Monday, December 12, 2011

GoldMine : Changing the number of Recently Viewed Contacts

One of the nicest things about the new GoldMine is the list of Recently Used Contacts along the upper left hand side.

By default only five are shown, to increase the number of records in this list;

1. Select Tools | Options | System tab

2. Change the number in the "Recent Items Shown" box (the max is 99)

3. Restart GoldMine

I find this invaluable when I need a sense of who I've been working for recently for followups.

GoldMine : Removing Menu Items

It may sound a little strange; why would we ever want to remove Menu Items from GoldMine? If anything, we are usually looking to add items, have it "do more" for us.

Sometimes, however, less is more. Especially if we are now talking about a new user. Especially if we have put into place a good data model with supporting standards and practices. Certainly, at the least we need to "lock up" the sharp tools to prevent catastrophic mistakes from happening.

Here's how it works; one a per-user basis, you may remove specific menu items.

1. Select Tools | Users Settings

2. Select the user you'd like to Edit, select Properties

3. Select the Menu Tab

4. Use the Menu Tree to Enable or Disable single menu items for the User

5. You may save this Menu "Template" by clicking Save. This makes it easy to create one "end user" Template and then apply it to other users.

GoldMine : Sending Texts with GoldMine

Did you know you can send an SMS Text message to a phone with GoldMine? I have a client that uses this to send driving directions to field service technicians.

1. Select Actions | Call Contact | Send SMS/Text Message

2. Select the appropriate phone number from the drop down (lists all the available numbers from the Current Contact record)

3. Select the mobile Carrier (AT&T, Verizon, etc)

4. Type in the Text message you wish to send

5. Click Send

Note that the SMS now appears in the Contact Record history.

GoldMine : Dealing with your Tabs

We recently did a fairly large upgrade for a client from GoldMine 6.7 to 9.0, and I was reminded of how much I struggled with the new "tabbed" interface. Here are a few things I learned while getting acclimated to the "new style".

- I use a lot of GoldMine e-mail, and usually end up with a ton of E-mail tabs. Selecting Window | Close all will close all Tabs except the Current Contact Record.

- You can switch between the Tabbed Interface and the "Old Style" by clicking on the little tab with four boxes (upper left hand area of GoldMine). To re-enable the Tabbed interface, simply maximize any GoldMine "child" window.

To be honest, I learned to love my GoldMine tabs; it just takes awhile.

GoldMine : Tagging 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.

Friday, December 9, 2011

MSCRM 2011: Quick Campaigns

In Microsoft Dynamics CRM Online 2011, there are two types of campaigns – marketing campaigns and Quick campaigns. A full marketing campaign allows you to track the activities, costs, lists, planning, responses, and schedules of your marketing efforts.

There are some cases however, that simply require you to distribute a campaign activity, such as a letter, phone call, or e-mail, to an impromptu list without the overhead and tracking of a full campaign. With CRM Online, you can distribute a single campaign activity to a group of accounts, contacts, leads, or marketing lists through a Quick Campaign.

Creating a Quick campaign:

* In the Marketing module, click Leads in the left navigation pane. Select the records you wish to include in this quick campaign. In the Add tab of the ribbon, click the Quick Campaign button. Choose For Selected Records from the drop-down menu, which will then open the Create Quick Campaign Wizard form.
* The first page of the Create Quick Campaign Wizard outlines the steps you are about to take. Click Next to proceed.
* The next page of the wizard appears. Enter a name for this quick campaign. For the purposes of this walkthrough, we will name it “Sample Leads Quick Campaign”, and then click Next to continue.
* The next page of the wizard appears where we select the activity type and decide who will own the activities. There are a few choices, but for this campaign, we are designating a phone campaign to ourselves. In order to do this, select Phone Call in the Activity Type box. For the Assign these activities to option, select Me. Once we are done, click Next.
* Since we chose Phone Call as the activity type in the previous step, we are presented with the Phone Call form. Fill out the Subject and Description fields, and then click Next. Note that only the Subject field requires data entry, as specified by the red asterisk.
* The final step of the wizard summarizes the specifications of the quick campaign. If everything is correct, click Create to complete the wizard.
* After completion, you can verify that you have successfully created your new quick campaign by clicking Quick Campaigns in the left navigation pane in the Marketing module and seeing it listed in the view.
* The final step would be to follow up on the phone call activities generated by the quick campaign, and make the calls. The user to whom the phone calls were assigned can find them in the Workplace module, under Activities.

MSCRM 2011: Dynamic Marketing Lists

One of the new features of Microsoft Dynamics CRM 2011 is Dynamic Marketing Lists.

A marketing list can consist of one of the following kinds of records: Leads, Accounts, or Contacts. Additionally, getting the records on a list is a manual process. Advanced Find can be used to create and modify this list but in the past we needed to manually re-evaluate or manually remove records from the respective lists.

In some scenarios, the marketing list should be static (for example, the guest list for your sixteen year old’s birthday party) but there are even more scenarios where the people on the list you want to target is growing and in some cases shrinking.

To create a new Dynamic Marketing List:
* Navigate to Marketing->Marketing Lists->New
* From there, you’ll notice a radio button group in the middle of the window where the user has the option to select either static or dynamic. Once we provide a Name and Member Type, we will select Dynamic and save the record. Once saved, you’ll notice that you’ll have the option to add members or convert the list to a static list if you choose.
* The next step involves creating the query which will populate the dynamic list. To do this, click on the Manage Members button. This will open an Advanced Find window where you can enter a query. In this example, let’s find those contacts from Pennsylvania (PA).
* Next, click on Use Query. This results in our marketing list being automatically updated!
* So, what happens when a new Account from Pennsylvania and a Contact at that Account is added to the system? The new contact is automatically added to the list.

This list can now be used in your marketing campaigns. This new feature is a great addition to the latest version of Microsoft Dynamics CRM 2011 and certainly creates a more flexible and easily managed environment for marketing managers and users alike.

MSCRM 2011: Conditional Formatting in Views in Microsoft Dynamics CRM 2011 for Outlook

One of the new features in Microsoft Dynamics CRM 2011 for Outlook is the ability to apply conditional formatting to records in a view. In Conditional Formatting, you specify certain criteria for those records that should be displayed differently in a view. You can set the color and font of these so that the records that match the criteria setup are then displayed in a special way. Conditional formatting is only available with Microsoft Outlook 2010.

Conditional formatting is useful because the data is then shown in a way that makes it stand out. The ability to see important data in a different style allows users to see which records in the system take priority over others. Note: The formatting you apply is applied per view.

Below are the steps for configuring the Open Opportunities view in Microsoft Dynamics CRM 2011 for Outlook with Estimated Revenue greater than $5000 in red bold text:

* In Microsoft Dynamics CRM 2011 for Outlook, navigate to Open Opportunities. On the ribbon, click on the View tab and click on View Settings.
* Click on Conditional Formatting and then click on Add and give the conditional formatting rule a name.
* Click on the Font button to select the conditional formatting font style. Click on Condition to define the condition to use in the rule.
* In the Filter window, click on Advanced and then select the Field drop-down-list.
* In the list of options, select User-defined fields in folder. This will allow you to select fields from the Opportunity record. Select Estimated Revenue {number} as the conditional field, is more than as the condition, and enter 5000 into the value field. After we have configured our criteria, click on Add to List. Note: You can add multiple criteria to the conditional formatting rule.
* Click on OK in all windows. The conditional formatting will now be applied to the Open Opportunities view.