Friday, April 30, 2010

GoldMine: Scheduling from Meeting Requests

Did you know that the GoldMine Meeting Request option emails meeting request to GoldMine, Outlook, and other iCalendar-enabled applications.

You can:

* Be the meeting organizer or the recipient of the email meeting request. Schedule an activity from a Meeting Request received in your email from a contact, whether the sender created the activity in GoldMine or another iCalendar-enabled contact management application.

* Retrieve the meeting notice as you would in other Internet email. After retrieving the notice, if you accept, GoldMine records the activity in your Calendar.

* GoldMine decrypts the winmail.dat meeting requests created by Outlook and displays them to users, making it easier to work with Outlook-generated meeting requests.


To create Meeting Requests:

As organizer of an activity, you can send a meeting request for the activity to a user or contact who has iCalendar enabled.

* Select Schedule > an activity. The Schedule an activity dialog box appears.

* Complete the Details tab with the appropriate information.

* On the Details tab, select Send a Meeting Request to the contact.

* On the Users tab, select the GoldMine users to include in the activity.

* On the Resources tab, select the resource to schedule with the activity.

* On the Recurring tab, select the date span, frequency, and monthly schedule of a recurring activity.

Note: Outlook is unable to resolve the Skip Weekends option in GoldMine. If you are sending a recurring meeting request to Outlook users, do not select skip weekends in GoldMine.

* On the Group Schedule tab, select the group of contacts to send the meeting request to.

After configuring scheduling options, click Schedule. A meeting request is sent to all participants.

GoldMine: Using My GoldMine

What is the purpose of My GoldMine and how do I configure it?

Use My GoldMine as a personalized resource for current information from selected GoldMine and Internet sources.

* Select Web > My GoldMine. The My GoldMine window appears.

* Depending upon the configuration you selected, My GoldMine displays with 2 or 3 columns, as tabs or boxes, and with default, Windows, newspaper, or XP page style.

To change the setup, style, and content, select Personalize Content. The Configure My GoldMine dialog box opens.

* To add to the content of each column, click Add Item(s) to Columns. The Select Item to Add dialog box appears.

* To view the complete information where it is not displayed, clicking the hyperlink expands the view to include the detailed information.

Note: If you selected the Tab format in the Configure My GoldMine dialog box, you may need to scroll to the bottom of the column and double-click the resource's title bar. Use the arrow to minimize the view on the tab format. The Box format keeps your resources actively displayed at the top of the column.

* To copy information from the My GoldMine display, highlight the section and right-click.

* Select Copy from the local menu.

* Choose Select All to copy the entire My GoldMine display to the clipboard. Then paste the selected section or the entire section in your target application.

* To refresh news feed sites manually rather than wait for the automatic refresh, click Refresh.

GoldMine: Consistent Lookups

We would like to standardize our lookup lists and then lock them down. How do we do this to make sure they don't keep changing?

To ensure that data entries are consistent in a database, you must set security options for each F2 Lookup. Using these security options standardizes data field values.

Note: To access the F2 Field Setup dialog box, you must have Master Rights.

* Click on a right-facing field arrow of a field or select F2.
* At the Field Lookup dialog box, click Setup.
* The F2 Field Setup dialog box opens.
* In the Field Name text box, type the name for the lookup list.

This can be the name of the field you are creating, its lookup, or a general name if you are planning to use the lookup list with more than one field. To use the lookup with more than one field if you will be importing the lookup entries, type a Field Name.

* In the Field Settings area, select from the following:
* Allow blank input. Keeps the data field blank.
* Selecting this option lets GoldMine skip the field when the value is unknown.

Selecting Allow blank input for a required field prevents you from determining whether the field was supposed to be empty. Retain more control over field entries by including a lookup value of N/A to indicate that no lookup value applies to the field.

* Force valid input. Requires selection of an F2 Lookup list value to update the field. GoldMine allows only entries that appear in the lookup. If an invalid entry is attempted, GoldMine displays the lookup and highlights the item closest to the actual field entry.

* Insert closest match. If an entry is typed in a field that does not match existing lookup entries, GoldMine inserts an entry that most closely matches the typed value. GoldMine changes the entry when the cursor is moved from the field. To enable this option, select Force valid input.

Because GoldMine inserts the entry that appears to be the closest match, Insert closest match can place an incorrect value into a field.

* Capitalize first letter. Capitalizes the first letter of the entry.
* Pop-up when selected. Displays the corresponding F2 Lookup when the field is selected.
* List existing data. Lets users look for the existing values.

For example, there are contacts with New York, Dublin, Moscow only. So, F2 Lookup will show these cities only. This option will disable new F2 Lookup navigation (by two fields).

* Allow adding. Lets users add entries to the F2 Lookup.
* Allow editing. Lets users edit the entries in the F2 Lookup.
* Allow deleting. Lets users delete entries from the F2 Lookup.
* Auto Fill. As the user types, GoldMine places the closest matching entry from the lookup in the field.

Import lookup entries from another field. Select this when importing an existing F2 Lookup list and then select the field name from the drop-down containing the information to use as entries in the lookup list. After selecting a field and closing the F2 Field Setup dialog box, entries corresponding to the selected field appear in the lookup.

Lookup list depends on another field. When this checkbox is selected the lookup value for a field depends on the value of another field called a master. For example, if you want all entries in the City field to be in the state of California, then you would check this box and in the Field name field, you would select State.

If this box is not selected, all values can be added to the Lookup list.

* Contact radio button. Allows the user to select a master field from the Contact1 table.
* Case (Opportunity, Calendar, Case and so on) radio button. This radio button allows you to select a master field from the corresponding table.

When the form is completed click OK.

GoldMine: Server Agents

Is it possible to synchronize Outlook email with GoldMine?

Yes, you can use the Server Agents to do this.

To start the Server Agents:
* Select Tools > Services > Start Server Agents.
* The Process Monitor displays information about the Server Agents.

Use the Server Agents Administrator to synchronize data between GoldMine and Outlook at a specified frequency.

* Select Tools > Services > Manage Server Agents.
* The Server Agents Administrator dialog box appears.
* Click the Outlook Sync tab.

In the User's Settings area, select the user in the drop-down list. This is the user whose Outlook account you are synchronizing to GoldMine.

* In Active Period, select the days that the agent will be active.
* Type or select the active time period for each day from the F2 clock.
* Select the Profile in the drop-down list.

In the Frequency area, type or select the number of days, hours, minutesGoldMine waits before initiating the operation. Note: The minimum amount of time is 5 minutes. Click OK.

GoldMine: Knowledge Base Features

The Knowledge Base consists of the Knowledge Base, and the Personal Base. Configure them to present newly added information to the GoldMine user, control user reading and updating privileges, and search for specific entries based on user-defined criteria.

Topic pages are arranged in outline format. Locate information by navigating through different sections, conducting a search, or opening a linked file. Users with Master Rights can set up user access to the Knowledge Base; each connected user can set up information in his or her Personal Base.

GoldMine Knowledge Base Toolbar:

* A Adds a book to the Knowledge tree.
* B Adds a folder to the selected book.
* C Adds a topic to the selected book or folder
* D Displays the Topic or Section Properties dialog box.
* E Displays the Attach File tab of the Topic or Section dialog box.
* F Deletes the selected item.
* G Displays a Table of Contents in the lower right pane of the book.
* H Displays the Search dialog box and allows you enter search terms.
* I Launches attachments, graphics, or other applications.
* J On the What’s New tab, switches you to the selected item.

To add an attachment to a Knowledge Base document:

* Select the book, folder, or page to which to attach a file.
* Right-click and select Attach file.
* The Attached File tab of the Topic Properties dialog box opens.
* In the Attached field, browse to the location of the file to attach.
* If attaching an application, browse to the .exe file for the program.
* Select Synchronize the file to send the attachment to remote users.
* The path to the attached file appears on the Knowledge Base toolbar
* The Launch Attached File button is active
* To open an attachment, click the button or right-click, select Launch.

GoldMine: User to User Email

Did you know that there are two kinds of email you can send in GoldMine: Internet email and GoldMine user-to-user email. User-to-user email can be used send an email to another GoldMine user who is on GoldMine system.

An advantage of GoldMine user-to-user email is the way it stores your communications. You should be aware, however, that when using GoldMine user-to-user email it handles attachments differently than Internet email.

By default, GoldMine does not send a copy of the attached file when sending email to a GoldMine user, but rather simply creates a link in the email that points to the location of the originally attached file.

This is designed to save space on your server by cutting down on the creation of duplicate copies of the attachment. This is a useful feature, but it can cause problems: 1) If the receiving user does not have access to that file location, the receiving user will not be able to see or open the attachment and; 2) Often a user does not realize when they open the attachment they are editing the sender’s original file, not a copy of the file.

To avoid these problems, change the email preferences as follows:

* Go to Tools > Options
* Select the Email Tab > More Options button
* Select the Composing tab
* Uncheck the box 'Send attachments as links for GM users'.

GoldMine: Search the Details Tab

How do you search for information stored in GoldMine’s Details tab?

Unlike many fields in GoldMine, the GoldMine Details tab has a one-to-many relationship. Listed below are all the fields associated with a Detail. An example would be using Details to store and search for Serial Numbers.

GoldMine Detail Information:
* Detail Name: the type of information (e.g. Serial Numbers)
* Details Reference: the primary look-up (e.g. Product Name)
* Note: a memo field to describe the entry
* Audit Information: enters the date the Detail was entered
* Custom Tab: there is the ability to create a custom tab

Custom Fields: GoldMine Premium allocates 12 fields that can be custom labeled with predefined field lengths and formats.

How to Search for a GoldMine Detail:
* GoldMine Search Center: drop down Search By and select Details
* GoldMine Details Tab: right click on category of Details, select Lookup
* GoldMine Lookup Wizard: seach using custom SQL queries
* GoldMine Universal Search: find data stored in any Details field
* GoldMine Premium Dashboards: only in GoldMine 9.x

GoldMine: Schedule Meeting for Multiple Contacts

Did you know that you can schedule the same meeting for multiple contacts using GoldMine? You can schedule multiple contacts from the calendar in the same scheduling window.

Here's how:

* Open the GoldMine Calendar and click Schedule Appointment
* Click the icon next to the Contact shown
* Click New > Add. Select contacts to add
* Click Schedule and multiple contacts appear on the Calendar

To complete the appointment:

* Open the Calendar, right click and select Complete
* Enter any information and click Complete All Activities

The activity is completed for all contacts scheduled.

GoldMine: Delete Attachments with Email

Did you know that when you delete an email in GoldMine, the attachments are not deleted by default. Here's how you can delete both emails and attachments:

* Select Tools > Options from the menu

* Select the Email tab

* Click on 'More Options' to open the E-mail Preferences dialog box

* Select the 'Advanced' tab

* In 'Message', check 'Delete attachments when deleting the mail'

Now whenever you delete an email, the email attachments will also be deleted.

GoldMine: Move Contacts to Another Database

We need to move contacts from one database to another. We have separate databases for prospects and customers and want to move converted prospects to the customer database

Here's how to do it:

* Open the database from which the contact is to be moved/copied.

* Select Tools > Data Management > Copy/Move Records.
(For older versions select File > Synchronize > Copy/Move Records).

* Use the Select Target Contact Set drop down

* Choose the database to which the contact will be moved to.

* Use the Record Selection option to transfer Current Record

* Or transfer a Group of Contact Records.

* Select the Transfer Method (Copy or Move).

* Click on the Go button.

Note: Ensure you have current backups of both databases before you begin this operation.

HEAT: HSS Hot Issues

I like the display of HEATBoard issues on HEAT Self Service, but how do I control which HEATBoard issues appear?

You control the HEATBoard issues displayed on HSS by Customer Type and Team. Many HEATBoard issues may not be appropriate for end-users, so you can create a Team called Users and assign HEATBoard issues (in Call Logging) to that Team so they display on HSS.

To control what HEATBoard issues are displayed in HSS:

* Open the HEAT Self Service Configuration Tool
* Select the HSS section > select Customer Types
* Double click the Customer Type (e.g. Employee)
* Four tabs will be displayed > click HEATBoard Issues
* Uncheck Global and check Users under Teams
* Click Save

This will restrict HEATBoard issues displayed on HSS Hot Issues to the Users Team HEATBoard entries.

Thursday, April 29, 2010

HEAT: Binary Field Type

What is the new binary field type in HEAT 9.5? How is it used?

The binary field type allows you to add live images to your forms. For example, you can add a photo of an employee to their Profile form.

To add an image using the binary field type:

* Create an edit set > open the desired form
* Click Tables > add a field called Picture
* Select the field type of Binary
* Add the Picture field to the form

Change to the form view:

* Expand the Picture field
* Right click > select Attributes
* Add a text value if desired
* On the second tab, select fill or other features
* On the third tab, select the field
* Click Add Custom, browse to the image
* Select an alignment > stretch if needed

The image will now appear on the HEAT form selected. Commit the edit set and review the results in Call Logging.

HEAT: Adding Autotasks and Reports

What are the improvements to adding Autotasks or Reports to a form using the HEAT 9.5 Administrator?

In the past versions, you had to do the following to add an Autotask or Report to a HEAT form:

* Create an edit set > open the form
* Open the toolbox > create a command button
* Select Control > Connect > Autotask
* Browse to the Autotask desired
* Click OK > the Autotask is connected
* Click the command button > edit text displayed

Then, once the edit set was committed, this button would run the autotask or report connected above.

In the HEAT 9.5 Administrator, when you have the Autotask and Report Views open, the above steps are now handled by a drag and drop.

* Create an edit set > open the form
* Select an Autotask from the sidebar view
* Drag it to the form that is open

This process creates the button, connects it to the autotask selected and add a temporary text value (Command) to the button. You can then edit the text displayed on the button, commit the edit set and and you are done!

HEAT: Drag and Drop Fields

How do I use the new design features of Administrator? What can I drag and drop?

First, you can view the fields within a table while you have the related form open. This makes it easier to add fields to a form provided you have the Field List View enabled.

* Open the form > select the field to add
* Fields already on the form will display a green check
* If a field is already on the form, you can’t drag it
* Select a field without a green check mark
* Hold the left button > drag the field to the form
* It will drag and drop both label and field

You can then adjust the field position, label and attributes as needed.

HEAT: Administrator Design Enhancements

How do I use the new features in HEAT 9.5 Administrator? When I create an edit set, it looks the same.

When you create an edit set or quick customize, there are a number of new features. They are listed below:

* Tabbed layout of open forms
* Drag and drop fields
* Drag and drop Autotasks or Reports
* Ability to dock/undock parts of the screen

If you are not seeing these, you may have to adjust your settings.

If you do not see a tabbed layout in Admnistrator, if may be because tabbed layout is turned off in your Administrator user settings.

* Click View > Click Tabbed Layout
* Open a form and view results

You should now see forms/tables opened as separate tabs across the top of your Administrator screen. You can then move between different forms, tables or both by clicking on the tab.

To enable the other design enhancements:

* Click View > Click Field List
* Click View > Click Autotask View
* Click View > Click Report View

This will display fields, autotasks and reports on right side bars. These objects can then be used to design forms and tables in your edit set.

QuickBooks: Handling Drop Shipments

Drop shipping is when you do not stock the item being sold and you tell someone else to ship it (using your address) so it appears to come from you. So, basically what you order is your cost of goods sold, and there is normally no reason to keep an inventory list.

Drop shipping, however, can have two conditions:

1. The first condition is when you get the order and full payment, then you order the item and pay your cost.

To handle this:
* Create a service income item for sales
* Use that on the sales receipt to record income
* In the description block, enter what was sold.
* Then order the items from the supplier
* Use a generic non-inventory item
* This item should have COGS as the expense account.
* This will give you a payable that is your cost.


2. The second condition is when the order goes to the shipper and the shipper gets paid. You get a check for your share of the purchase.

For this method:
* Create an Other Charge item, call it Sale-Cost
* Select the COGS account as the expense account.
* Create a service income item for sales
* Use that on the sales receipt to record the income.
* In the description block, enter what was sold.
* Then put the Other Charge item on the next line
* Enter -1 or higher if you had more than one ordered
* Enter the cost.

That sends the cost to COGS, and the sale to sales income, the amount on the sales receipt will reflect the check you received and that amount will go to undeposited funds.

The drawback to doing it this way is a lack of detail on what is selling and what is not, but I would expect that periodically the drop shipper will send you a recap of your activity showing what was sold.

QuickBooks: Donations to the Business

If you think that the only income you need to record comes from sales, you might be wrong. A donation can be income, too.

I will qualify this by saying that non-profit entities often have different rules, so if you are a non-profit this may not apply.

Otherwise, a donation is income, even if the donation is equipment, it should be recorded at the fair market value on the date of donation.

To record the donation:
* Create a seperate income account
* Call it Donation Income
* You can also just use the Other Income account
* Enter something in the memo block as a reminder.

Then the value of the donation is debited to an asset account (cash, equipment, inventory, etc) and credited to the Donation or Other Income account.

To complete this:
* Bring up inventory adjust
* Mark it as a value adjustment
* Select donation income as the adjusting account
* Increase the quantity of the item
* Increase the total value of the item.

This gives the item a cost and the income account shows that same cost as income to the business.

In general, a donation is free and clear of ownership and the person donating has no claim to business equity. If the donation is tied to a claim on ownership of some part of the business then you need to set up an equity account for the person that is donating (they are really investing not donating) and credit the equity account instead of income. Remember: always check any accounting methods presented with your accountant or financial advisor.

QuickBooks: Customer Deposits

How do you handles Customer deposits or retainers in QuickBooks?

There are several ways to handle customer deposits. A few are detailed below.

Method 1:
* Create an other current liability account
* Name it Customer-Deposits.
* Create a service item called Deposits
* In the account, point it to the Customer-Deposits account

When you accept the deposit, use the deposit item on an invoice. What happens is that the money received (the deposit) is sent to the other current liability account. It is a liability because you owe the customer something, either a refund or a product.

When the product or job is done, invoice the customer for the full amount, then as the last entry on the invoice enter the deposit item and enter the amount of the deposit as a negative number.

This records the sale, takes the deposit out of the liability account and applies it to the amount owed, and the invoice will show the amount still due to you.

Method 2:
Another way to do it is:
* Create the invoice
* Then use receive payments against the invoice
* Add the deposit amount as being received.

Then after that use the statement function to bill rather than a new invoice, the statement will show the deposit and subsequent payments made and the balance due. Receive payments against the original invoice.

Method 3:
To handle customer retainers (deposits) you create an Other Current Liability account, call it Customer-Deposit. Then create an Other Charge item, which points to the Customer-Deposit account, call it Use-Customer-Deposit.

To record the deposit:
* Open the bank register
* Enter the customers name
* Enter the amount in the deposit column
* Select the Customer-Deposit account.

That puts the money in the bank, and creates a current liability in that amount.

To bill and use the deposit:
* Create your sales receipt or invoice billing
* Enter the other charge item Use-Customer-Deposit
* Enter a negative 1 (-1) in the quantity
* Enter the amount in the rate.

The invoice will reflect the lower amount due, or zero. The amount of the retainer used will come out of the current liability account Customer-Deposit.

QuickBooks: Cash Refund from a Vendor

What do you do if a vendor sends you a cash refund? QuickBooks does not seem to have a method for handling this.

Start by doing the following:

* Use Enter Bills
* Set it to a credit
* Select the vendor
* On the item tab: select the item, qty and amount received
* Save and close

Then you can:

* Bring up the register for Accounts Payable
* Select the vendor
* Enter the amount received in the Billed column
* Select the bank account for deposit in the account field
* Click Record

The reason you have to do it this way is because of the way QuickBooks handles things. When the credit was recorded for the vendor, QuickBooks logged that in Account Payable. (Actually a sub account of Accounts Payable – the sub account for that vendor).

To move it out of the accounts payable sub-account you need to tell QuickBooks where to put it – that is the deposit entry using the accounts payable register. This entry moves the credit to the bank as cash.

QuickBooks: Cash Back Credit Cards

If you have a credit card where you receive cash back, at some point the business will get a check. The check is income to the business.

To record this check:

* Create an service item called cash rebate.
* Point the income account to Other Income.
* Or create a rebate income account.
* Set the item to non-taxable.

Create a customer whose name is the name of the credit card. (Wachovia, Capital One, etc)

When you get the cash rebate check:
* Bring up a sales receipt.
* Select the customer.
* On the first line enter the item cash rebate.
* Enter the amount.
* Enter the type of payment as check.
* Enter the check number and save.

That puts the check in undeposited funds ready for you to deposit and the amount goes to the income account. (Remember: always check accounting methods with your accountant or financial advisor)

ACT: Outlook Rule to Attach Emails

It is cumbersome to manually attach incoming emails to ACT contacts. Is there a way to automate this process?

Yes, when ACT! was installed, a custom action was added to Outlook that allows you to create a rule that automatically attaches incoming emails to Contacts in your ACT! database.

To create an Outlook rule to automatically attach messages:

* In Outlook, click Tools, Rules and Alerts
* Click New Rule
* From a blank rule, select Check messages when they arrive
* Click Next.
* Select conditions you want to use in checking messages.
* Put a check by sender is in specified Address Book

Note: If you don’t start with this condition, then Outlook will attempt to create a history for all incoming emails.
* In the Step 2 panel, click the word specified
* Select your ACT! Address Book and click Add.
* Click Next.

If more than one address book is defined, you will need to set up another rule to attach to the secondary address book.

Have Outlook flag it to let us know that this is an email from someone in the ACT!database we just specified.
* Put a check by flag message with a colored flag.

Now automatically attach the message in the History tab of the Contact in the specified ACT database:
* In Step 1, check to perform a custom action.
* In Step 2, click the phrase "a custom action".
* Select ACT! – Auto Attach Email to ACT! Contact History.

While still in the Select Custom Action dialog, click Change to select your options.
* The default database should already be selected.
* Uncheck Make history private if necessary.

Choose the History format option that you want ACT! to use in automatically attaching the messages.
* Click OK > Click Next.

Define any exceptions, like except if it is an Out of Office message. Click Next. (No reason to attach these to a Contact).
* Finish the rules setup. Use the default rule name or change it if you like. Click Finish.

Outlook will run this rule automatically every time a message arrives. If you decide to use this method, then you would only need to click the Quick Attach or Attach to Contact icons every now and then (if something didn’t automatically attach).

How can you tell if it didn’t attach? There will be no flag and you can also check the System tray for the flashing red X over the Attach to ACT! image.

ACT: Adding New Fields

A new field can be added in the ACT! layout as long as it does not appear on the form. Before you add the field to the layout, you need to create the new field.

To add a new field:

* From Tools menu of Contact View, select Define Fields

* In the Define Fields dialog, click New Field button to add a new field.

* Enter the New Field name and field properties (typ, length, etc.)

* After adding all the new fields, click OK


To add the field to the layout:

* Open the Design Layout to modify your layout with new fields.

* Click the Field tool in the tool palette

* Position the pointer where you want to insert the field

* Drag to define the size of the field

* From the Fields dialog box, select the field you want to add

* Click Add

Position and size the field and label where you would like it to appear. After you have added all new fields, be sure to save your layout.

ACT: Clear Old Activities

Can I clear multiple ACT! activities that have been created for different contacts that I no longer need?

Yes, using the Windows select tools (Shift Key & Ctrl Key), you can clear multiple activities in one process.

* Choose the View menu, and click Task List.

* Select the first activity that you want to clear .

* If all the activities you want to clear are in the list in order, you can hold down the Shift key and select the last activity you want to clear. All the activities in between the two you selected will also be selected.

* If the activities you want to clear are randomly scattered throughout the list, hold down the Ctrl key and individually select each activity you want to clear.

* After you've selected the activities to be cleared, right-click one of the selected activities, and choose Clear Multiple Activities from the shortcut menu.

This will clear all of the outdated activities that have been selected.

ACT: Lookup Contacts by Activity

Did you know that you can lookup ACT! contacts based on their scheduled activities?

Follow the steps below:

* Select Task List from the View Menu. Your Task List will appear.

* Now select Filter Task List from the View Menu.

* The Filter Activities dialog box will appear.

* Filter the activities you want to include.

* You can filter on date, type, priority, etc.

* Right click on the Task List window and select Create Lookup.

ACT! will then create a lookup of all contacts with the activities listed in the task list.

ACT: Scheduling Recurring Activities

Do you need to schedule Recurring Activities? Here's how you can do it.

* At the top of the ACT! screen, click Schedule. (or click the icon)

* Click Call, Meeting, To-Do or Other

* After the Schedule Activity box opens, enter the activity

* Click the Details tab to add a note.

* Click the Recurrence tab to enter how often this activity occurs.

When finished, click OK and the activity will appear on your calendar.

Wednesday, April 28, 2010

MSCRM: Control Attachment Size and Type

Do you need to restrict the attachment file type or file size in Dynamics CRM? Using the steps below, you can control the type or size of attachments added to MSCRM.

If you want to restrict/allow a particular attachment file type:

* Click Settings > Click Administration > System Settings
* Under the General tab, you need to edit the blocked extensions
* Select the Set Blocked File extensions for attachments
* Enter the new file type to be blocked.
* Click OK

If you attempt to attach restricted file type, you will encounter the following message while attaching the file:

File Cannot Be Uploaded
The Attachment is not a valid file type

To control the file size of the attachment, you can reset the setting on the Email Tab of System Settings.

* Click Settings > Click Administration > System Settings
* Under the General tab, select the file size for attachments
* Enter the new file size > Click OK.

If you attempt to attach a file that is too large, you will encounter the following message while attaching:

File Cannot Be Uploaded
The Attachment is too large

MSCRM: Cascading Relationship Types

If you re-assign a contact record, what happens to any opportunities where that contact represents a potential customer? For certain entity relationships, you can control this by changing the cascading behavior.

In Microsoft CRM, the behaviors assigned within entity relationships describe what actions should cascade down to related records. Certain system entity relationships for the Account and Contact entities appear to have conflicting cascading relationship definitions.

For example, there are two entity relationships between the Contact entity and the Opportunity entity. When you open each entity relationship, however, you can see details about how they are configured:

* Select Settings > Customize Entities
* Click Contact > Click 1:N Relationships
* Sort by Related Entity > Note Opportunity relationships
* When you open these relationships, you will see:

opportunity_customer_contacts | customerid | Cascade None | No
opportunity_primary_contacts | contactid | Cascade All | Yes

Based on these settings, if you assign a contact that is associated with an opportunity, you should expect Cascade All. The relationship that references the contactid is the only one that matters. If you look at the definition of the Opportunity entity you will see that there is no contactid attribute.

* Click on opportunity_primary_contacts > click on the drop down
* You will see that there are several options in addition to Cascade All

- Cascade All
- Cascade Active
- Cascade User-owned
- Cascade None

These can be customized individually to affect what happens when a contact is associated with an opportunity.

In Microsoft Dynamics CRM, this configuration is needed because there is no actual Customer entity. The Customer is a virtual composite entity where either an account or a contact can be a valid customer.

When the Potential Customer lookup field for an Opportunity record is set, the customerid value is set. Yet when the record is actually saved in the database, the database table column where that value is saved is either the accountid or contactid column, depending on the type of customer. There is no customerid column in the database table for opportunities.

MSCRM: Account Relationship to Contacts

Do you know about the special relationship between Accounts and Contacts?

You can use the relationship between Accounts and Contacts to make adding new contacts easier and more efficient. Follow the steps below when adding a contact:

* Create or open an Account
* Select Contacts from the Left Navigation Bar
* Click New > the contact will contain the Account address

Note: The address from an Account or Parent Account are copied automatically into a new contact record. This address can then be modified as needed.

MSCRM: Create Custom Warning Messages

Microsoft Dynamics CRM has a internal way of adding a yellow background warning message on top of a form. If you have the need to create a custom warning, you can use the code below to add a warning message that you design. This can be added to the onLoad event or field onChange event.

/*============== addNotification function =============

Adds a warning message on the top of the entity form usingthe same visual style as Microsoft CRM

Params: message to be shown to the user

=======================================================*/

addNotification = function(message) {
var notificationHTML = '<DIV class="Notification"><TABLE cellSpacing="0" cellPadding="0"><TBODY><TR><TD vAlign="top"><IMG class="ms-crm-Lookup-Item" alt="" src="/_imgs/error/notif_icn_crit16.png" /></TD><TD><SPAN>' + message + '</SPAN></TD></TR></TBODY></TABLE></DIV>';

var notificationsArea = document.getElementById('Notifications');
if (notificationsArea == null) return;
notificationsArea.innerHTML += notificationHTML;
notificationsArea.style.display = 'block';}

/*============= END addNotification function ===========*/

//Example of utilizations
addNotification('Some warning message that you want to show to the user ');


You can change the message to make it fit your needs or make it appear based on a field value.

MSCRM: Editing a Mail Merge Template in CRM 4.0

Do you know how to edit a Mail Merge template in MSCRM? Editing a template in CRM 4.0is fairly straightforward and can be done using the steps below:

* Open the CRM web client > Click on 'Settings'.
* Click on Templates > Select 'Mail Merge Templates'.
* Double click the template to edit
* Click 'Edit template in Word' on the toolbar.
* Word will open with the template displayed and some additional information about performing the merge. (Note: you may need to adjust macro security)
* Click on 'Add-ins' on the far right side of the Word 2007 ribbon
* Click CRM > At the Recipients box, click OK

You are now presented with your mail merge template. Check that an extra carriage return was not automatically inserted in the first line of your template. Go to the Mail tab in Word and make changes to your template (e.g. Insert Merge Field).

* Click the Office menu button in the top left corner > choose Save As
* Select 'Other Formats' > Save as an xml file (Word 2003 XML file).
* Name your template with a version # to keep track of versions.
* Close the Word document > return to the Mail Merge Template.
* Click 'Remove' to remove the existing template.
* Click OK to confirm that you wish to remove the template.
* Click Browse to select the new template just created.
* Click Attach > Click Save and Close and you are finished.

Tuesday, April 27, 2010

Crystal Reports : Calculating Hours using Dates

You may need to at some point or other calculate the number of hours between two dates. Keep in mind that if you are using a robust back-end database like SQL, a data type also holds the time precision down to the second. So this could be applicable for calculating billing hours, time clock hours, etc.

To make this happen we will be using the magic of the DATEDIFF() function.
Simply put, DATEDIFF calculates the length between two dates using a specified interval.

Let us suppose that our table has two values, {TIMECLOCK.START} and [TIMECLOCK.END}.

Create a formula called {@DAYLENGTH} and insert the following text:

DATEDIFF("n", {TIMECLOCK.START}, {TIMECLOCK.END}/60

The 1st parameter ("n"), specifies we want an interval of Minutes. Other valid intervals are "YYYY" for Years or "m" for Months.
So the code returns the number of Minutes between the two dates and then divides that value by 60, giving the hours.

Selecting a Random Set of Records

Why on earth would anyone want to select a random set of records?
Typically this is done for periodic "spot-checking". It's also super-cool and will allow you to demonstrate your formidable crystal skills!

The first thing we need is a random number. Fortunately, crystal has a handy dandy RND() function, which returns a random number.

So, create a formula called {@Random_Number} and insert the RND() function into it.

Now, drag the {@Random_Number} field onto the report (into the detail section). Now you need to sort the report on {@Random_Number}. This will start returning records "willy nilly", randomizing them each time the report is refreshed.

Now, within your Detail Section Expert, specify the following Suppression Code:
RecordNumber > {?Show_Number_of_Records}. ({?Show_Number_of_Records} is another parameter field, one that specifies the number of random records to display).

This will Suppress any record whose RecordNumber (an automagical crystal function) is greater than the desired number of records to display.

So in effect you now have a randomized set based on a specific number. Try it!

Crystal Reports : Displaying Parameters on your Report (Part 2)

The second instance of a multiple value Parameter is the "list" based string. This is done by checking the "Allow Multiple Values" checkbox within your Parameter properties window. This will allow the end user to add multiple items to a list.

Our parameter: {?Salesperson}

You'll notice that if you simply drag this parameter onto the report, it will only give you the first item in the values list.

You must create a formula called {@Salesperson_List} and insert the following text:

JOIN({?Salesperson}, ", ")

The JOIN function will spit out every value in the list, delimited by the comma. Notice the space after the comma as it looks crowded otherwise. Try it!

Crystal Reports : Displaying Parameters on your Report (Part 1)

We've covered these items before but I thought it would be nice to collect all the parameter tips in one place. It is extremely useful to display parameters on your report; more so while developing a report. Being able to tell at-a-glance what selection criteria is in use can be handy.

So let's talk about Parameter Data Types. When using a simple string or date, you may simply drag the parameter field onto the report within the designer. Even better, drag it into a Text Object to provide an identifier next to it.

Where you run into problems is here: when using a parameter that holds multiple values.

The first instance of this is when using a single date parameter that prompts for a Range.

Our Date Field : {?Date_Range}

Because the range is expressed with one fieldname, we must use some special functions to return the "start" and "end" of the range.

Create a formula field named {@Start_Date} and insert the following text:
MINIMUM({?Date_Range}
This will return the Minimum value in the range, or the Starting Date.

Create another formula called {@End_Date} and insert the following text:
MAXIMUM({?Date_Range})
This will return the Maximum value in the range, or the Ending Date.

You can now use these two formulas as simple fields to drag onto the report within the designer.