Tuesday, November 25, 2014

MSCRM 2013: Change Password Expiration Policy

Too many passwords, so little time....
By default, Microsoft Dynamics is set to prompt you to change your password every 90 days.  If you have System Administrator or Password Administrator privileges, you can change this to a maximum of 730 days.  Here's how:

1. Login to the Office 365 Portal at https://portal.microsoftonline.com
2. Navigate to Passwords and set the interval to the desired number of days:


n'joy!

MSCRM 2013: CRM for Outlook Behaviors

The Microsoft Dynamics CRM Customer Center has a great article detailing what happens when records that have been tracked with CRM for Outlook are deleted.  Here's an excerpt which details what happens when you delete tracked Contacts and Emails:
  • Deleting a tracked email message in Outlook does not delete the email message from Microsoft Dynamics CRM.
  • Deleting an email message in Microsoft Dynamics CRM does not delete the tracked message from Outlook.
  • If you stop tracking an email message in Outlook, CRM for Outlook asks whether you want to delete the email message in Microsoft Dynamics CRM.
  • Deleting a tracked contact in Outlook does not delete the contact record from Microsoft Dynamics CRM.
  • If you are not the owner of the contact record, deleting a contact from Microsoft Dynamics CRM deletes the tracked contact from Outlook.
  • If you are the owner of the contact record, deleting a contact from Microsoft Dynamics CRM does not delete the contact from Outlook.
  • If you are the owner of the contact record, and you stop tracking the contact, CRM for Outlook asks whether you want to delete the contact record from Microsoft Dynamics CRM.
  • If you are not the owner of the contact record and you stop tracking the contact, Microsoft Dynamics CRM deletes the contact record.
Click on the Link below for additional information- including information on Appointments and Tasks:

n'joy!

MSCRM 2013: Assigning Records



When changing the Owner field, it is very easy to accidentally end up in the User record of the Owner- frustrating!!  Why? The first step in changing this field is to click on the search icon (magnifying glass) to view a list Users to select from.  The issue- It is very easy to accidentally click on the User's name instead of the search icon.  Now you're in the User's record and need to navigate back.  Ugh!




Quick Tip: Use the ASSIGN command instead.



N'joy!





Wednesday, November 5, 2014

Salesforce - Creating Dashboards

Creating dashboards is simply a drag and drop job. One thing you do have to make sure of is that you have created the correct report type. Tabular reports are not going to work with the majority of components unless they have a row limit, then they can work with chart or table components. The majority of the time you are creating reports to work in dashboards you are probably going to be working with summary reports as you are summarizing a certain value and then displaying these values in a bar chart, pie chart, pipeline chart etc.

To start,  navigate to the reports tab and hit “New Dashboard” directly next to “New Report”. If you don’t have this button here you probably don’t have the correct permissions, you'll need to contact your System Administrator to have get access.




You will then see the layout design manager for your dashboard. On the left hand side you will be able to see the different components you can add to your dashboard. The top two starting from the left are bar charts, a line graph, pie chart, doughnut chart, pipeline funnel, scatter chart, gauge chart, metric and table.


Once you have chosen your selected component you can simply drag and drop it to your chosen column. This is the first step. The second step is to populate that chart with some data. On the tab next to components you will see data sources. This is a list of all your reports in Salesforce. Just a tip; if you are building a big dashboard it is best to create a new folder so everything is contained in one place. Once you have found your selected report you can simply drag and drop it onto the component and you’re done. 



The last step is to simply customize your dashboard.  If you click on the wrench (circled in the image below) within the component you will be direct to a page with two tabs. 


You can change the Component data and formatting here as well as a change of graph type.






Salesforce - Creating Reports

You should be familiar with the Reports tab, if not its along the top as a tab. Once there you can click on New Report and you will see the following screen. Here you can select which Objects you would like to report on, you can see a few examples below. You can only report on Objects that are related to one another, if you cannot find the particular report you would like to work on then its you should ask your administrator.


Once you have selected your report and hit next you will see the report screen. Once you understand what the different sections of this screen do, its easy to create a report in less than 5 minutes and give you exactly what you are looking for. 


1. The first section is straightforward. This is a list of the available fields that you can report on from your selected objects. You can drag and drop these fields into different areas on the report page to add in filters and columns.. The icons next to the fields indicate what kind of field it is. The “a” represents text, the “#” a number and the calendar symbol is a date/time field.  If you cannot find a particular field then you might not have permissions to view it or you might need to ask your administrator. 

2. The second section is the filter section. This is where you can filter your report to only show the records that you need. We’ll use Opportunities as an example as this has the most variables. In the image below you can see the different filters available, from the drop down this is where you can filter whose records you see; everyone’s, your teams or just your own. You can also filter by Probability Percentage, for example below or above 80%.  Also Opportunity Stage (Open, Closed, Closed Won) you can also drag and drop Opportunity Stage into the section below if you want to report on more stages. Lastly you can report on the date ranges. You have two choices here, a fixed value which you can input manually or create a report, which is a bit more dynamic, if you click on the drop down which in the picture has Current FQ you can choose between values like Today, Yesterday, Last Week, Month, Year.


3.  This is the preview section. This area will give you a preview of your report if it is over 50 records, if it’s fewer than 50 records it will pretty much show you your whole report. You can interact with the preview area by dragging and dropping fields in from section 1 in the place where you would like them to appear. You can also interact by the fields by hovering over them and clicking the drop down menu, here you can sort the fields, group the fields and also summarize.

There are four types of reports you can create in Salesforce; Tabular, Summary, Matrix and Joined Reports.  

Tabular – The images in this post have all been from a tabular report. This is the simplest of reports and is suited to just showing lines of data and nothing else. 

Summary – Summary reports are probably the most commonly used and are great for showing groups of data. For example, if you want to see your recent account opportunities they will be grouped by account and you can see each opportunity under the account. From then you can do calculations, you can see the total amount of sales under an account, you can see the maximum, minimum and also average amount. 

Matrix – Matrix reports are very similar to Summary but they allow you to group by rows as well as columns to see different totals. Matrix reports aren’t commonly used unless you have to display lots of complex data. 

Joined Reports – Joined reports allow you to create two separate reports so that you can compare data. 

Salesforce - Creating Custom List Views

List views are ways of displaying small bite size chunks of data that are instantly accessible for different Objects (Leads, Accounts, Opportunities, Custom Objects etc).  The first thing to check is that you actually have the permissions to create custom list views. Salesforce Administrators have the ability to turn this ability on and off for certain users depending on their profile. There is no reason I can see to not let you create your own views so if the “Create New View” link you see below you is not there, talk to your Salesforce Administrator before continuing.



The first step is to name your list view. You want to give it a name so you can recognize it but it also needs to be pretty descriptive. It could be as simple as Tracy’s open opps to Tracy’s opps closing next month over $1M.


The next step is to choose you filter criteria. The objective of a filter is to include a field name an operator and a value. The field name is the field name in your object that you wish to filter by, the operator is the type of filter you wish to perform and then the value that the field should be tested against. There is also a filter by owner option at the top which makes your life easier, as the majority of the filters you will be creating will be your own records.

The field is very simple but the operator can be a bit confusing if you have not dealt with them before. Essentially you are defining how you want Salesforce to test the value against the Field. For example, if you want to exclude a specific Industry then you can say Industry NOT EQUAL TO Public Utility. 


After you have selected a field and how you would like to be tested you will need to enter a value. If the field is a text field you will have to enter your values manually. If you are selecting a field with a finite amount of values, for example a Picklist, then you will be presented with a lookup icon (Magnifying glass), here you can select one or more value.

The final part is to add in the fields you want to see. These are the fields that will appear in the columns of your list view. You want to have enough fields that the list view gives you all the information you need but not so many columns that its overwhelming. These columns can be adjusted to the order they appear in by using the buttons on the far right.


The final part before you have completed your list view to choose who you want the list visible to. “Visible to just me” is the option most of you will only see.


Wednesday, October 29, 2014

Crystal Reports : Programming Comments

I never do this, but I probably should. It's often that I'll be asked to modify a report I haven't looked at in years. So there is always some "ramp up" time spent just figuring out what the heck I was doing. This can help cut down on that;

Did you know that you can save programming Comments within your Formula Code? You simply prefix each commented line with "//", like this;

//Formula to choose correct descriptions - 04/23/2012 Justin Hill
IF {CONTACT1.KEY3} = "WID" THEN "WIDGET" ELSE
IF {CONTACT1.KEY3} = "SPR" THEN "SPROCKET" ELSE
//If we can't find the code, simply return UNKNOWN
ELSE "UKNOWN"

This is a great way to comment very complex formulas, and really shines when you need to come back to them after time has passed and you might have forgotten what you did!

Crystal Reports : Percentages as Cosmetics

I don't know why I've always loved this trick. It's a silly hack on using a custom currency symbol to force a percentage sign as part of the field object. I abhor "combining" textboxes and field objects within the Crystal Designer, so I like this approach.


1. Right-click on the field in question, select Format Field.
2. Click the "Display Currency Symbol" checkbox.
3. Click the "Customize" button.
4. Click the "Currency Symbol" tab.
5. Change your currency symbol from "$" to "%".
6. Then change the "Position" to "-123%".

This forces the percentage symbol to appear at the end of the numerical value.

This will give you percentages thus: "87.22%".

Crystal Reports : Hiding Report Sections

Okay, so a report is made up of Sections, right? The Report Header/Footer, the Page Header/Footer, Details, etc. And we are able to Hide or Reveal any section we want within the designer by right-clicking and choosing the appropriate item.


1. Right-click on the Section name on the left hand section of the designer.

2. Select Hide or Suppress, depending on your need.

Hide will still allow you to "Drill Down" and see the section in question.

Suppress will not allow you to reveal the section at all until you right-click on it and select Show.


3. OK your way out.


A great use for this is when you're dealing with a Report made entirely of aggregates, that is, mostly Footers and Summaries. You can add columns to the Detail section to inspect and troubleshoot problems and simply Hide it again when finished.





Pro Tip: As always, you can drive these values with a Crystal Formula! For instance, you could even provide a parameter for the end user to be able to control Section visibility. 

Crystal Reports : Converting to the Numeric Data Type

Almost all conversions in Crystal are easy. Until you get to playing with dates. But I digress.

To convert a String to a Number, simply use the TONUMBER() function.

Example:
ToNumber({Table.Column})
This will allow you to perform math upon the text field in question.

Keep in mind that Crystal will do the "best that it can" when converting. If something isn't obviously a pure number, the conversion may not work and simply return a blank or NULL. 

Crystal Reports : Converting Numeric data to Text

This couldn't be easier in Crystal. Honestly. It's nuts. Anyone who has struggled with any kind of explicit conversion in TSQL or programming languages will appreciate this.

Within a formula, convert to text by using the TOTEXT() function. 


Example:
ToText({Table.Column})
This will allow you to use String functions (i.e. Mid, Left, etc) on any Numeric field.

This changes not only the formatting of the output but the underlying Crystal object data type.Try it and have fun!

GoldMine : Filtering History

A GoldMine customer asks: There are so many items in the History tab that I can't find what I am looking for.

To correct this:
* Within the History tab, Right-click > Options > Filter.
* This brings up the Activity Filter window.
* Check the Activate Filter box and choose your criteria.
* Select User, Activity Type, Date Range, Activity Codes, Result Codes or Reference Text.
* Click OK.

The History tab will now show only the items that fit your criteria. To release the filter when you are finished, Right-click > Options > Release Filter.

GoldMine : Tagged Records

Did you know that you can "tag" Contact Records within your Search Center, making them a "pseudo-group"?

When viewing results in your Search Center, you can check the box on the left of each row to Tag the record in question. Once one or more records are Tagged, this becomes an "Active Filter", which means it can work with all the Filter-aware function of GoldMine. These include Building a Group, Merging an Template, Global Replace, etc.

Keep in mind that once you Tag records, they will remain Tagged (and therefore the Active Filter) until you Un-Tag them (right click within the Search Center, select Release All) or restart GoldMine.

Couple this functionality with the ability to conduct multi-level Searches (click the plus sign button in the top right of the Search Center, and you've got a very powerful tool.

GoldMine : Who Changed What? And When?

So we've all had this conversation (or variants of it);

"SOMEONE changed the customer type on this record! Yesterday they were a Customer, and today they are labeled as a Vendor!"


Basically, the problem is data control. How do we prevent these mistakes from happening? How do we track down the source of the error when it does happen? There two few fronts upon which to open our battle;

1. Prevent the mistake from happening by locking down (setting to Read-Only) critical fields. This is done on a per-field basis within each fields' Properties. Of course, this introduces considerations; the tighter something is locked down, the less useful it is (in general). Now, if someone needs to update the Customer Type field, they need to track down a GoldMine administrator (or someone allowed to make the change for them).

2.  Log changes in History. This also is done on a per-field basis, also in Properties. The idea is that once you set "Log Changes in History", every time that field changes, you'll... get a History. Be careful though, this can "junk up" and bloat the History tab and make it less than informative.

Also, don't forget about the Summary Tab! It always shows the last update date and user.


GoldMine : Understanding Codes in Picklists

Ah, codes! Where would the marketing world be without you? I'm talking about those three-character codes that every GoldMine system seems to accrue over the years. Consider the "Result Code" field on the Complete a Phone Call window. It's used to specify a call result, but only allows three characters. So, a typical Result Code picklist might look like this;

COM
FUP
LVM
NI

And COM might stand for "Complete", FUP for "Followup Needed", LVM for "Left Voicemail", etc. But what about users new to the system? It may not be immediately apparent what NI (Not Interested) means, or FUP.

The answer is to comment your picklist items. If you use a double-slash ("//") within a picklist entry, everything after the slashes is ignored. So, the same list with comments would look like;

COM //Call Completed
FUP //Followup Needed
LVM //Left Voicemail
NI //Not Interested

Choosing any of those items automatically ignores everything after "//".

Confession: The more astute readers amongst you will undoubtedly realize that BECAUSE the Resultcode field is only three characters long, there is no harm in using picklist items of any length. Only the first three characters will ever be captured in this example. But comments are good to get into the habit of using. 

GoldMine : Changing Your Interface

...and by Interface, I am talking about the top Tabstrip above your Contact Record. You know, where all the separate windows open up when you invoke them (E-Mail Center, Calendar, etc).

But did you know you can "go back" to the older style windowed interface? It's true. All you need do is click on the small tab at the left of the strip, the one with the four boxes on it. This will release all your tabs into windows.

To switch back, simply maximize and of the new windows; your Tabs should be back where they started.

But why do I care about this? Sure, it's a neat trick, but does it DO anything? Actually, it allows you to;

- Select Window | New Contact Window from the top level menu to get two Contact records on the screen at once.

- Certain functions in GoldMine, like "Merge Visible Records" require you to use the windowed interface.

- If you use multiple monitors, it allows you to arrange different GoldMine windows wherever you want them, and they're always visible.

Give it a shot!

Monday, October 27, 2014

ZOHO CRM - View and Edit records in a spreadsheet format

Did you know that right inside of Zoho CRM, without having to export and reimport, you can view and edit module records in a spreadsheet format?

To open the "Sheet" view - click the module in the top navigation bar and then click the sheet icon on the right:


Note this will open only those records that are present in the view selected.

You can then Edit the data present and even add records.  No need to add an ID in the ID column when adding a record, one will automatically be assigned.  To save click the save icon in the far left corner of the sheet.



BE CAREFUL NOT TO MODIFY THE ID COLUMN - YOU MAY BREAK RELATIONSHIPS WITH OTHER RECORDS!

ZOHO CRM - Replacing Picklist values in records

Sometimes we find we want to edit a pick list value, but are deterred thinking how painful it would be to go back and change the value in all of our existing records, or have records out of sync.  Well here's the easy way to do it...

I have the pick list field "Account Type" in my Account Module and I want to change Hosp.  to Hospital...
  • Set-up->Customization->Fields
  • Choose Accounts in the modules drop down
  • Click the Replace link to the left of the Account Type field
  • Choose the old value you want to replace from the drop down
  • Type in the new value in the text box provided
  • Click Replace
  • Now you've quickly and easily updated the pick list value and the value in all the records that had Account Type = Hosp.

ZOHO CRM - MAP FIELDS FOR LEAD CONVERSION

Did you know there's a screen in Zoho CRM where you can quickly and easily configure how fields map from a Lead into the Account, Contact and Potential records when the Lead is Converted?

Set-up -> Customization -> Fields

Choose Leads as the Module, then click Map Fields:

Standard fields come already mapped, but this is a great way to create or modify the mapping of custom fields. The only limit is that you must map fields to fields of the same type.  Picklist - Picklist, text-text, etc...

Sunday, October 26, 2014

MSCRM 2013: Getting Creative with the Account Image Field

In a previous blog, I explained how to add an image to an Account record.

If you are not currently using this field on the Account form, you'll see the generic image shown below:



Why not utilize this field to provide information with a quick visual?  Example- one of my clients marks their customers who have unpaid invoices with a red square:


When an employee takes a call from a company, they pull up the crm Account record and immediately know the customer has been red-lighted for non payment.

You can get creative with this image field- I'd love to hear about the creative way your organization is using it!

n'joy!


MSCRM 2013: Subgrid Issue- Disappearing Page Navigation

When a subgrid on a form has multiple pages associated with it, page navigation appears in the lower right corner of the subgrid, allowing you view all the related records:


When you get to the last page, the page navigation disappears- leaving you stuck:


Microsoft is aware of this issue.  I have spoken directly with tech support and was told it will be addressed in a future update.  What to do in the meantime?  

Refreshing the screen (hit your browsers refresh button or press ctl-r) resets the subgrid to Page 1.

n'joy!


MSCRM 2013: Quick Tip- Opening a Record From a View

We have all experienced looking at a list of records displayed in a view and clicked on a field that took us somewhere we didn't want to go, or did nothing at all!  Let's look at some examples.

Example 1: Below is a screenshot of the records displayed in the View "Open Opportunities".




Since I'm used to Topic being the first column, I inevitably click on Potential Customer by accident and end up looking at the Account record.

Example 2:  In some cases, the link to the record may not even be on the view.  The "Opportunity Products" (aka Line Items) subgrid on the Opportunity Form is a perfect example:


Quick Tip: Double-clicking in the blank spaces (highlighted below) will open the record!

Example 1:
Example 2:



n'joy!

Monday, September 29, 2014

Crystal Reports : Where Did My Group Tree Go?

Very recently a client asked: "where did my Group Tree go?"

They were referring to the left-hand windowpane where the Groups are displayed in a hierarchical view.

You may enable or disable the Group Tree by selecting View | Group Tree from the top level menu.

Crystal Reports : Introduction to MID()

Ah, MID(). Is there anything you can't do?

Let us suppose that we are reporting on history, and our field {HISTORY.REF} has some annoying characters padded into the beginning of the string, like this:

"oc: Justin Hill - Appointment"
"oc: Gene Marks - Phone Call"
"oc: Corey Babka - Next Action"

For cosmetic purposes, we will create a formula to strip out the "oc:" with the following code:

Mid({HISTORY.REF}, 5)

This will return the entire string, starting at character position five.Using the function as outlined above will return;

"Justin Hill - Appointment"
"Gene Marks - Phone Call"
"Corey Babka - Next Action"

This is also great for cutting out parts of model numbers, serial numbers, etc.

Crystal Reports : Zero Divide Blues

When division occurs within calculated fields, there is always the risk of getting the dreaded "zero divide error". This happens, obviously, when a calculation tries to divide the number zero.

And since we all know that underlying data cannot be trusted 100%, it is necessary to test for these zero divide errors within our Formula Field.

Example: The formula field called {frmSalesPerDay} is a simple division of {NumSales} by {NumDays}.

So our {frmSalesPerDay} code should look like this:

if {NumSales} = 0 then 0 else {NumSales} / {NumDays}

So, if {NumSales} equals zero, then we simply return a zero and exit the formula. Otherwise, we let it perform the division.

This is important any zero divide error will halt the report completely!

Crystal Reports : Selection Logic Unleashed

Here is a nice technique to use when your selection criteria starts to get out of control; offload the "heavy lifting" to a formula, then just reference that formula within the Selection Expert.

For instance, let us imagine our Selection Criteria needs to test for multiple things; {CONTACT.STATE} should be either NY, PA or NJ, AND {CONTACT.SOURCE} should be "XMAS 2011" AND {CONTACT.LASTESTIMATE} is at least $100 but no more then $500.

Now, the Selection Criteria for that would look something like this;
{CONTACT.STATE} IN ['PA', 'NY'] AND {CONTACT.SOURCE} LIKE "*XMAS 2011*"
AND
({CONTACT.LASTESTIMATE} >= 100 AND {CONTACT.LASTESTIMATE} <= 500)

Note the use of enclosing parenthesis around the last two conditions; we want the LASTESTIMATE to be BOTH greater than 100 and less than 500.

But you are a Crystal Reporter, and know deep in your heart that someday, someone will need you to change this report. Here is how I would handle the same situation; I would create a separate formula for each condition, thusly;

{@frmState}
IF {CONTACT.STATE} IN ['PA', 'NY'] THEN TRUE ELSE FALSE

{@frmSource}
IF {CONTACT.SOURCE} LIKE "*XMAS 2011*" THEN TRUE ELSE FALSE

{@frmEstimate}
IF {CONTACT.LASTESTIMATE} >= 100 AND {CONTACT.LASTESTIMATE} <= 500 THEN TRUE ELSE FALSE

Now, once those formulas are created (and can be viewed right within the report itself, making troubleshooting very easy), you can use them in the Selection Criteria like this;

{@frmState} = TRUE AND {@frmSource} = TRUE AND {@frmEstimate} = TRUE

This leaves lots of room for compounding, making changes, and plugging in the eventual Parameters. Try it!

Crystal Reports : Setting Grouping at Run Time

This is neat: Let us suppose we want a report to be Grouped on either Users.UserID or Users.UserTerritory, depending on a Parameter field.

So, provide a simple parameter, {?Group} and let the user set it to "UserID" or "Territory".

Now, within your report, create a formula field called {@Group1} and paste in the following code:

IF {?Group} = "UserID" THEN {USERS.USERID} ELSE
IF {?Group} = "Territory" THEN {USERS.USERTERRITORY}

Now, create your Group in crystal, and use {@Group1} as your Group Field.

This way, the user can select how the report should group itself, affecting all summaries, etc.

Try it!

GoldMine : Streamlining Scheduling

In the Date field when scheduling an activity, instead of typing in a date or using the lookup to bring up a calendar, type in 1D. Then, when you tab or click to the next field the date will be set for 1 day from today.

Do you want to schedule the activity 2 days from now? Just type in 2D; and for 3 days 3D.
D works for Days, W for Weeks, and M for Months. So to schedule something 2 months from now, just type in 2M!

Sometimes you have an activity that you want to complete on a particular day, but it doesn’t matter what time you do it. In the Time field, you can prioritize activities instead of scheduling specific times. Instead of entering a time, simply enter A, B, etc. and GoldMine will prioritize them in alphabetical order according to your notations.

Please note: Prioritizing activities means they will show up in the Task portion of your Calendar, but will not be assigned a block of time, so we recommend you use this shortcut for flexible activities only. All activities will also appear in your Activity list.

GoldMine : Changing Data and Label Colors

Did you know that you can change both the Data and Label color of any field on the Contact Record? This can help make "required" or important fields stand out for the end user. To do this;

(You must have Master rights)

1. Right-click on the field you want to modify.

2. Select Properties, go to the Color tab.

3. Use the "Colors" button to modify the Label and/or Data color.

(Expert users will notice that they can drive these values with xBase expressions - very cool)

4. OK you way out.

One of the more popular uses of this I've seen is to turn certain labels red to make them stand out as "required"*.

* - I put required in quotes because you can also set the field properties to be truly Required, but that is not impacted by anything listed above.

GoldMine : Who's Logged In?

Did you know that you can inspect who is logged into GoldMine at any time? There are two ways to accomplish this;

1. Select Go To | Calendar from the top level menu. Then click on the "Peg Board" tab. From here, you can see everyone who is in GoldMine and the amount of inactive time they've accrued since their last keystroke.

If you don't see all the Users in the list, right-click, select "Users", and add the desired names to the list.

2. Select Tools | Users Settings. From here, you can also see who is logged in or out. This feature is only available to "Master" users.

This is a great way to see exactly how many of your precious GoldMine licenses are being consumed at any given moment.

GoldMine : Using the Clipboard

This is such a useful feature, it's a tragedy that it's so hidden. You are able to copy values from the Current Contact Record into the windows clipboard, then paste them into something else as separate lines.

1. Select Edit | Copy Contact Details from the top level menu.

2. When prompted, select which values you want to copy from the record. A good place to start is selecting "Name, Address".

3. Hit OK. The corresponding values from the Contact Record are now in the clipboard.

4. Simply Paste the contents into a Word document (or other windows application) as you would Paste anything else.

This is a great way to send someone contact details without having to copy out each individual field on the record.

GoldMine : Multiple E-mail Addresses and Websites

Did you know the E-Mail and Website fields on the Contact Record can actually store multiple values? They appear to be "normal" fields, but when you click into them, a window is brought up that lets you choose the following options;

- Hit "New" and/or "Delete" to add/delete a new value.

- When adding an value, you can mark it as "Primary" (which is the one that shows on the record).

-  E-Mails can be marked as using Rich Text by clicking the associated checkbox.

Pro Tip : You can see all the available E-Mail addresses and Websites under the Details Tab as separate rows.

Thursday, September 25, 2014

MSCRM 2013: Bulk Edit More Than 250 Records

Scenario:
I recently added a new field to the Account entity in CRM.   The field, "Client Since", is the year the Account became a client.  Since I just started my business this year, this field can be set to "2014" for all of my existing 3,000 Accounts. Fortunately, I can use the Bulk Edit feature accomplish this.<yay!>

Problem: You can only Bulk Edit the records on the current page of a View, which is a maximum of 250 records.  To update 3000 records, I'll have to do 12 bulk edits.  <Sigh.>

Solution:  Use the Outlook Client!  CRM for Outlook does not have a limit on the number of records per page.  Here's how to update your records in the outlook Client:

Step 1- Select the View with the records you wish to update

Step 2- Pin the View: Right Click the View and select "Pin this Tab"

Step 3- Hit CTL-A to select all the records in the View

Step 4- Click Edit from the Command Ribbon

Step 5- Enter the value for the field you wish to update, click OK

Phew!
n'joy!

MSCRM 2013: Keeping Your Online CRM Up to date

I recently asked a client if they had updated their CRM with the Spring '14 updates.  They responded that they had the "cloud-based version of Microsoft Dynamics CRM and Microsoft takes care of all the updates".  Mostly True.

Some updates require a System Administrator to install the update.  Microsoft sends out plenty of email announcements when updates are available, but in case you missed them, here's how to check if your CRM Organization is up to date.

Step 1: Navigate to Settings==>Administration


Step 2:  Scroll Down!


Step 3: Click on Install Product Updates:

If there are no Product updates, you will see this message:


If there are product updates, click the Install Update button.  Note: Your CRM may be unavailable for a few minutes during the update.

n'joy!




MSCRM 2013: Viewing User Security Roles

Setting up Security Roles is a very important step in configuring your CRM.  It's also very complicated and usually an iterative process.  As the months go by, it's easy to forget which users have been assigned which roles.  If you are not a System Administrator, you may not even know what Security Role(s) have been assigned to you!  You can, of course, go to the User record and click Manage Roles to view each user's Security Role(s), this can be tedious if you need to check multiple Users.

Fortunately, there's an out of the box report called the User Summary which can help you sort things out- and you don't have to be a System Administrator to run it.

Step 1: Navigate to Settings==>Administration==>Users

Step 2: Click "Run Reports" and select User Summary

Step 3: Select All Applicable records and click "Run Report"


The report shows each user in CRM and the Security Role(s) assigned to them

Very handy!


Wednesday, September 24, 2014

ZOHO CRM - Quickly and Easily go back to where you were...

As you are moving around in and through the data in your CRM, sometimes you find you need to go back a revisit a record you were just looking at.  You might find occasionally that it seems to take a few clicks too many get back there... No More!  The easy way to navigate back to records you were just in is to click the little clock icon below and to the left of the Top Menu Bar. (see below).  A list of the previous10 records are listed with clickable links!


ZOHO CRM - You can put help tips and hidden fields on Web forms!

Zoho CRM provides an easy drag and drop interface to create a form you can host on your website. When the form is completed and submitted it will create a record in your CRM from the data entered into the fields on the form. There are Lead, Contact and Case forms.

Easy enough to drag and field onto the form, but here's the tip... after you add the field to the form, mouse over the field to expose the settings icon (see below).  Click the settings icon to bring up the Field Properties window where you can choose to make the field a hidden field, mandatory, and add a hint next to the field that can help your website visitor determine how to complete the field.  You can also change the Label here, if you'd rather the label on your form be something different than your field name.




       


ZOHO CRM - Create Sections in your Zoho Web Forms and other enhancements

The Zoho CRM drag and drop interface for creating web forms is really nice and easy to use, but it has its limitations... you can basically create a single column list of fields with a title, and choose your background and text colors.  Wouldn't it be nice to maybe organize the form fields into sections (especially if you have a lot) with section titles and lines?   Here's how you do it...

CREATE THE FORM
Drag the fields into the window in the order you want them on your form.  Mark fields mandatory, and add hints if desired (see previous tip on how to do that).  Next, enter the URL links, ownership assignment strategy, and notification information.  The last page provides the embedding options.  I usually recommend the <iframe> method so that the embedded form is automatically updated when the form is changed in CRM, but if you want to augment the form, copy and paste the html code into an html editor.

MODIFY THE HTML CODE IN AN HTML EDITOR
Zoho CRM creates the form as a <table> with two columns.  To add Section headers with an underline, simply insert rows between the fields where you want to create a section break:

<tr><td colspan="2">SECTION HEADER <hr></td></tr>

if you want to give these section headers some style, simple add <span> tags with embedded CSS with the text like this:

<span style="font-size: 22px; color:red; font-weight:bold;">SECTION HEADER </span>
results in:

SECTION HEADER

There is no limit to what you can do here, just be careful not to change any of the Zoho CRM specific data!

Monday, September 22, 2014

SalesForce.com - Adding Trusted IP Addresses

Save time by adding your IP address to Trusted IP Ranges, which will allow you to not have to use your security token when loading data with Dataloader.
When accessing the Dataloader you have to append your Salesforce token to the end of your password, and if you make changes to your Salesforce environment, Dataloader does not automatically update, you have to re-login; this means re-entering all your info along with the long security token code…
How can this process be sped up? 
First you have to find out your IP address.  Go to http://www.whatismyip.com and copy your IP address.

Then, add this as the 'start' and 'end' IP addresses in Security Controls->Network Access

Now just log into the data loader with your org’s Username and Password and you are all set!