. So how can I capture the forward?

Unfortunately there is no easy way of doing this automatically, but what you can do and other customers do is add a button on your email, which states click here to forward this email. What this link can do is take a user to simple form that has a forward email box and a submit button. On entering the email and submitting the form we can then send an email to that new person with all the links correctly configured.

So what do I need to do to get this working, keeping it simple to start with

  1. First of all do you need to create an email template for the email that a customer may forward
  2. You then need to create a web content form, and add a single field “Email” to it
  3. On the actions tab, select send email and select the email template created in step 1
  4. Click on the embed button, and copy the link to the web form and paste it somewhere you can access later
  5. Save and publish the new form
  6. Navigate to the email template that you created in step 1 and edit
  7. You now what to add to your template a link or button (image) on to your email instructing the user to click here to forward the email. So the link you what to embed to the image is the link you copied in step 4. It is key that you do not use the insert web content feature and select the web content form as this will embed it with data on the person you sent the email to and thus prepopulating the email when the user clicks the button. So by using the link you copied no additional attributes will be copied to it, meaning it will be blank when a user lands on the form.
  8. Once updated the email template, you can save it
  9. You are now ready to send out your communication using the email template. Anyone who clicks the link to forward will have a new email generated out of CRM / ClickDimensions and you will be able to track the additional conversions and clicks.

With the model above it does mean that you need to clone the forward form for each email that you send out with the forward button on it as it is specific to a email template.

Another way that you could make it more generic is passing in a hidden variable to the form and using a workflow to evaluate this variable and send the correct email to the new person

To do this way, you will need a little bit of JavaScript knowledge as follows:

  1. Create a hidden field named Forward Email (you could use campaign code or anything that will identify the email to send)
  2. Follow the steps in this post to populate the hidden field from a URL string, note in the example it populates 4 fields you will only need to populate one – http://blog.clickdimensions.com/2014/06/pre-fill-forms-from-links-or-webpages.html
  3. Remove the form action to send the email and save and publish the form
  4. In the email template update the forward URL to include the additional text variable to be populated into the form
  5. Create a workflow that is triggered on the Form Field record
  6. The logic of the workflow should look something like this:
    1. Run on create
    2. Check to see if the Posted Form equals your Forward Form and that the posted field equals the new hidden field created in step 1, if it does continue otherwise stop the workflow
    3. Now you need to evaluate the hidden field, with an IF statement per Forward email, and the action if matches is to send a ClickDimensions email to the contact/lead with the email template selected
    4. You will need to add a new IF statement for each forward email option
  7. So once you have this created for each new forward email you need only update the workflow and not clone the form each time.

Hope this helps.