Enabling Web Resources on the New Polaris Updated Forms

Just a quick blog to remind people that if they want a web resource to fire on the new Updated forms in Polaris then you must remember to tick the following box on the web resource config form “Show this Web Resource in Read Optimized Form”. Miss leading I know!


Limitations of the new Updated Forms (process flow) – Top 10!

So Polaris is live, and the new process forms now known technically as the updated forms look good, but what are the limitations of their use, what does this mean for my CRM instance? I have listed below some of the limitations of these forms so that you are all aware on when to use and when not to use!

  1. Only one Updated form can exist for any of the COLAC entities (Contact, Opportunity, Lead, Account and Case entities), multiple forms still exist for the Classic forms [Steven Foster Update] You can create multiple forms in the new mode, and visibility of these can be controlled by security roles, but only one form can be the default and there is no easy way to switch between the different updated form types other than switching to classic, changing to the different form and then closing the record and re-opening the record.
  2. No Javascript event handlers on On load, On change or On save, if included the form will return to Classic
  3. Only Web Resources can be added to the forms, which can interact with the fields on the form but they load asynchronously  which means there will be a delay
  4. Left hand navigation – you can view related records but cannot add new ones, so if you want to create an opportunity against an account then you will need to either add the opportunity as a sub grid or switch to classic forms
  5. You can only add Phone calls and tasks to the record, so as above if you want to create an appointment then you will need to add a subgrid or switch to classic
  6. The command bar cannot be changed in anyway, unlike the ribbon
  7. If you switch to Classic forms then these will become the default, and to enable the Updated form you will first need to open the record again and switch the form to the updated form, close and then reopen
  8. Cannot change the bing maps integration if you wanted to show a different address or different address fields
  9. Only one process form can exist for Opportunity, Case and Lead, so if you have different sales processes then you will either need to simplify to one or switch to classic
  10. You cannot change any of the locked components, which is a shame as the Case presents some core fields from the Account or Contact associated to the Case, but you can not change this if for example you wanted to add the Customer Pin to the form for validation purposes

The list could go on but that is a good start, so before you use the new forms, think about the impact! To turn off the new Updated Forms see my blog post https://nakedcrm.wordpress.com/2013/01/17/how-do-i-enable-for-some-users-by-default-the-classic-ui-forms-rather-than-the-new-process-ui-forms/

Updated office 365 Dynamics CRM Experience

With the latest rollup applied to Dynamics CRM Online, a whole of new capability has been added to the office 365 management of CRM instances. These improvements are some of the highlights of the Update Rollup 12 release for Online customers. Here is a list of some of those improvements and what they mean to you:

  • Multiple Instances under one Office 365 account – Buy one CRM licence access multiple instances, controled by group security (previously you would of had to have multiple Office 365 accounts), now you can have UAT and Prod in one instance with one username and password.
  • Single sign on across multiple instances – One user can log into multiple instances with the same username and password.
  • Share storage – You can now share the storage across the multiple instances i.e. majority goes to Prod, a little goes to UAT and DEV, any purchased storage can be shared as well
  • Group Security – Easy control of who can access which instance of CRM

So lots of new features and this is coupled with the potential power of Office 365 enabling online exhange, SharePoint and team collaboration.

You have an existing CRM online instance, your organisation has been updated with the latest Polaris release, but where is the new flat UI?

Polaris updates were rolled out to the CRM online hubs during January. This included the normal bug fixes, activity feed updates and cross browser support, but where is the new flat UI or other features that were mentioned?

To enable the Polaris functionality, you have to actually accept the changes and apply them to your organisation. After the initial update you will find a new menu option in the settings administration area called Product Updates. Product Updates will enable the new releases of functionality to be applied automatically to your solution.

So to apply the Polaris release you will need to follow the following steps, please note CRM will be out of action for approximately 10 minutes during the updates and once updated you can not uninstall.

1.     Step one – Log in as a System Administrator and navigate to Settings Administration and select Product Updates

Polaris Image 1

2.     Click on the update button to start the process

 Polaris Image 2

3.     Click Yes to accept the changes and to install, note you will not be able to roll back once you have accepted so please test in a non-production environment first.

Polaris Image 3

4.     The install will commence and during this period your CRM will be unavailable.

 Polaris Image 4

5.     On completion you will now notice that the generic font has been updated, to complete the process you will have now apply your customisations to the new UI forms.

 Polaris Image 5
6.     To do these navigate back to Settings Administration and click the Product Update button. Two new options are available, migrate to new forms and enable new forms.

 Polaris Image 6
7.     So what this enables is the ability for your system admin or partner to help migrate over the customisations to the new forms and test them prior to enabling them for all users. So the first step is to migrate customisations, what this means is that you will need to open your solution and update the new Account, Contact, Lead, Opportunity and Case forms to include the fields that you would like to appear.  

8.     Once you have migrated the changes you can test the new form layouts by publishing your changes and manually switching to the new forms via open up a record and clicking on the form selector and selecting the new form i.e. Contact. You will then need to save and close and re open the Contact to see the new UI form and your changes. 

Polaris Image 7
9.     So once you are happy with the changes you can now apply the new forms to all users. This will mean the new forms will open by default for all users. They can still switch back to classic mode via the form options once the new form has opened. So to enable the new forms click back on to product updates and select Enable new forms and click Yes to continue.

Polaris Image 8
10.  You have now completed the process and all users will have access to the new flat UI forms by default.


Summary of newly released YouTube videos on Polaris new functionality by Microsoft

Here is a list of videos I would recommend viewing to get up-to-date on the changes that Polaris will bring to an Online organisation:

  1. https://www.youtube.com/watch?v=wstNhbXQkhA – Online Sign Up and Administration of CRM instances
  2. https://www.youtube.com/watch?v=AZEFkMhaxHo – Lesson 1 – Introduction – Opt In, Disable new forms
  3. https://www.youtube.com/watch?v=UdrJZzYdOos – Lesson 2 – Case management Process Flow
  4. https://www.youtube.com/watch?v=JDkYwZyc0FI – Lesson 3 – Sales user Experience Process Flow
  5. https://www.youtube.com/watch?v=oA4HOGCWptg – Lesson 4 – Form Infrastructure
  6. https://www.youtube.com/watch?v=5GFvEHe33tM – Lesson 5 – Process Form Customisation
  7. https://www.youtube.com/watch?v=H6ypUNkDujU – Lesson 7 – Additional changes (theme, icons, simplified sitemap)
  8. https://www.youtube.com/watch?v=YtkeU-IOHEY – Expanded browser support
  9. https://www.youtube.com/watch?v=T9rG5D9f79M – New SDK features
  10. https://www.youtube.com/watch?v=H5WHgSofEis – Activity feed enhancements

How do I enable for some users by default the classic UI forms rather than the new Process UI forms?

I have had a number of queries around the fact that for some organisations the new process UI forms may not work for all users who require a little more functionality that what is offered or that their current implementation is highly configured, hiding and showing sections and fields based on other variables.

So my problem statement is:

How do I enable for some users by default the classic UI forms rather than the new Process UI forms?

Actually it is very easy! It comes down to form security and which security roles can access which forms. So solve the problem you will need to either restrict the new Process UI form to security roles that will access it or create a new dummy security role that you assign to users where you want them by default to have the new form loaded and do not assign this security role to users that you want to default back to the classic form.

So what is involved? I will take the approach of creating a dummy security role to enable or disable the form.

1) Create a new Security Role to be used to manage who will access the form or not, you do not have to add any permissions to this role i.e. for Account – Account Process UI Form Access
2) Open up the customisations area and customise the system
3) Open up in this example the Account entity and select the Forms area (or any one of the other entities where the new process UI forms are presented)
4) Select the new process form (named for Account – Account) and choose Assign Secuirty Roles
5) Select the new security role and remove all others except system administrator. This will now mean that only users that have this specific security role will be able to access the form, and all other users will revert to the classic form assigned to their security roles.

6) Publish the change
7) Now assign the new security roles to the users that you want to access the New Process UI account form
8) When a user with this security role logs in and opens an account they will be presented with the New Process UI form and all other users without this role will see the historical classic form.

Problem solved.

First Glance Dynamics CRM Polaris Skype Call via Online Trail org

So again this is an organisation that at Intergen we created as a trial through the standard process of requesting a 30 day trial except it was published as Polaris which was strange as it was requested on the 10th Jan, 6 days prior to what we have been led to believe was the rollout to APAC!

Since this trial all other requested trials has been pre polaris releases, so do not know what happened but hey its great to get a glance at the production view of this functionality post the Microsoft TAP program that I was on.

So how does the skype call work?

Simply click on the phone number and Skype if running will dial the number. When you complete the call and return to the CRM contact window or during the call, a new phone call activity will have already been created to enable you to capture the discussion that you have had!

Simple and intuitive, the way forward!

Some screenshots:

Click on a phone number:

Update the Phone Call activity with details:

Phone call Activity created:

System Setting to default country code: