Tuesday, April 26, 2016

Crystal Reports : Date Math

One of the many things you will want to do with a bona-fide date field is calculate age.
Crystal makes it easy for us here; as long as we're comparing two date type fields, we can perform simple math.
Let us suppose that the date field in question is {CONTACTS.SOURCEDATE}, which represents when a particular prospect was imported into our database.

1. We can see how many records were imported in the last seven days

{CONTACTS.SOURCEDATE} <= CurrentDate() - 7

2. Or how "old" any particular record is, expressed in days


3. To calculate the age in years, we must use the Crystal DateDiff function:

DateDiff("yyyy", {CONTACTS.SOURCEDATE}, CurrentDate())

The "yyyy" specifies we want the answer in years; "m" and "d" are also options (months and days, correspondingly)

Crystal Reports : Multi-Element Parameters

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 : 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.

GoldMine : Quickest Ways to Schedule

A client recently asked: It seems like a lot of steps to create an activity in Goldmine. Is there a quicker way?

There are several shortcuts to create an activity in Goldmine. My favorite method is below:

* Look up the contact that you would like to schedule
* Highlight the contact > Press F7 to open the calendar
* Pick a date > Click the Schedule drop-down > pick Activity type
* The Schedule Activity window opens with the contact filled in

Enter the remaining information about the activity and click Save. You're done.

GoldMine : Increasing the Recently Viewed Contact List

A client asked: Under the Contact sidebar, can I expand the number of contacts recently viewed?

Yes, you can set them to show up to 99 contacts:

* Select Tools > Options > System tab
* Under Navigation > increase Recent items shown
* Logout and log back into Goldmine
* Open the Contact Search > select/open Contacts

You will see the Recently Viewed items list increase as you open new contacts.

GoldMine : Changing the Default Search Field

A client recently asked: When I click the Search button, it opens the Contact Search to automatically search by Contact. Is there a way to set this default to something other than Company or Contact?

Yes, you can "memorize" a field so that it appears by default:

* Select Tools > Options > Lookup tab
* Modify Default lookup by field > select Remember Lookup By
* Open the Contact Search Ceenter > select Email as the lookup
* Lookup by email > logout of Goldmine

When you log bck in, click the Search button. Email should appear as the default Lookup By field.

Monday, April 25, 2016

MSCRM - Where did my template go?

Have you ever uploaded a personal template to CRM and then wondered how to delete it? I did this recently for a client where I wanted to upload a system template but accidentally created a personal template. To delete the personal template, you can use advanced find. Look for "Personal Document Templates" and you should see yours listed.

MSCRM - Viewing Dialog Comments

As explained in another blog post, dialog comments can not be retrieved and used from the process without writing a plugin. If you just want to see what people are adding to the comments area, you can use advanced find. The comments are stored in the process sessions for the dialog.

When you open a specific process session, you can scroll down to the comments section and see what the user entered.

You can also set up a simple advanced find to see your comments and export them to a spreadsheet.

MSCRM - Dialog Comments

Dialogs are a type of process in CRM where you can guide a user through a specific set of steps in order to gather information from them. They are similar to workflows in that you can build if-then statements and create/update CRM records. Learn more here.

If you've ever worked with dialogs, you may know that there is a comments section on the form by default. There is no way to remove it (that I know of). Anything added to this box can not be retrieved and used later without writing a plugin so as an administrator, we don't want users to enter anything in this box. 

And as a user, this might be very confusing.. They see "Click to add comments" and naturally assume that this is where they can add additional information about the record they're working on. Unfortunately, that's not the case so I would suggest including a note to inform the user.

Sunday, April 24, 2016

ZOHO CRM - New location for customization tools

If you have done any customization in your Zoho CRM account, you know that to reach the customization tool menu, you would just click the Setup link in the upper right hand corner, then click customization, or click right to one of the customization submenus right there.  The user interface has just changed recently, where the only sub-menus available now are Modules, Tab Groups and Web Tabs.  All of the other module-related sub-menus can now be found at the Module level, once you select a module:

ZOHO CRM - Creating Templates just got better...

When saving a template, Zoho will now warn you if a merge field you specified in the template is not currently defined for the module! Before, if you were typing in the merge fields and happened to mistype a field name, the merge field wouldn't work and you would have to manually trouble-shoot to determine why a particular field wasn't populating properly.

ZOHO CRM - Mobile App - Find Contacts near me feature...

We all know that the Zoho CRM Mobile App is great for salespeople on the go, but I wanted to point out what I think is the BEST feature the mobile app has to offer... "Contacts near me".

When you Tap on Contacts, the default view is your list of contacts, but if you tap again on the View title at the top you are presented with a list of alternative views:

Choosing Contacts Near Me results in this Map display:

All the contacts in your database within a defined* radius to your location are represented by a clickable pushpin.  Tap once on the push pin to identify the contact, tap again to get to the phone number and tap a third time to dial.

*Radius is configured under settings -> Search Settings - slide bar sets the radius in either miles or km.

This view is also available for Leads!

NOTE - finding this view in the new mobile app - Click on the "map" icon:

Sunday, April 3, 2016

Salesforce.com - Global Picklists

As of today it's only available in developer and sandbox editions, but we wanted to review something that's coming soon.  Global picklists are the ability to add the same values across objects.  You can edit one list of values, which will take effect and change all values such as leads, accounts, or opportunities (this really helps with mapping between leads and accounts).

They are also very secure, locked down and only editable by admins.

Go to setup -> Create, then "Picklists.

Click "New"

At this point it looks and feels like your normal picklist area where you add the values, order them, etc.

Written by Prahba Krishnamurthy

Salesforce.com - Using Relative Data Values

This is something that I bring up with clients a lot as it's a great tip to know.  I want to put this list here to be honest so I have a quick reference to get here -- otherwise I end up Googling something like "date values in views and reports salesforce" to get the same list.

Essentially, I use things like this a lot for views.  Let's say I want to create a view for contacts not touched in "the last 90 days".  To do so, some folks create a view and do a "greater than or equal to" putting in a specific date - no need to do that at all.  Relative date values will help.

Here's the full list: https://help.salesforce.com/apex/HTViewHelpDoc?id=custom_dates.htm

However, a snippet of that is here:

Here I can do things like this in a view and it keeps a "rolling 90 days" instead of a fixed 90 days.  Hope this helps!

Salesforce.com - Using Global Picklists

In this example, we'll explore how to add that global picklist to the account object.

As expected, you need to add it from the account fields area.  So we'll go to Setup and search for "accounts".  Click the "fields" item from the list.

Click New for a new field at the bottom of the screen where you can add custom fields.

On the first screen, select "picklist" like you normally would.

On the next screen (picklist definition), this is where it will change and we'll select the global picklist option.

Add in your field and label names as you normally would add a field.  Click Next.

On the next screen, choose which global picklist you'll use on this object.  Remember, global picklists will have the same choices on all objects which is very useful when mapping picklists (such as lead to account mappings).

Now, when we add it to the form, you'll have that picklist availble (add it to the form like any other form through the page layout editor).

Written by Prahba Krishnamurthy