Check your De-dupes and Auditing after solution imports

I thought I would re-iterate a point raised by ClickDimensions and others around importing of solutions.

If you import a solution that modifies the metadata of an entity i.e. Account that has a de-duplication rule or auditing on, then post the solution the Rules and Auditing will be unpublished.

So check your solution and build a plan post imports to regression test your solution. 3rd party solutions that auto update and overwrite customisations may also revert your solution back to default settings, so just be aware of the impacts before you enable them.

Where do I control which states pause and resume an Enhanced SLA?

You know you can pause and resume in CRM 2015 SLAs but where do you specify which states control it?

2 ways of doing this as follows, its easy when you know how:

  1. Open System Settings from Settings->Administration and scrolling to the right for the tab named “Service”
  2. Or via the Service Management settings area and selecting “Service Configuration Settings” – Settings->Service Management – Service Terms Section

It is that easy. Remember the statuses apply to all SLAs.

CRM 2015 – Global Search – what you need to know

So how do I set up Global Search? How do I search my custom entities? How can I change the columns that are displayed?

In this blog post I will discuss the things you need to know about Global Search.

Key Features:

  1. You can only define 10 entities to be included in the search, these can be system and custom entities
  2. The returned values display the first 3 columns of the record quick find view
  3. You can specify whether to use enable a limit of 10000 records to be returned to improve performance
  4. You can search using 1 or more characters and you can use wildcard searches
  5. You can initiate a global search from the navigation bar
  6. You can create new records straight from the global search view
  7. Global search provides vertical scrolling
  8. Global search entities are system specific and are set up for the organisation
  9. Search displays the record images for easy identification of records

Setting up Global Search

  1. To select the entities to be included in the search, navigate to Settings->Administration->System Settings
  2. Scroll down on the general tab to the Set-up Quick Find section and click on Select.Global Search 1
  3. Use the controls on the form to select, deselect and move up and down the entities that you want to search upon.
  4. You can only select a maximum of 10 entities and the order in which they are listed is how they will appear
  5. Save and close and the Global Search settings are now updated

Updating Quick View forms

  1. If you want to change the columns that are displayed or change the columns that are searched then you need to update the quick view form
  2. Navigate to settings->Customisations->Customise the solution
  3. Select the entity to update
  4. Select Views
  5. Open the Quick Find view
  6. Update the columns and search fields.Global Search 2
  7. Save and publish the changes

Using Global Search

  1. To initiate a global search, enter a search term in the search box on the navigation pain, and click the looking glass. If you resolution is low or you have minimise the CRM window then only the looking glass will be displayed. Clicking the looking glass will open the search windowGlobal Search 3
  2. The Global Search pane is displayed with the results
  3. You can now filter the search to a specific entity, select the record to open, create a new record or change the searchGlobal Search 4

Excel Surveys powered by OneDrive – very cool

Did you know you could create surveys using Excel Online? If not you are like me until I recently clicked a link and was amazed!

They look like this:

Example survey

Do you like it, I did.

So how do you create one?

Its really simple, follow these steps:

  1. Log into your OneDrive account
  2. Select Create and Select Excel SurveyExcel survey 1
  3. Now follow the simple instructions to create the survey
  4. Adding fields is really easy Excel Survey 2
  5. See my example here https://onedrive.live.com/survey?resid=FA929C41F6566E6E!5277&authkey=!ADGnRwlwFB-gg5o
  6. Once you have completed the survey you view the results in excel! Create some nice charts and even import into your CRM!
  7. Survey Results

 

So let your imaginations fly, birthday party invites, work events, internal work events, anything really. Plus what is really cool is that you could load the data into your CRM via the simple import feature and create campaign responses against your event.

Enabling Quick Create forms for Sub-grids – reduce key clicks

Problem Statement

I have an entity that has an associated sub-grid, the user always has to create a new record in the sub-grid each time, how can I utilise the quick create form? In my example lets say I have a projects entity and a milestone entity. New milestones are created for each project and existing milestones should not be selected.

Overview of problem

Have you ever noticed that when you click the ‘+’ symbol on a sub-grid, the inline editor is enabled for a lookup, you can then search by typing a value in or by clicking the “magnifying glass”, now if you want to create a new record you have to first search and then click the new button that opens a new window. So to create my new milestone it would take at least 3 clicks.

Image

What I want to happen is that I select the ‘+’ and the quick create form is displayed immediately. So how do I enable this?

Solution

Steps to enforce the quick create form to be displayed:

  1. Enable Quick Create on the selected entity, in this case MilestoneSUBGRIDCREATE2
  2. Create a new Quick Create Form from the Forms, new menuSUBGRIDCREATE3
  3. Ensure to add the Projects Lookup in this case on to the form
  4. Now for the trick to ensure that on selecting of the ‘+’ the quick create form is displayed, make the Projects entity requiredSUBGRIDCREATE4
  5. Publish the change
  6. Now when I select the ‘+’ button the quick create form is displayed.SUBGRIDCREATE5
  7. Note 1: If had not had a quick create form then the selection of the ‘+’ would open a new window for my new milestone.
  8. Note 2: If I did not have a quick create form and I had not made the field required then the selection of the ‘new’ button in the lookup would of opened the quick create form – so 3 clicks to get to the same place

I hope this has saved you some clicks!

Charting on a related entity field

Problem: I want to create a chart that presents a view of my Opportunity pipeline value by the industry associated to the Account?

Solution Options:

2 options are available:

  1. Export to excel including my releated field from the account entity
  2. Utilise standard charts in CRM to create the report

I am going to focus on option 2 and how you can create a chart on the opportunity that pulls in data from a related entity being the account on the opportunity, its quite simple.

  1. Open up your opportunities
  2. Click on Advanced Find
  3. Click on Edit Columns
  4. Click on Add Column and change field list to Account and select the Industry field
  5. Position the field in the view and save
  6. Save the new view as a new view “Opportunity Industry View”
  7. Close Advanced find
  8. Refresh your Opportunity view and select the new personal view created in step 6
  9. Open the Chart panel and select new
  10. You will now be able to select the Account Industry field in the drop selection of fields for the X and Y (note the field will appear above the dotted line that shows the column names included in the view)
  11. So for my chart I set the vertical axis as Estimated Value and for the Horizontal axis I use the Account Industry field
  12. Save my chart and I am done

So basically you can chart on any related field if you add it to your view you base your chart off. Once you have done that and created the chart the chart will work on any of your views regardless if the related field exists on the view or not.

Happy Charting!

 

How can I import Marketing List Members into Dynamics CRM?

Problem: I utilise an external Data Warehouse to identify marketing list members for a mail out, how can I load these into CRM to utilise the campaign functionality?

Initially when posed with this question, I thought development as you can not use the standard import tool to do this, but when stood back and looked at Marketing Lists, I realised there was a simple solution. The solution hinges around the fact that Manage Members utilises advanced find to perform a search to identify members, so we just need to be able to have something to search on, without needing to update the existing record.

In fact their are 2 options, as follows:

  1. Create a new entity named “External List”
  2. Create a relationship (lookup) to Contact, Account and Lead if you are creating marketing lists for all 3 types.
  3. Create a second relationship to Marketing list entity as a n:1
  4. Save and publish
  5. Now from the external source export your list, that must contain a unique attribute for each record that matches what is stored in CRM
  6. Create a marketing list in CRM or copy the name of an existing one for which you want to import members into
  7. Add to the export you did in step 5 a new “Name” and “Marketing List Name”column
  8. In the name column enter a unique name for the external list records that the import will create. In the marketing list column enter the name of the marketing list created in step 6.
  9. Import this file into CRM into the new entity “External List”, mapping the new relationships created in step 1 and 2 to the appropriate column in the csv file. I.e. Map the unique attribute for the CRM record to the Account, Contact or Lead for which it refers to.
  10. Now open the marketing list created in step 6 and use Manage members to perform a search on all Contacts, Accounts or leads (depending on what you are referencing) where an External List record is associated to them that is related to the Marketing list you created in step 6.
  11. Add the found members to the List.
  12. You have now imported members to a marketing list, you can now always view which members were added via the external list process and which additional members were added via standard CRM processes
  13. As a time saver, save the data import as a new template for future use

The second option is similar to above but you instead of creating a new entity you use Connections and import a new connection linked to the marketing list and use this to perform an advanced find on. The only downside of this approach is that can muddy the water if you use connections for other purposes.

I hope this solves a common dilemma.