Thursday, February 27, 2014

Crystal Reports : Show/Hide the Group Tree

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

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

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

Crystal Reports : Calculating the Week "Number"

Most reports use some kind of date math or date grouping (i.e dollars per month, week, etc).
Let us suppose we need to return the week "number" within any given year based upon a simple date. (Our fieldname will be {SALES.SALEDATE})

The DATEPART() function is what we need here:


1. The "ww" specifies that we want the "week number" returned.
2. {SALES.SALEDATE} is the date field to evaluate.
3. The final parameter, crSunday, specifies on what day the week starts.

Crystal Reports : Using Parameters with Multiple Values

Let us consider a parameter named {?UserID} within our Sales Report.
We can allow the end-user to select multiple UserID's by creating our {?UserID} parameter to "Allow Multiple Values". This is a checkbox on the main parameter property page.
This will allow the end-user to add however many UserID's to the report output they want. The "Allow Multiple Values" functionality is also transparent to the Report Selection Criteria.
{SALES.USERID} = {?UserID} will return every userid the end user has selected.

Crystal Reports : Changing Decimal Precision

In the case of "calculated" fields, especially where division is involved, the result can sometimes be a number like "10.25" or "13.53".

Crystal will default the formatting of such a result to include the decimal places as the calculation requires.
If you only wish to see the "integer" portion of the field in question, you need only to change the field formatting.

1. Right-click on the field in question
2. Select "Format Field"
3. On the "Common" tab, click "Customize"
4. Drop down the "Decimals" list to select your desired precision.
5. "Ok" your way back out.

Note : These Field Formatting options are only available on numeric fields. If your formula is returning a string, try using the ToNumber() Crystal function to convert it.

Crystal Reports : Display the day of week from a date

A client asked: I would like to display the day of the week on the detail line along with the date. How do I do this?

Using the example of CREATEON in Goldmine Contact1, you would do the following:

Create a formula using the DayOfWeek function called DayPosition as follows. This will create the numerical position of the date (e.g. 1=Sun, 2=Mon, etc)

DayOfWeek ({Contact1.CREATEON})

Then create a formula called DayName. This will add the name to the report (Mon, Tue, Wed). Use the function WeekDayName and add the DayPosition as the function detail

WeekdayName ({@DatePosition})

Drag the DayName formula to the detail row next to the CREATEON date. It will list the weekday name of the CREATEON date.

GoldMine : Logging Field Change History

Recently a client noticed that someone had made changes to fields in GoldMine and they wanted know if there was a way to find out who had made the unwanted changes. You can easily track changes to fields in the upper half of the GoldMine screen in history as long as you have Master rights in GoldMine. This can be done in both GoldMine Standard and Premium Edition.

1. Right click in the upper half of the GoldMine screen and choose Screen Design

2. Click on the field you want to track changes on

3. Double click on the field and choose Edit form the pop-up box

4. Go to the Security tab

5. Click on Log Changes in History in the Field Audit section

6. Click on OK

7. Click on Exit

Now each change that is made to that field will be recorded in history and will log who made the change, when the change was made, and what change was made to the field.

GoldMine : Copying Contact Details

Sometimes clients would like to just write a quick letter to a client and do not have the need to merge to a Word template. There is an easy way to copy the contact details into a letter!

1. Open the contact record who's details you wish to copy

2. Go to Edit/Copy Contact Details

3. The Copy Contact Info to Clipboard box will pop up with different options of contact details to choose from

4. Check next to Name, Title, Address

5. Click on Copy

6. Open Word and click on Paste and the Contact name, title and address will be pasted into your document

GoldMine : Linking via Drag and Drop

In an earlier tip we looked at manually linking documents or files into GoldMine. A quick and easy way to do this is to Drag and Drop documents.

1. Open the contact record where you wish to link the document

2. From Windows Explorer highlight the document you want to link

3. Hold the left mouse button and drag the file to the open record in GoldMine and release the mouse button

4. The Linked Document box will pop up

5. Fill in the name of the document and any notes (the link information will already be populated)

6. Ok your way out

GoldMine : Displaying Multiple Contacts

A client wants to know: How can you view multiple GoldMine records simultaneously?

By default, GoldMine displays one contact record at a time. If you also want to open other contact windows simultaneously, follow these steps:

1. Select Window | New Contact Window. This will bring up the Contact List.

2. From the contact list, select the second contact you wish to see and double click on that contact.

This opens the second contact window. You will see a second record tab at the top of your screen. Then, select Window > Tile Horizontally for a side by side view or Cascade Windows for a Vista-style window display

This option is particularly useful when you wish to compare two contact records in GoldMine. It saves time by eliminating the need to alternate back and forth between the two records.

GoldMine : Changing the Default Search

Did you know that you can change the default search field that the Search Center opens to?

1. Select Tools | Options | Lookup tab

2. Modify Default lookup by field | select Remember Lookup By

3. Open the Contact Search Center | Drop down the "Search By" list and select any field

4. Goldmine will now "remember" which field you were using for the Search the next time you open the Search Center.

Tuesday, February 25, 2014


If you're like me, you hate getting email traffic you're not interested in, right?  And don't you hate it when you click the unsubscribe button included in an email, yet they still just keep on coming because some body neglected to change a setting?

Zoho CRM has provided a super easy way to allow your email recipients to automatically unsubscribe from your bulk email traffic generated within your ZOHO CRM.  (What?  You didn't know you could generate bulk email with Zoho CRM?  See our last ZOHO tip!)  Follow these steps:

STEP 1: First, Create new or update pages on your website:
  1) LANDING PAGE, where your recipients will be directed after they unsubscribe.  It can be something as easy as your site header with a message in large font saying "congratulations, you have successfully unsubscribed from our newsletter!"  This can also be a great marketing opportunity to present information about your company. [publish this page]
  2) a page where your unsubscribe form will be hosted (or you can paste the unsubscribe form on your contact page, or another existing page [don't publish yet]

Meanwhile, back in your ZOHO CRM account...
STEP 2: 
  • Set-up-> Website Integration->Unsubscription form
  • enter the URL to the landing page you created:
  • Click Create HTML button
  • copy the HTML code 

Okay - Back in your website code:
  • paste the copied HTML into your website source code where you would like the the form to present.
  • save and publish this updated web page (have the URL of this page handy)
…and back we go into your ZOHO CRM account
  • Create (or add to an existing) email template: Set-up->Templates->Email Templates
  • type the word "unsubscribe" somewhere within your template
  • select the typed word "unsubscribe" and click on the link icon (pictured at right)
  • Select the URL radio button and enter the URL of your website page that contains the unsubscribe form you generated in Step 2 and added to your website in Step 3.
THATS IT!  Now, when a user clicks the unsubscribe link in your email template (that you built in Step 4), they will be directed to your website's unsubscribe form where they will fill in the requested information and click submit.  ZOHO CRM will  automatically update their contact data (meaning their Email Opt Out field will be set), and the user will land on your websites 'landing page' that you created in Step 1.


Did you know?  Zoho CRM has a rather robust built-in mass-emailing capability that can be used for things like email marketing campaigns to leads or email newsletter distribution to contacts. (NOTE mass emails can only be sent to leads and contacts).  Here's how you use it...

TO CREATE A TEMPLATE: Set-up->Templates->Email Templates.  Select the record type for which the template will be used (can only be used for one record type), and fill in the other descriptive information.

There are many options available to actually compose the email template, including using field data to personalize the mailing. Here is what the tool bar looks like:

METHOD 1: Click and Type directly into the editor window below the tool bar and use the tools to format your template.  Note: To insert "merge fields" into the template, select the field category and field name from the drop down lists at the top of the tool bar, then copy and paste the merge field value into your template. 

  • Create the template in HTML outside of Zoho CRM using Adobe Dreamweaver or any other HTML Editor, and upload all images/CSS used in the template to your website. Copy your HTML code.
  • Open the Email Template Editor as described above, then Click the HTML icon (outlined above)
  • In the code view mode, paste your code and click insert, then click Save
In your Zoho CRM Account, click on the module for which you created the template (Leads or Contacts) - for this example We'll use Contacts
  • Click on the module tools drop down list (pictured at right)
  • Select 'Mass Email Contacts'
  • Select your template from the drop down list. (note: you can't edit your template here)
  • To select the recipients you can do the following under the Select Records Tab:
    • Click Custom View Criteria, and then Select Custom View from the drop down list, or
    • Click Manual Criteria, to search and select the required records manually.
The system will display only those records that contain an email address. While sending mass emails to contacts, you can also specify the criteria based on the fields in the Accounts module.
  • Click Send.
Check-out our next tip about providing your recipients with an easy and automated way to `Opt Out` of receiving your mass emails…

BONUS TIP - To view the list of mass emails sent to a specific Lead or Contact, open the contact, scroll down to the Emails Section and select "Emails sent from CRM" in the little drop down list on the right.



Friday, February 21, 2014

MSCRM: Fun With Profile Pictures

The Dynamics CRM 2013 System entities have an image field next to the Account name that you can add an image to.  The Default image is uninteresting and easy to change, check it out:

1. Click on the image field:

2. Select an image file to upload, click OK:

3. Voila!


MSCRM: Deleting Personal Views

Sometimes in Dynamics CRM it's pretty straightforward to create something, not as obvious how to delete it.  Personal Views falls into that category.

Here's how to remove them.  Go into Advanced Find, Click Saved Views

You'll see a list of your Personal Views.  Check the ones you wish to remove and click Delete:

That's it!  ...I know, right, seems so obvious now :)

MSCRM: Dynamics CRM 2013 Using Business Rules to Show/Hide Field

Many of my clients are finding Business Rules to be an easy, no code way of showing or hiding a field based on the value of another field on the form.  What's that?  You haven't used Business Rules yet?  Let me back up for a sec.

The Business Rules feature is new for Dynamics CRM 2013.  Each entity- including custom entities, now has a section for its Business Rules.

The easiest way to create a Business Rule is from within a form.  Of course, you must have a security role which allows for customizing the entity.

Once in the form, Click on the Business Rules button at the top of your screen:

Existing Business Rules will be listed on the right side of your screen, click on New Business Rule at the bottom of your screen to create a new one:

Ok, back to our example.

We have an Opportunity field named Work Order Number.  It is not set to visible on the Opportunity form.  We want to show the Work Order Number field only if the type of Opportunity is a "Work Order".

 First, give the Business Rule name.  I've named this Business Rule "Show Work Order Number Field".  Next, set a condition to check if  the Opportunity type is "Work Order".

 Then add an ACTION to perform if the CONDITION is met.  In this case, we want to Set visibility:

The rest is as easy as 1-2-3-4

1. Select Work Order Number from the list of Opportunity fields.
2. Click the check to save this step
3. Save the Rule
4. Activate
OK, Now your back in your Opportunity form.  Click Body to go back to editing your form:


Wednesday, February 19, 2014



Sometimes, during our data migration phase in CRM, things may go awry… and I know you know what I'm talking about… ZOHO CRM makes it so easy to back out an erroneous data import so that you can try again with a clean slate.  The only rub is you have to do it within 30 days of the initial import.
To start, Click Set-up in the upper right hand corner of your Zoho CRM window:
Click the  Data Administration icon towards the bottom (you may have to scroll down a bit).  Once in Data Administration,   click Import History along the top nav panel.  
Select the data import you want to delete and click Rollback - and BOOM, its gone, just like that - No hunting around for the data you imported so that you can delete it piece by piece. SO EASY!