Monday, August 26, 2013

Crystal Reports : Using Suppress or Reveal

While designing a report, you may find it helpful to Suppress (hide) sections, easily Revealing them later.
Within Crystal, right-click on the Section name on the left hand section of the designer.
Then 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.

Crystal Reports : Formatting Multiple Objects

You may select multiple fields in the Design View by Control – Clicking multiple objects. To easily apply formatting to all selected fields, right-click on one and select Format Objects.

Remember, CTRL-Clicking "adds" items to your "list" in almost every area of Windows!

Crystal Reports : Parameters with Multiple Values

When creating a parameter field that should allow the user to select multiple values, make sure to check the Allow Multiple Values checkbox in the field properties window. This way you can still use the equals operator (=) in your Select Expert, yet test for multiple values.

Crystal Reports : Pulling Out Starting and Ending Values from a Range

If you are using a date parameter that is Ranged (i.e. a single parameter field that prompts for a starting and ending date), you will probably want to display these dates on the report. This helps prevent confusion as to what data is included in the report. To do this, we will need to create two formula fields, one for the starting date and one for the ending date. The formula fields will use the Minimum and Maximum Crystal functions.

For this example, our parameter field is called {?DateRange}

Formula field #1 (Starting Date) : Minimum({?DateRange})
(Pulls out the minimum value of our range)

Formula field #2 (Ending Date) : Maximum({?DateRange})
(Pulls out the maximum value of our range)

Crystal Reports : Formatting as Currency

Any numeric field can be formatted as "currency" by:
1. Right-click on the field itself
2. Select "Format Field"
3. Go to the "Common" tab
4. Select your Style (i.e. thousands seperator, etc)
5. Click the checkbox labeled "Display Currency Symbol"

GoldMine : Filtering Pending and History

You can easily view your History and Pending items by particular users, particular dates, etc.

* Click on the History Tab of a contact
* Next to Activity click on the down arrow and choose E-mail Out
* You will now see a listing of just outgoing e-mails to that contact
* Your choices in the drop down list will be any of the activities you have completed for that contact
* You can do the same with any of the headers on the history tab
* You can output the information into Word or Excel by right clicking in the History area and choose Output to and the information will be put into an Excel Spreadsheet or a Word document
* When you have finished, make sure you go back to the drop down under the column header and choose "All" or you will only see the activity you have chosen to view on all of your contact records.

GoldMine : Rolling Over Activities

Those of you who use the GoldMine calendar will know what I'm talking about.
Each morning, when you log into GoldMine, you see it whiz trough a bunch of pending activities, essentially moving them all to today's calendar.

This is a good idea; it makes sure nothing falls through the cracks.

However, you may wish to pick and choose what kinds of Activities roll over, and which ones do not.

Go to Tools | Options | Calendar

Check (or uncheck) the "Auto Roll Overs" checkboxes on the right hand side. Each checkbox corresponds to an activity type.

GoldMine : Lookup List Comments

A GoldMine user asked: I’ve customized my Lookup Lists, but is there an easy way to keep track of what the codes and initials mean?

Within a lookup list, a double forward slash (//) will separate your actual data from comments you want in the lookup list. Nothing to the right of the slashes will apppear in the data field.

* Pull up the Lookup List you want to add comments to
* Choose the field entry to modify, and click Edit
* After the data in the Enter the F2 Value box, add a space
* Add // and another space, and then a comment about the data.

It might look something like this:

IEM // Internet Email Function

Click OK to save. In the example above, while the comment ‘Internet Email Function’ would show when the user brings up the Lookup List, only the field data ‘IEM’ would go into the actual field on the contact record.

GoldMine : Logging Field Changes

A GoldMine user asked: Someone is changing our database! How can I track who it is?

It can be frustrating trying to figure out who changed the information in a field and trying to remember what the previous value was. A name changed, a company misspelled, addresses changed incorrectly can all be a problem.

Fortunately, there is a quick and easy solution.

Right-Click on the field in question and select Properties on the field label. Then select the Security tab and check Log changes in history. This setting is universal (affects all users and all contacts).

Now, whenever changes are made to that field, the user making the change, the date, the old value, and the new value will be logged on the History tab.

GoldMine : Scheduling Against 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:
1. Open the GoldMine Calendar and click Schedule Appointment
2. Click the icon next to the Contact shown
3. Click New > Add. Select contacts to add
4. Click Schedule and multiple contacts appear on the Calendar

To complete the appointment:

1. Open the Calendar, right click and select Complete
2. Enter any information and click Complete All Activities

The activity is completed for all contacts scheduled.

Friday, August 2, 2013

MSCRM: Duplicate Detection Rules

In order to keep your CRM data (that you worked so hard to gather and cleanse before importing to your CRM system) clean and reliable, duplicate detection rules should be added to your system. Duplicate Detection will identify and prevent identical or similar records. You can define the criteria upon which you wish to detect the duplicate records in the system. There are two kinds of rules that can be defined:-

1. Single Entity Duplicate detection rule – In this type of rule you can define the criteria of duplicate detection within an entity. For example, Contact records are duplicates of each other if they have same value in Email attribute.

2. Cross Entity Duplicate detection rule – Here you can define the criteria of duplicate detection across two entities. For e.g. Contact records are duplicates of Lead records if they have the same value in Email attribute, i.e. if there is a lead record whose email address matches to some contact record, then this lead record will be the duplicate of that contact.

To define your custom duplicate detection rules navigate to Settings -> Data Management -> Duplicate Detection Rules area in CRM. You will see the Duplicate Detection Rules grid, where you can do perform different operations on Rules: create, edit, delete, publish, etc. Following are the steps for setting up the rule:

* Define a base and matching record type. The Base record type is the record type on which you wish to detect the duplicates, while the Matching record type is the record type in which you wish to look for duplicates. Therefore, for a Single entity rule, the Base record type and the Matching record type will be same, since in that you wish to detect the duplicates within that entity only. In the case of a Cross entity rule, like ‘Contact records are duplicate of Lead records if they have the same email address’, the Contact is the Base record type, since you wish to detect the duplicate accounts, and Lead is a Matching record type since you wish to look for the duplicate records of contact in lead. Note: For an entity there is a limit 5 published duplicate detection rules for a particular base record type.

Note: Only the entities which have duplicate detection enabled at the entity level appear in the record type picklist for defining the rules on them. You can enable or disable the duplicate detection for an existing entity or a new custom entity from the Customization Area. In Settings -> Customization -> Customize Entities. There is a checkbox to enable or disable duplicate detection for the entity.

* The attribute/attributes of the Base record type which you wish to compare to for detecting duplicates needs to be specified. A matching record attribute of the Matching record type which you wish to compare with needs to be defined.

* The Criteria used for detecting duplicates is specified. It can be Exact Match\Same First Character\Same Last Character

* Specify the No. of Characters – In the cases where the criterion is Same First Character     or Same Last Character, you need to specify the number of characters to compare.

* A new rule is always created in an ‘Unpublished’ state. In order to activate that for using you must ‘Publish’ the rule.

You need to also enable the duplicate detection by going to Settings -> Data Management -> Duplicate Detection Settings. Here you will specify when the detection rules should be invoked. Following are the instances in which they can be run:

* At run time as soon as you create or update a record you wish to be notified of any already existing duplicate record.

* When you are synchronizing your records created in Outlook offline. This can be further enabled or disabled on the per user basis, from the Tools -> Options settings in the outlook client.

* When you are importing the records via the Data Import tool.

Taking the time to set up these duplicate detection rules for your organization will help to ensure that the data in your CRM system is reliable and up to date.

MSCRM: Set Regarding versus Track

A client recently asked “What is the difference between the "Track" and "Set Regarding" options for promoting emails to CRM?"

"Track" is a quick way to just promote the email into CRM without further classification. "Set Regarding" not only promotes the email to CRM but also classifies it to the appropriate account, contact, opportunity, case etc. at the same time. The option to automatically track emails can be found in the CRM Outlook Client personal options Email tab. Here you can specify whether emails should be automatically tracked and which emails should be tracked:

* All Email messages

* Email messages sent in response to CRM emails

* All Emails sent from CRM Leads, Contacts and Accounts

* Email messages from CRM records that are email enabled.

CRM will try and auto-resolve all of the contacts on the email distribution list to a CRM contact, or user record. The email is implicitly classified by the "From" email address that it was sent from (or "To", "Cc", "Bcc").
If CRM, cannot resolve a contact from the distribution list, it will show as unresolved. If CRM is able to successfully resolve the email to a contact record, the email will then appear in all the resolved contacts "Closed Activities". Not only that, the email will also appear in parent "related regarding" roll-up views. 

The above is performed as part of email resolution process regardless of whether you elected to use "Track" or "Set Regarding". Which therefore means that had you just used the "Track" option for the email, you still are able to have it be associated with the appropriate contact and parent account.

Therefore for emails if your only requirement is to track the email to the corresponding contact record in CRM then selecting "Track" should be sufficient.

If you wish to relate the email to some other "less obvious" entity (case, opportunity, lead etc.), then you need to use the "Set Regarding" feature.

MSCRM: Editing System Views

A client recently asked if it was possible to modify system views and if so how is it done.
Following are the steps to accomplish modifying a system view:

* Go to Settings, Customizations, Customize the System and under Entities, Choose the Entity whose system view you would like to change.
* Click on Views and click the View that you would like to modify.
* Open the View, and Choose to Add Columns.
* Check the Columns that you wish to add and click OK.
* Place the new columns in the positions in which you wish to have them displayed.
* Choose Save and Close.

* Publish All Customizations
The system view will now show the modified columns.