Archive February 2012

Shared View in Microsoft Dynamics CRM

Another great feature of Microsoft Dynamics CRM is the ability to Create and Share Views. In this post we are going to look at how we can do this and also how to remove them when they are no longer required.

Once you have created the parameters of your Advanced Find, click on Save As and name your view.

The saved View is now available for you to select from My Views from the View Dropdown menu within the record or alternatively by clicking on saved views in Advanced Find.

To share the entire view you must select Saved Views within Advanced Find, this usually bring up your Active Saved Views.

Note: By selecting the drop down option of saved views, it enables you to choose from the different views that are available.

To Share a particular view or update user preferences, highlight the view and select share.

A window appears that enables you to decide which other user(s) you would like to share the view with and what control they will have.

  • Read: Will allow the user to only read the view. Must be selected for the view to be shared.
  • Write: Enables criteria of the view to changed
  • Delete: User is able to delete the view. Once deleted by any user, the view is no longer available for user to view
  • Append: Not available for selection
  • Assign: Allows users to change the ownership of the view
  • Share: Allows the user to share view with other CRM Users/Team

The View will now be available for all users to access through My Views from the record, it was created for.

Once CRM users are familiar with the sharing of Views in CRM they may decide to share multiple views, which in some cases you may not require, thereby dramatically increasing the list of your views. Furthermore they may be some views that you no longer require.

Regardless of the access rights you have been granted, you are able to deactivate a view, so it no longer shows up on your list. This will not affect other users of the same view.

To deactivate the shared view you need to go back into Advanced Find > Saved Views, select the shared view that you want to deactivate and select deactivate.

Once a view has been deactivated, it can also re-activated, therefore no need to worry about getting access to the View again.

To re-activate a View go into Advanced Find>Saved Views on the drop down select the inactivate view option that you require (i.e. to reactivate a Shared View select Inactive Views Shared with Me). This will bring up all inactive views, select the View and click Activate.

Using shared views can assist in sharing information and prevent duplication of effort.

If you require any further assistance with Dynamics CRM (all versions) contact the CRM experts at Focus.

Filtered Views in Dynamics CRM

In Microsoft Dynamics CRM it is easy to create filtered views. This reduces the need to create Advance Finds and provides a more efficient way to create sets of data that can be used pro-actively

For this example we are going to use Active Contacts. We first need to select the filter icon next to the search entry box on the right and click add filter. This brings up a view of some key fields.

This can be expanded to see all the fields within the specific record type by clicking on “More” at the bottom of this list. In the case below we are assuming that you are aiming to contact prospects that have a specific Job Title.

By clicking on the Job Title field within the list a Custom Filter Box will appear, where you are able to set the parameter of the filter.

You select a specific Operator and your view will be created with contacts that have the specified job title.

For the example below this shows all contacts with the job title manager.

Filtering filters
A good tip when running filters is to be less specific with the first run of data. This is particularly useful when cleansing data. Often data will have been created with some errors and to cover this it is wise to start with a less specific search. Allow for spelling errors, abbreviations etc and search using a parameter that for example allows for data containing words or combinations of words rather than equals.

In the above example if any of the contacts had a prefix or suffix to the word Manager in the Job Title it would have missed them because we have used a search of Job Title: Equals “ Manager”. If we had used a search stating Job Title: Contains “Manager” it would have picked up Managers of different departments within Organisations.

If you require any further assistance with Dynamics CRM (all versions) contact the CRM experts at Focus.

Auto Creation of CRM Leads or Contacts direct from Outlook Emails and Meeting Requests

We are often asked whether it is possible to create Contact or Lead records directly within CRM from incoming emails or meeting requests? Well with Dynamics CRM 2011 you are able to do exactly that, without any manual intervention.

Dynamics CRM 2011 now has a personal setting that gives you the the ability to automatically create records of recipients from email or meeting requests.

Let us show you where this option is and how we can change it, if we need to.

  1. Go to File > CRM > OPTIONS
  2. This will open the following view
  3. Click on Email tab
  4. Ensure “create” field under Automatically create records in Microsoft Dynamics CRM section is ticked. As you can see the record type is “Contact”, meaning that CRM will automatically create a Contact record of the sender.  There is also the option to create a Lead, if that is more appropriate.

This shows how CRM can you save you a lot of time and effort by eliminating the need for manual tracking and creating Leads or Contacts records.

If you require any further assistance with Dynamics CRM (all versions) contact the CRM experts at Focus.