Tuesday, March 29, 2016

Crystal Reports : Providing a Checkbox

Let us assume we want to display a checkbox on a report. In our example, we are looking to visually identify if a Crystal Formula is returning TRUE or FALSE.

The way this works is by selecting the "wing-dings" font for a formula and then programmatically changing what character is displayed.

1. Right-click on your formula and select "Format Field"
2. Click on the Font tab
3. Select "Wing-Dings" from the Font dropdown list
4. Click on the Common tab
5. Click on the "X-2" button to the right of "Display String"
6. Paste in the following formula, substituting your {@FUNCTION}


This will automatically produce an unchecked box or a checked box, depending on the value of {@FORMULA}

Crystal Reports : Combining Text and Data

You can actually insert data fields into text fields onto your report. This helps make text fields look "cleaner". We'll use a Starting Date and Ending Date as an example:

You'd like to have the text "From {Starting Date} to {Ending Date}" on the report header.

Step #1 : Create an empty text field and insert it onto the report.
Step #2 : Insert both the Starting Date and Ending Date fields onto the report.
Step #3 : Click into the text field and type in "From ". Make sure you type a space at the end.
Step #4 : Now drag the Starting Date field directly onto the text field. You should see a text cursor appear (a vertical line) within the text field. This is where the data field will be placed.
Step #5 : Click into the text field again and type " to ". Again, make sure to provide a beginning space and ending space.
Step #6 : Now drag the Ending Date field directly onto the text field. Position it using your text curaor as a guide.
Step #7 : Resize the text field to assure that the whole string can be displayed properly.

The result : Your text field will now read "From 12/01/2008 to 12/31/2008". Combining text and data this way assures the spacing between "From" and "to" is always accurate.

Crystal Reports : Using the Print Date and Other Special Fields

When printing the same report frequently, it helps to have the Print Date somewhere on the report. That way, you can always be confident of which report version you are looking at.
Within your Field Explorer, find the Special Fields group. Within that group, find and insert the Print Date field into your report. This field is automatically updated every time you refresh the report. Another popular Special Field is Page N of M, which can be inserted into the report footer to easily provide a page count.

GoldMine : Logging History 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 : Using Comments in Lookups

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 : Creating a Group

A Gold Mine customer asked: How do I use a SQL Query to create a group?

First, run your SQL Query so the results are on the screen: Tools > Filters and Groups > SQL Query tab.

Switch to the Groups tab > Click on New Group.

Enter a Group Name.

The Code field can be used for anything you'd like. Since Groups are static, i.e. they do not automatically update, it’s a good idea to put in the date they're created so you know at a glance when the group was created.

Be sure the Build Group box is checked, click OK.

In the Group Building Wizard, click the SQL Query Records radio button. (If this is grayed out it means there is nothing appearing in the SQL Query tab.)

Click Next.

Choose whether and how to sort your group, if you want any fields brought over into the Reference field, and if you need to limit the size of the group.

Click Next > Finish.

ZOHO.CAMPAIGNS - Going from Draft to Send...

When using ZOHO.CAMPAIGNS to format and send email blasts to your CRM Leads/Contacts, you'll notice that you are required to submit all campaigns for approval before you can send them out.  This is Zoho's way of making sure the content is appropriate. Before you are granted approval, your campaign is considered a Draft, and you are unable to send it anywhere.

Once you request and receive approval your email campaign is ready to go and you should see a Send button.  If you don't, the most likely cause is that you clicked the Edit button AFTER you submitted the template for approval.  Doing this negates the approval.  Just submit it again and you should be good to go!

ZOHO CRM - Automate Lead and Quote Conversion!

Zoho has now made it possible to automate lead and quote conversion by adding Conversion as an available action in workflow!

The only trick.... auto conversion is only available as an action, when Field Update is chosen as the Trigger.

Example:  Lead Conversion.  An Account and Contact record is automatically created from the Lead record, and you have the option to auto-create the potential record:

For the potential record, you can choose to populate the amount field with the value from a field in the lead record as shown above.

ZOHO CRM - Signatures Explained

There are two types of signatures in Zoho CRM - one is your User Signature and the other is a Mail signature...


Set your User Signature:

  • Setup->Personal Settings
  • Scroll down to Signature Area
  • Click Edit (on the right)
This opens an html editor for you to use to create a signature.  It can include, images, lines, etc... have fun and create something really unique!

Use the User Signature - when creating Email templates, you have the option to attach a User Signature when the Email template is used for in Worklfow.  It is this User Signature that is attached to the email.


Set Mail Signatures:
  • Email Tab
  • Click Settings (upper right in gray)
  • Click Signatures in left hand menu
  • Click Add Signature button and choose associated email account (if you have more than one)
This too opens the html editor for creative signature making!  

The email signatures are used by the email client when sending an email directly with the email client (similar to outlook, and other email clients).

Friday, March 18, 2016

MSCRM - Recurring Tasks

Do you have specific tasks that you do on a regular basis and would like to automate their creation? MSCRM doesn't have the capability to do this out-of-the-box but with a few new fields and a simple workflow, you can do it yourself.

The only field that you need to create is an option set for the recurrence frequency. I called the field "Recurrence" and the options available are None, Weekly, Monthly, Quarterly. I'll review the workflow April's Tips & Tricks Google Hangout so make sure you join us!

MSCRM - Using Announcements

Did you know that there is a way to broadcast announcements and news to users in CRM? The Announcements feature can be handy if you need to alert users of specific events or if email isn't always effective. It can easily be added to a dashboard so that it's seen as soon as someone logs into CRM.

1. Create a new web resource for the announcements. The type will be Webpage (HTML).

2. In the text editor, on the Source tab add the following HTML. Be sure to save and publish your web resource changes.
     <body style="word-wrap: break-word;">
          <script type="text/javascript">window.location.href="/home/homepage/home_news.aspx?pagemode=iframe";</script>

3. Create a new dashboard or edit an existing one. Add a new Web Resource component and find the one you created via the lookup.

4. That's it! When you add new announcements under Settings > Administration, they will appear on the dashboard that you created.

MSCRM - Searching Explained

I was recently asked about the results that appear when you search from a specific view so I thought it would be a good topic to write about. I'm going to discuss Global Search, View Search, and Associated View Search.

Global & View Search
Using the search box in the blue bar at the top of the CRM window, will return results across all entities that are search enabled via System Settings. Using the smaller box when looking at an entity view will return results for just that entity. The results that are returned will depend on the Quick Find view settings. For example, if the Opportunity Quick Find view is filtered to show only open opportunities, then your search will return only the open opportunities that meet your criteria.

Global Search

View Search

Associated View Search
If you're looking at an associated view and use the search box from here, it will only return results within this view. This could be helpful if there are several associated records that you need to search through.

Thursday, March 3, 2016

Salesforce.com - How to add Library Content for Viewing within SalesForce

Go to Library tab and click on create new. You may have to enable the Libraries area if not visible on your tab bar.  To do so, click the + and customize your tabs.

I have created a “powerpoint sample” library in here.  Now to add content to library, click on contribute.

Choose a file, in our example, it will be a powerpoint and set sharing level.

I have saved as publish to shared library.  Once uploaded and saved, you can click on View content on the dialog that appears after save.

You can view the content as in-screen window document as below once uploaded and in the library.

Written by Prabha Krishnamurthy

Salesforce.com - Searching for Content within Libraries

Not only can you search tags and titles but also meta data of the document.  While tags and other data points can be created upon document upload, the text within the document can also be indexed for searching.

For example, if a document has a word “Java” in the content of the document, the content search will help retrieve the document.
To use Content Search, go to library tab and you will find the search on top left as shown below:

Written by Prabha Krishnamurthy

Salesforce.com - How to Enable Content & Understanding Permissions

To enable to use embedded content within Salesforce, go to setup -> Salesforce CRM Content.  Click the link to edit, then click the checkbox to enable.

Upon enabling, under Setup->Salesforce files you will see something like below, content permissions, etc.

Once enabled, search again for content and find the header "Content Permissions".  

This area helps set up permission for a user to view/edit/add/delete a library content like document/files.

Written by Prabha Krishnamurthy