Monday, November 2, 2015 - Enabling Email to Salesforce

With any CRM system, the most important thing is to be able to link and track activities with prospects, leads, or customers.  Today's day and age most of that activity is done via email so we need to be able to link those communications.  While the Salesforce for Outlook and other add-ons do this very well, there is another simple solution that many users utilize on a daily basis.

This "Email to Salesforce" allows users to BCC a particular email which Salesforce then takes and links to the record based on email address.  This has to be enabled, and then users can create a contact record in Outlook, Gmail, etc. to commonly email to this address (the BCC is just too long to copy and paste each time).

First you need to enable the feature by going to Setup>Administer>Email Administration>Email to Salesforce.  Once there, edit that and make sure it is active.

Next, each user has to edit and manage their own settings.  Go to <NAME>->Email->My Email to Saleforce.  Here you will see the actual email address that we want to use to email to in order to save copies of the email communications (again, these link by the recipient email).  There are other options on this page that are worth considering as well such as acceptable senders.

One important item is towards the bottom under the associations.  I always recommend that you have "If not matching records are found, create a task....." checked.

If you do that, will leave those emails that it can't link in your "My Unresolved Items" on your home page.

Finally, create a contact called "BCC SalesForce" or something like that with the email address from this page.  That will allow you to quickly connect to that contact either on the CC or the BCC fields as needed. - Enabling Inline Editing

I was at a client recently, a long time user of and they were not using inline editing.  This to me is priceless as it eliminates the need to put records in edit mode to make changes to an account, lead, contact, etc.  For years this client had been using "edit" mode which as we know can be time consuming....

Here's how to make sure it's enabled for your users.

  1. Click Setup
  2. Do a search for "user interface" or scroll to "Customize->User Interface" (at the bottom)
  3. We could spend hours on each of these items, but for here let's just click "Enable Inline Editing".

  4. Click Save.

Now, when your users are on a record, simply double click in a field to allow changes.  Those that can be changed will show a "pencil" icon to the right of the field, signifying that you can change that field without going into edit mode.

Incidentally, this works on views as well (most fields) where you can do mass updates of your records from views by double clicking the field (same pencil icon). - Enabling the Lightning Experience's latest initiative is known as the "Lightning Experience".  While it's fairly new and has amazing process flow capabilities, I find that right now it's best for those that are fans of SalesForce1 or use on a mobile device.

Here's how to enable the lightning experience for your users if you haven't already:

  1. Click Setup
  2. For the first few months of this change, the Lightning Experience link is on the upper right.  However, I'm assuming this will drop lower into "User Interface" or something like that later.

  3. Click the link
  4. This page shows some videos as well as some text about the experience and its intentions.
  5. At the bottom you have the options of which pieces you will enable for your users.  The last item is the most important.
  6. After this is enabled, each user will have to change the setting themselves to deploy it.  This is done under their name (at the top), clicking <NAME>->Switch To Lightning Experience


Thursday, October 29, 2015

QB Tips: Small Business

Are you running a small business?  QuickBooks-Small Business may be for you.

QuickBooks has discontinued the Simple Start version, but Small Business is similar.  Here is what you can get with the Small Business version:

  • Track you income and expenses
  • Download transactions from you bank and/or credit card accounts and then add them into QB
  • Security and encryption as banks
  • Unlimited estimates & invoices
  • Import data from Excel
  • Pay W-2 employees and file payroll (with a paid subscription)

Desktop version:  You can generate an Accountant's copy, of your data, with a closing date.  Email the copy to your accountant and he/she can make adjustments, prior to the closing date, while you still work on your copy of QB.  Your accountant will then send you the adjustments and you can import them into your current QB data file.

Online version:  You can invite up to 2 accountants to access your data.  The accountant and you can work within the file, simultaneously.
                            You can access your account via your smartphone or tablet.

Tuesday, October 27, 2015

MSCRM 2015: "Updating" Composite Fields

If you’re working with many of the out of the box forms in MSCRM, you may have noticed the composite fields that nicely condense addresses and names into a more aesthetically pleasing format.

Unfortunately, there is no way to customize the fields that are displayed on the “fly out” view but there are a couple ways to get around this using JavaScript and Business Rules. 

In my example, I want users to select a country from a specific option set rather than allow them to manually type it in. I created a new country field and set up all of my options. Then I added this field to my form. The user will select the country separately from filling in the rest of the address details.

Next, we want to make sure the original country field is updated to use the selection from the option set so that the composite field shows the correct information. To do this add the following JavaScript to the on change event of the new country field.
function updateCountry() {
  var source = Xrm.Page.getAttribute("new_country").getText();

Finally, to make sure that users can no longer manually type in a country, we need to hide the original country field using a business rule. In my case, I wanted to hide this field no matter what so that they could never update it on their own. This will make sure that it no longer appears on the fly out view of the composite address field.

Keep in mind that you may need to add the same changes and functionality to a quick create form if you use one.