Friday, December 26, 2014

MSCRM 2013: Setting Up Automatic Campaign Responses

Campaign Responses may be generated automatically when an email response to a marketing campaign is received if the email is being tracked in CRM.  Note: SYSTEM ADMINISTRATOR role is required.

If you're using the CRM Web Applications, Navigate to Settings>Administration>System Settings.  Select the Marketing Tab and set Create campaign responses for incoming email to Yes:

If your using CRM for Outlook:   In the Navigation Pane, expand your organization if necessary, and then click

Settings > System > Administration > System Settings > Marketing tab.

Set the Create campaign responses for incoming email option to Yes.


MSCRM 2013: How to Create a Quick Email Campaign from a Marketing List

Quick Campaigns are fast and easy to set up.  Here's how:

Select the records you wish to send an Email to.  You may use a Marketing List or select the records from a View or Advanced Find.  In this example, we'll use a marketing list.  Select Create Quick Campaign from the More Commands area or Click the “+” Add New icon from the Quick Campaigns subgrid:

The Quick Campaign Wizard will guide you through the process.

Note: Checking the box "Select Whether email activities should be closed" will cause emails to be automatically SENT to the Marketing List members upon creation of the Quick Campaign.  If you do not check the box, the emails will remain in Draft form and will NOT be sent:

When the Campaign Wizard is completed, the Quick Create Campaign is also completed.


MSCRM 2013: How to Create a Dynamic Marketing List

In Microsoft Dynamics CRM, Marketing Lists are used to send marketing materials to prospective or current customers.  Marketing Lists can be targeted at Accounts, Contacts, or Leads.

Create a Marketing List 

Navigate to Marketing==>Marketing Lists

Click the “+ NEW” button and enter the required fields on the form.  For List Type, select Static if you prefer to add or remove members manually.   For our purposes, we'll select Dynamic to use a dynamic query that retrieves the updated list of members.  A Static copy of a Dynamic Marketing may be made, more on that later.

Note: Members cannot be added to a Marketing List until it is Saved/Created.

Once you have saved your Marketing List,  Add Members either by clicking on Manage Members or clicking the “+” (add New icon):  

Create a new query or use an existing View.  In this example, we want Active Contacts in PA: 

Click "Find" to preview the list of records returned by the query.  When you are satisfied, Click "Use Query".  Now the current members of the Marketing List are displayed on the form:

Individual members cannot be added or removed from a Dynamic Marketing list, only the Query can be modified.  Since this list is dynamic, it will change as your Contact records change.  To preserve at "snapshot" of the Contacts in the Marketing List at a given time, click on the COPY TO STATIC button:

A copy of the Marketing List with the date/time appended to it is created.  

That's it, N'joy!

Tuesday, December 2, 2014 - Requesting Updated Contact Information - Requesting Updated Contact Information

Every so often it’s a good idea to reach out to your contacts and ensure that you don’t have outdated contact information. Salesforce provides a useful Stay-in-Touch Requests feature that allows the contact owner or administrator to send an email to the contact requesting updated contact information.

To request updated information, follow the steps below;

Navigate to the contact you want to request updated information for. Click on Request Update button.

You’ll then be able to customize your email message to the contact. Once you’ve done that hit send.
After clicking send, the contact will receive an email from Salesforce. This email will have a link that will open a contact details form. When the contact fills the details and clicks Send, the contact information for that contact will automatically get updated in the Salesforce organization.

Monday, December 1, 2014

Crystal Reports : Viewing Selection Criteria

When the Selection Criteria becomes very complex for any given report, I often find it helpful to display the whole Selection Criteria right on the report.
To do this, you need to insert a "Special Field" from the Field Explorer.
Select Insert | Special Field.
Drop down the Special Fields list.
The field we want to insert is Record Selection Formula.
You will also notice that the Group Selection Formula is also available here.

Crystal Reports : Decimal Precision and You

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 : Deriving the Day-of-Week from a Date Value

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.

Crystal Reports : The "automagical" Multi-Element Parameter

When using a parameter that accepts multiple values, you will notice that you can't just drag it onto the report. We must pass it to the "Join" Crystal Function to "split" the values out.

Our parameter field is called {?UserID}, and accepts multiple values.

Create a formula with the following code:

Join({?UserID}, ", ")

This will return all UserID values within the {?UserID} parameter, separated by commas.

Crystal Reports : Pasting Formatting

In order to shorten the time it takes to make a report look nice, we can use the format painter to first, "copy" the formatting from one field, then "paste" it onto another. Formatting includes everything under the formatting options menu, including things like decimal places, currency symbol, etc.

1. Click on the object you want to "copy" the formatting of.
2. Go to Format | Format Painter on the top level menu
3. Click on the object you want to apply the formatting to

Note: Some versions of Crystal will not have this menu option, but will instead provide a format painter toolbar icon, in the form of a little paintbrush.

GoldMine : Scheduling 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:
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.

GoldMine : Activity Roll-overs

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 : Using Partial E-mail Replies

If you use and love GoldMine email like I do, this is a nice little tip.

When replying to an email you may only want to quote part of the original text.

To do this, select the text you would like to quote with your mouse (highlight it).

Then hit Reply. You'll see that only the selected text is now quoted at the bottom of your reply.

If your GoldMine email doesn't quote by default, go to

Tools | Options | Email | More Options

Make sure thet "Quote original message by default" is selected.

GoldMine : Using Custom Tab Names

Here's how to change the default names of the GoldMine "Tabs" (lower half of the Contact Record);

1. Click the arrow to the left of the tabstrip.

2. Click Customize.

3. Single click to select a Tab Item in the list, click Rename.

4. Enter in your new Tab Name, hit Ok.

5. Now OK your way out!

Pro Tip: Click "Customize tab labels globally" to affect everyone.

GoldMine : Organizing E-mail Templates

Did you know that you can change the name of any E-Mail Template at any time? This is useful, as when creating a new template, it's usually not obvious how you want the name to look.

1. Select GoTo | Document Templates from the top level menu.

2. Find the template in question, right click on it and select Edit.

3. Simply replace the text in the subject line with your new name.

4. Hit the "Save" button in the upper left hand corner.

Pro Tip : If your version of GoldMine is "new" enough, you should be able to rename right from the Document Templates window by selecting the template and hitting the F2 key.


Zoho has recently pulled support for their Quickbooks Desktop Plug-in due to low interest. If you're one of the ones that WAS interested and now find yourself in a bind - here's the solution...!  itduzzit, together with your intuit sync manager will integrate your desktop quickbooks account with your cloud-based Zoho CRM account.

You can find the intuit sync manager under the file menu (Or Online Service menu for 2012 or older). If you don't already have an intuit account, you can set one up from here as well.  Once you get your intuit sync account established and your Quickbooks company file sync'd you are ready to go...

Create your itduzzit account (  Click on Connections in the main navigation bar, and connect both your Quickbooks Desktop (via your intuit sync manager) and your Zoho CRM.  Once you have your individual accounts connected to itduzzit, you can now establish the integration.

The integration can be built through a super-easy-to-use user interface.  Its a simple matter of
  • When this happens (source application)
  • and these conditions are met (optional filter)
  • Do this
Pricing is very reasonable. See price chart below:  Try it for free!!

ZOHO CRM MOBILE - Find Contacts near your location with a tap!

Did you know that your Zoho CRM mobile application has a great little feature on the view menu called "Map View - Contacts Near Me" that will show you the contacts in your CRM within a specified radius... on a map!  This is a perfect feature when you're on the road and you find your self with some extra time.  

To access the feature, go to your contact module then tap on your view list at the top of the screen (the default is All Contacts).  Tap on Contacts Near Me under Map views.

To change the search radius, tap on the settings gear wheel and scroll down to Search settings.  Use the drag bar to change the distance to be searched.


If you're a ZOHO CRM user and are interested in integrating your accounting software with your CRM you should look into using the cloud based Zoho Books application.  Its a nice little accounting application that does pretty much what a small business owner uses out of Quickbooks, and it integrates very nicely with Zoho CRM.

Some key features are the ability to auto-charge a client's credit card (requires the use of external payment gateway account) and a built-in client portal where clients can login, view their invoices, pay their bills and update their account information.

For more information visit or contact us at The Marks Group for a free demo.