Thursday, September 29, 2011

HEAT – Reset User ID’s

You can reset Login IDs at any time. This is a useful feature if there is a power failure, because once power is restored and the computers are turned on, HEAT assumes that anyone logged on before the power failure is still logged on.

To Reset a Login ID:

  1. In the Administrator Dashboard, click the View Current Users in the System link in the System Security section (or, in the Administrator main window, select Security>User Status from the menu bar). The User Status dialog box opens, listing the users in the your system. 
  2. Select the user whose account you want to reset and click Reset. To reset all user accounts at once, click the Select All button.

    Note: To select more than one user account at a time, press the Ctrl key.
  3. Click Exit.

HEAT – Lock and Unlock User Accounts

You can lock user accounts to prevent users from logging on to the system. This feature is useful if you need to place a temporary hold on a Login ID.

To Lock a User Account:

  1. In the Administrator Dashboard, click the View Current Users in the System link in the System Security section (or, in the Administrator main window, select Security>User Status from the menu bar). The User Status dialog box opens, listing the users in the your system, displaying the Login ID, the user name, and, in the Status column, the module(s) the users are logged onto. 
  2. Select the user whose account you want to lock, then click Lock. The user Status changes to Locked. To lock all user accounts at once, click the Select All button.

    Note: To select more than one user account at a time, press the Ctrl key.
  3. Click Exit.

To Unlock a User Account:

  1. In the Administrator Dashboard, click the View Current Users in the System link in the System Security section (or, in the Administrator main window, select Security>User Status from the menu bar). The User Status dialog box opens, listing the users in the your system.
  2. Select the user whose account you want to unlock and click Reset. To unlock all user accounts at once, click the Select All button.

    Note: To select more than one user account at a time, press the Ctrl key.
  3. Click Exit.

HEAT – Add a crystal report to the Heat Form

You can add a command button connected to a Report Shortcut, so that you can run a report directly from a Call Logging form with just one click. Report Shortcuts are links to reports (.rpt) shipped with HEAT (Answer Wizard) or created by you. Report Shortcuts makes it easier to run frequently used reports because report settings are already established.

You can only connect Report Shortcuts to command buttons appearing on the Call Log, Detail, Subset, Assignment, and Journals forms. You can do this by either clicking and dragging the Report Shortcut from the Report View panel, or by adding a command button, then associating that button with the desired Report Shortcut.

To Add Report Shortcut to a Form Using the Report View:

  1. Open the form with which you want to work. The Form Editor opens, displaying the form. 
  2. Locate the desired Report Shortcut on the Report View panel. Click the drop-down arrow to filter the report list by audience (View). 
  3. Click and drag the Report Shortcut onto the form. A command button is added to the form. The command button can be resized, if needed.

HEAT – Add an Auto Task to a Form

You can add a command button connected to an AutoTask, so that you can run the AutoTask directly from a Call Logging form with just one click.

You can only connect AutoTasks to command buttons appearing on the Call Log, Detail, Subset, Assignment, and Journals forms. You can do this by either clicking and dragging the AutoTasks from the AutoTask View panel, or by adding a command button, then associating that button with the desired AutoTask.

To Add an AutoTask to a Form Using the AutoTask View:

  1. Open the form with which you want to work. The Form Editor opens, displaying the form. 
  2. Locate the desired AutoTask on the AutoTask View panel. Click the drop-down arrow to filter the AutoTask list by audience (View). 
  3. Click and drag the AutoTask onto the form. A command button is added to the form.
After you add the command button, you can:

  • Add an image to the button (refer to "Add Images and Pictures to Controls"). 
  • Format the appearance of the button (refer to "Dynamically Change Text Colors on Controls"). 
  • Include the button in the tab order on the form (refer to "Set Tab Order on Forms").

To Add a Command Button to a Form and Connect the AutoTask:

  1. Open the form with which you want to work. The Form Editor opens displaying your form.
  2. On the Form Editor toolbox, click the Command Button tool. Your cursor becomes the Command Button icon. 
  3. Click the form where you want to place the command button. A command button is added to your form. The command button can be resized, if needed. By default, the word COMMAND appears on the button.

To remove the word COMMAND from the control, right-click the control and select Attributes. The Attributes dialog box opens. Click the Text tab, then highlight the word COMMAND and delete it.

  • You now need to manually associate the command button with the desired AutoTask. Select the command button to which you want to connect the AutoTask.

  1. From the Administrator menu bar, select Control>Connect>Auto Task. The Select a Task dialog box opens.
  2. Select the View containing the AutoTasks you want to display, either Team or Global. 
  3. In the list of Tasks, select the AutoTask you want to run when the command button is clicked. 
  4. If the AutoTask you want to run is not available, you can add it by clicking the Add button. You must then set specifications for the AutoTask in the dialog boxes provided.
  5. Click Save. The AutoTask is connected to the command button. The AutoTask now runs automatically when you click the button on the form.

Note: Because Administrator and Call Logging share AutoTask functionality, any additions, edits, or deletions made to AutoTasks in one module appear in the other module. For this reason, you should use caution when working with AutoTasks.

After you add the command button, you can:

  • Add an image to the button (refer to "Add Images and Pictures to Controls").
  • Format the appearance of the button (refer to "Dynamically Change Text Colors on Controls").
  • Include the button in the tab order on the form (refer to "Set Tab Order on Forms").

To Disconnect an AutoTask from a Command Button:

• Select the command button, then select Control>Connect>Disconnect.

Monday, September 26, 2011

QuickBooks: The Audit Trail

As you begin to think about the end of the year clean-up, you may need to become a detective and drill down to locate specifics.... especially deletions and modifications. This can be a cumbersome task, but using a good tool -- THE AUDIT TRAIL -- will make it less so.

The Audit Trail is the tool QuickBooks uses to automatically track all the additions, deletions, and modifications made to transactions in your data file. The audit trail ensures that an accurate record of your data is maintained.

How do I create this report?
1. Go to the Reports menu and click Accountant & Taxes.
2. Click Audit Trail

What happens to audit trail information when you clean up the data file?
During the file clean-up process, QuickBooks removes all audit trail information tracked for transactions deleted during the clean-up process.

The Audit Trail report lists each accounting transaction and any additions, deletions, or modifications that affect that transaction.

QuickBooks: Bounced Check NOT a New Sale

A QuickBooks client asked: When you receive an NSF check, the recommended method is to reissue the invoice plus any NFS charges. Does this also correct your accounts receivable detail?

The answer is yes, it does. Unfortunately, most companies will eventually deal with one or more bounced checks. New users follow Intuit’s method found on the QuickBooks help screen, which can be difficult to understand, so I’ve attempted to simplify it.

1. Leave the original receive payment and deposit transaction as is because payment was actually received and deposited.

2. Immediately reduce your checking account for the amount the bank charged for the bounced check by using "write checks" or enter directly into the bank account register. The payee name is up to you, but code to the account "bank charges" and enter the customer name in the customer/job field.

You will record a new receivable invoice or statement charge for the amount the customer owes to you (the bounced check, the bank fee and your own fee if applicable*). This new invoice or statement charge will put a charge in the bank register thus reducing the bank account amount by the amount of the bounced check.

On the new invoice:
• The first line item is "Bounced check” (set up as an “other charge” item, coded to the bank account).
• The description should be “Bounced or Returned Check”. You may want to also manually enter the customer’s check number in the description field.
• The first line amount is the original/bounced check.

When this invoice is paid, the A/R will be reduced, the bank register will be increased, and MOST IMPORTANTLY, you have NOT recorded a new sale for this specific charge.

On the new invoice:
• Enter a second line item called "bounced check bank fee" for the amount your bank charged you for the bounced check. (set up as an “other charge” item, coded to the account "bank charges".)

When the invoice is paid, this charge will offset the charge you entered in step 2 above.

If you are re-depositing the original check, go through receive payments and use the new invoice. In the memo field type "redeposit" of ck #xxxx. Note that the customer will still owe you the bank fee and your own fee if applicable*.

*If you charge your own fee, you must set up a new Other Charge item, such as “MY BUSINESS FEE”, and code it to Other Income.

Then when the new invoice is paid, you will have cleared the accounts receivable, offset the withdrawal of the original bounced check, offset the bank charges, earned something for your trouble and MOST IMPORTANTLY, you have NOT recorded a new sale for this specific charge.

QuickBooks: Don’t forget…!

It is not uncommon to get so busy the standard monthly bills can be issued late. The more invoices you have, whether received in the “snail mail” or via e-mail, the more chance there is for one or more to be paid after the due date. This can cause multiple problems, especially if these late payments include credit cards and/or loan payments.

There are ways to avoid this concern:
• Use bill pay through your business bank and have an automatic payment scheduled every month for release.
• Memorize the bills in QuickBooks.

If you have several memorized transactions that you always enter on the same day, you can save time if you group them together.

You memorize your rent payment check, your vehicle insurance payment check, and utility payment into a group as each transaction occurs at the end of each month. You would create a group perhaps titled “End of Month”. Then, you could either have QuickBooks enter the grouped transactions automatically at the end of every month, or have QuickBooks remind you when it's time to recall the grouped transactions.

Create groups on a weekly, monthly, quarterly, or annual basis to help you get past the anxiety of forgetting when your automobile registration, or estimated tax payments are due.

QuickBooks: The Skeleton

The QuickBooks Chart of Accounts is the skeleton that the body of the data file relies to categorize information and transactions used to create reports. By using a chart of accounts and creating reports, you will always know the current state of your business. As your business grows, you can tailor your Chart of Accounts to meet your business needs.

There are accounting standards, and QuickBooks is designed to follow those standards. There are five types of accounts common to all businesses- the income and expense accounts used by the Profit and Loss Statement, and the asset, liability, and equity accounts used by the Balance Sheet. Each time you enter a transaction, QuickBooks will prompt you to categorize it into one of these five types of accounts.

What are standard chart of accounts number ranges? You’ll find that many accounting professionals will have their “own” numbering theory, however, below is a list of Standard chart of accounts number ranges that tends to be best suited to the construction industry.

Assets- 10000-19999
Assets are things your company owns. They’re usually divided into two groups-current assets and fixed assets.

Current assets are generally numbered from 10000- 14999. These are assets that you can easily turn into cash, such as checking accounts, savings accounts, money market and CD accounts, accounts receivable, and inventory. So you might want to use account number 10000 for your company checking account because a checking account is a current asset.

Fixed assets are usually numbered from 15000 – 19990. These are items with a minimum cost (for example, $500.00 or more) that you would have to sell to generate cash. Automobiles, equipment, and land are examples of fixed assets. For example, suppose last year your company bought a new computer system for $1,100. Since the cost of the system was more than $500, the purchase was entered to an asset account rather than to an expense account. Consult your accountant or tax preparer to determine the actual minimum cost you should use to determine fixed assets.
• 15000 – 15999 Accounts Receivable
• 16000 – 16999 Other Current Assets
• 17000 – 18999 Fixed Assets
• 19000 – 19999 Other Assets

Liabilities - 20000-29999
Liabilities are funds your company owes. For example, say your company borrowed $20,000 from the bank. When the $20,000 loan was deposited to the checking account, the deposit was entered in the liability account Bank Loans, not an income account. Liabilities are usually broken down into two groups.

Current Liabilities are generally numbered 20000-24999. These are liabilities that will be paid off within a year, this would include accounts payable, credit cards, payroll taxes, etc.
• 20000 – 20999 Accounts Payable
• 21000 – 23999 Credit Cards
• 24000 – 26999 Other Current Liabilities

Long-term Liabilities are generally numbered 27000-29999. These are liabilities that will take more than a year to pay off, this would include a truck loan, equipment loan, a loan to buy a piece of property, etc.

Equity/Capital - 30000-39999
Your capital account structure depends on whether your company is organized as a sole proprietorship, partnership, or corporation.

If your company is a sole proprietorship, you need an Equity account and an Owner’s Drawing account. Use the Equity account to keep track of the total amount of money you’ve invested since starting the business. Use the Owner’s Drawing account for money you take out of the business for personal use, such as checks to the grocery store, dry cleaners, ATM transactions, your salary, and any money that gets deposited into your personal accounts. It’s important to keep in mind that the owner of a sole proprietorship doesn’t get a regular “employee” paycheck with money deducted for payroll taxes. Instead you pay quarterly estimated taxes, which you should always allocate to the Owner’s Drawing account.

If your company is a partnership or LLP (Limited Liability Partnership), you need to set up Equity and Drawing accounts for each partner.

If your company is an “S or C corporation” or an “LLC corporation,” it should have a Common Stock account and sometimes a Preferred Stock account. Common stock and preferred stock represent the total sum of stock the company has issued. An LLC might have Member stock if there is more than one person who owns stock.

Income or Revenue 40000-49999
“Income” or “revenue” is the income you get from your normal day-to-day business tasks, such as professional fees, income for services rendered, reimbursable expenses, or products you sell.

Cost of Goods Sold/Job or Project Costs/Direct Expenses - 50000-59999
Job or Project Costs, or Cost of Goods Sold (as it is called in QuickBooks), are all the costs associated with your line of business.

For example, if you’re a home builder, the job costs are whatever it costs you to build a home, including direct labor, materials, subcontractors, dump fees, and equipment rental.

If you sell products, this includes cost of inventory, raw materials, freight charges, and any labor for building the finished goods. Other examples of project costs include reimbursable expenses such as overnight mail, court costs (for an attorney’s office), blue prints (for an architect), and purchases made on behalf of the customer such as furnishings bought by an interior designer or auto parts bought by a mechanic.

If you design homes, the job costs include all your costs of designing a home, such as design labor, drafting materials, supplies, and engineering costs. If you do both designing and building, you’ll have both sets of costs.

For professional service businesses, project costs are the costs that you incur in order to complete a project. Project costs are also referred to as direct costs. For example, if you hire an outside consultant and his or her time is billable to the customer, that is a direct or project cost. Other examples of project costs are reimbursable expenses such as overnight mail, messenger service, court costs (for an attorney’s office), blue prints (for an architect or engineer), and purchases made on the behalf of a customer, such as furnishings bought by an interior designer or computer parts bought by a computer technician.

Cost of Goods Sold also includes the cost of raw materials, freight charges for getting raw material to a warehouse, labor for building the finished goods, and freight charges for getting the goods to the customer. For manufacturing businesses, the Cost of Goods Sold includes the costs incurred in producing or building a product. For a wholesale business, Cost of Goods Sold are the costs of the goods you purchase for resale. for a distributor business, Cost of Goods Sold are the costs to purchase and distribute goods to the customer.

Expenses or Overhead Costs - 60000-69999
Overhead Costs, or Expenses, are fixed costs you have even if you run out of work. Examples include rent, telephone, insurance, and utilities.

Other Income - 70000-79999
Other Income is income you earn outside the normal way you do business, including interest income, gain on the sale of an asset, insurance settlement, a stock sale, or rents from buildings you own.

Other Expense - 80000-89999
Other Expense is an expense that’s outside of your normal business, such as a loss on the sale of an asset or stockbroker fees.

Using Subaccounts
If you intend to use subaccounts (and we recommend that you do), when you set up your main/parent accounts, be sure to leave enough “open numbers” to be able to fit in all the subaccounts that you’ll need. It’s a good idea to plan to increment subaccount numbers by 10 and to try to number your accounts so that the names will end up alphabetically, just making reading easier. For example you might have a main account for Insurance, and want to track subaccounts for General Liability, Health, Life & Disability; you would set it up as follows:
63300 Insurance
63310 General Liability
63320 Disability
63330 Health
63340 Life

QuickBooks: Speed Invoicing Using Price Levels

A client recently wondered how she could speed up the invoicing task done by her administrative assistant. She said that the assistant was new and did not know the correct charge for the various customers and had to continually look them up based on prior invoices. She was hoping there was an automated process.

The answer is yes, use Price Levels.
Price levels let you set custom pricing for different customers or jobs. Once you create a price level and associate it with one or more customers or jobs, each time you create an invoice, estimate, sales receipt, sales order or credit memo for those customers or jobs, QuickBooks automatically pulls up the correct custom price for a customer or job. You create price levels, then use them on sales forms to adjust the price of an item. You can also manually adjust the prices while creating a sales form.

Note: Price levels associated with customers are automatically used for billable time and reimbursable mileage items. They are not automatically used for reimbursable items and expenses from purchase transactions or invoices created from estimates.

Fixed Percentage Price Levels
Fixed percentage price levels let you increase or decrease prices of all items for a particular customer or job by a fixed percentage. For example, you might use a fixed percentage price level for a customer who gets a 10% discount on all the products and services you offer. You can choose to round sales prices up to the next whole dollar by setting this Company preference when you use fixed percentage price levels.

Per Item Price Levels
Per item price levels let you set custom prices for items that are associated with different customers or jobs. For example, you might use a per item price level for your preferred customers who are charged $8 for product X (regularly priced at $10), $5 for product Y (regularly priced at $5.50), and your standard price for product Z.

In another example, you might have a specific customer you agreed to charge $50 per hour for research time (regularly priced at $70) and $30 per hour for administrative time (regularly priced a $35 per hour).

Note: Per Item price levels are only available if you have QuickBooks Premier or Enterprise editions.

Should I Move to “the Cloud” and What Is It?

It’s a question I hear often in my travels, where almost everyone has heard of “the cloud” and many have since become interested. However, as with all new technology trends, it’s not an easy jump and people want the reassurance that they’re not jumping the gun in doing so.

However, for this article, I just want to focus on defining “the cloud” which I think is where most the confusion starts. I could make a pun about things being “cloudy” but I won’t sink that low and insult your intelligence. So, in short, I split “the cloud” into two different categories. There can be an overlap of these as well, so it can’t get a little gray (see, another possible cloud pun) as companies utilize a mixture of both which is becoming more and more common.

1) Web based applications: There are the completely web-based applications where most would like to go to but is quite honestly unrealistic for most at this time. This is only because the applications needed by most companies are not truly web based yet. There are CRM packages like Zoho, Sugar, SalesFoce, hosted MS CRM, etc., even office applications like Google Apps, and QuickBooks Online or Xero for accounting. However, to utilize everything as a web based application where all of your data is hosted somewhere “up there” is pretty cutting edge, even for those that live on the cutting edge. The hardware savings are immense here as no servers are needed, only good workstations with a solid internet connection. There’s of course a cost for the applications, but it all evens out when you consider hardware costs for server and the support team.

2) Hosted Server Applications: So, there is the other “cloud” – the one where we outsource our server hosting, our internal IT support, and your backup strategies, many times renting space in a “server farm” in that you have your server based applications hosted elsewhere and you use Citrix or Remote Desktop Services to connect to your virtual desktop. It’s a nice system actually and when done right can really be smooth to your users. This is an ideal situation for those that use client/server applications but want to stop having to worry about their own servers or supporting those servers. Many times the costs of a hosted system are far lower than monthly IT support, server upkeep, and workstations (a hosted environment does not necessarily need a powerful desktop to remote into the environment). On top of that, what’s the value of just knowing that your server is in a secure location, being backed up by the experts, watched by a solid IT team, and being able to relax and do your job – not the job of an IT professional.

In the near future I’ll focus a bit more on how you’ll know if you’re ready and what some deciding factors are. However, for now I just want to add a bit more clarity so we’re all a little bit closer to finding the “silver lining” – couldn’t resist, sorry.

Monday, September 19, 2011

GoldMine : Recently viewed GoldMine contacts

One of the nicest things about the new GoldMine is the list of recently viewed contacts on the upper left hand side. However, by default, it only tracks five. To increase this number;

Yes, you can set them to show up to 99 contacts:

Select Tools | Options | System tab
Under Navigation | increase Recent items shown
Logout and log back into Goldmine
Open the Contact Search | select/open Contacts

You will see the Recently Viewed items list increase as you open new contacts.

GoldMine : Simple Duplicate Record Queries

Here is an easy way to determine how many potential Duplicate Records you might have in your database.

Open the SQL Query window by selecting Tools | SQL Query from the top level menu.

If you want to see duplicates based on, for example, Contact and Phone1, paste in the following Query text and run it:

select count(*), contact, phone1
from contact1
group by contact, phone1
having count(*) > 1

If you'd like to include the Company field in the query as a duplicate check, use this:

select count(*), contact, phone1, company
from contact1
group by contact, phone1, company
having count(*) > 1

Try it! You might be surprised at how many duplicates there might be in your database.

GoldMine : Making a Field Required

When customizing your GoldMine record layout, you can make any field "required". This means that the user will not be able to navigate away from the Contact Record until the field has been filled.

To do this;

1. Enter Customization Mode by right-clicking on the Contact Record and selecting "Screen Design".
2. Find and right-click on the field you'd like to make Required.
3. Select "Properties".
4. Go to the "Security" Tab.
5. Check the box which says "Required Data Entry".

"Ok" your way back out. Users may need to restart their GoldMine to get the new changes.

GoldMine : Setting Default E-Mail Templates

Did you know you can specify which e-mail templates should be used for e-mail Replies, New Messages and Forwarded Messages?

Once you have your e-mail templates set up, open your Document Center by selecting Go To | Documents from the top level menu.

On the left hand side, you can set each Default E-mail Template, by right-clicking on the appropriate template, then selecting Set as Default, then selecting either "New Message", "Reply", or "Forwarded Message".

Now, whenever you Reply, Create a New Message or Forward a Message, the appropriate template will be used.

Pro Tip : E-mail templates are a great way to use HTML in your signature.

GoldMine : Scheduling an Appointment to a GoldMine User Group

Did you know that when scheduling items in GoldMine, you can schedule them for multiple GoldMine Users?

When in your Schedule Window, (Schedule | Appointment from the top level menu), click on the Users tab. You can add Users to the appointment by double-clicking on them from the right-hand list (User List), which will add them to the Selected Users' list on the right hand side.

To add a GoldMine User group to the Appointment, double click a Group Name from the User Group List.

Pro Tip : To add/remove users from their respective Groups, select Tools | User Groups from the top level menu.

Thursday, September 15, 2011

MSCRM 2011:Modifying the Left Navigation Bar

A client recently asked, “How do I modify the left navigation pane in Microsoft Dynamics CRM 2011 to group Accounts and Contacts under the group name Clients instead of group name Customers?”

The left navigation pane is controlled by the sitemap.xml file. To make this change, the sitemap component needs to be included in an unmanaged solution and exported. The sitemap.xml file then needs to be changed accordingly and the changes re-imported to CRM.

The changes then need to be published. See below for the detailed steps:

1. In the Navigation Pane, Go to Settings -> Customizations -> Solutions
2. To add the Site Map to a new solution:

* Select New to add a new Solution.
* Give the solution a Display Name, Name, Publisher and Version number.
* The Package Type will default to Unmanaged.
* In the solution, select Client Extensions from the list of Components on the left hand side. Select Add Existing, and then select Site Map. Then click Export Solution.
* When you choose to Export the Solution, the first screen of the wizard will tell you to publish all customizations first. In this case, this does not apply. Choose Next. Choose Next on the second screen. On the third screen of the Export wizard, choose Unmanaged Solution.

Note: Be sure to save this zip file. If the changes that you make to the site map do not work, you can then import this back in.

3. Extract the files from the .zip file
4. Edit the sitemap.xml file. Under the Group Id=”Customers” tag, the following code needs to be added:

<Title LCID=”1033” Title=”Clients”>

5. Create a new compressed .zip file, including the extracted solution files and your edited customizations.xml.
6. Import the new solutions file.

* In Microsoft Dynamics CRM, click Settings, click Customization, and then click Solutions.
* Click Import.
* Click Browse, locate your modified solutions .zip file, click Next, and then click Import.
When the import is finished, click Close.

7. Publish the customizations.

MSCRM 2011: Role-Based Forms

In previous versions of Microsoft Dynamics CRM, in order to display different fields/hide fields from specific users, jscript code was required. In 2011, there is now the functionality that allows for different forms for different security roles. For Example: You may want the Account form to show different fields, for different security roles to maximize the important information that is displayed for each role.

Each Entity has two forms created by default: A “Main” Form and a “Mobile” Form. (Mobile Express)

By Default, the “Main” form is set so that all security rolls use this form whenever they access the Entity. With a few minor changes, additional Forms can be created for the entity to Rearrange/Add or Remove Information to maximize productivity for different users in CRM.

Suppose we would like to modify the form to show the Service preferences information closer to the top of the from for the Customer Service Reps and remove the Opportunities sub-grid that was on the form for the Salespeople.

The first thing we want to do is make a “Copy” of the original form so that we don’t have to start from scratch.

Double click the “Main” form, when it opens click “Save As”, choose a Name and click Save.
Now the new Form is listed in the Form list.

Customize the new Form:
1. Drag and drop the Services Preferences section of the form closer to the top.
2. Delete the Opportunities Sub-Grid.
3. Choose “OK”, then save and close the form. We now need to assign the security Role(s) to the form.
4. Highlight your new form, and click “Assign Security Roles”
5. Choose the “Customer Service Representative” and “CSR Manager” Roles and click OK.
6. Publish the Account entity and the new form can now be accessed.
**NOTE: If a security role has not been specifically assigned to a Form, the default form for the entity will display for that user.

MSCRM 2011: Using the Shortcut Menu for Views and Records

Suppose you are working with one record type and you want to quickly navigate to another. For example, you are working in the Opportunities grid and you want to do something with Accounts, such as make a change to a record you have just made some other changes to. In CRM 4.0 you would have to do the following:

* Click on Accounts in the left navigation pane and wait for the default view to load.
* Locate the record you need to update. Open its form, make and save the changes and close the form.
* Navigate back to the Opportunities grid and continue working.

In CRM 2011, you can do this all without leaving the Opportunities grid:

* Hover over Accounts on the left navigation pane.
* Click the flyout menu to the right of Accounts.
* Click the recently changed record to open its form, make and save the changes, close it and pick up where you left off back on the Opportunities grid