Quick Tip: Add users to CRM Online 2011

Let’s say you’ve just deployed Microsoft Dynamics CRM Online 2011, and you want people to start using it. The way you do that is to “invite” them to become users. In CRM Online, you can have up to as many users as you have licenses. In other words, the number of licenses doesn’t change when you add (or remove) users.

It’s easy to add users with the built-in dialog or “wizard” that presents a series of interactive pages. We’ll walk you through inviting people to become Microsoft CRM Online users below.

You will need to have a System Administrator security role or equivalent permissions to perform this task.

Navigate to Settings > System > Administration and click Users.

 Add users to CRM Online 2011

Click New in the ribbon above the Users view (see below).

 Add users to Microsoft CRM Online 2011

The Add Users Webpage Dialog opens (see below). Specify the Business Unit: you would like the user added to (“xRM” in the case of our example) and click the Next button.

 Add users to CRMOL 2011

The next page of the dialog asks you to Select Security Roles for the user you are adding (see below). All Security Roles are listed, including any created during Microsoft Dynamics CRM Online configuration and customization. We have selected the “CSR Manager” and “Delegate” security roles by checking the boxes to the left of their names. After you have selected all desired roles, click the Next button.

 Adding users to CRM Online 2011

The dialog asks for the First name, Last name, and Email address of the user you are adding (see below). Note: The e-mail address must be a valid Windows Live ID. Add this information to the fields circled below and click the Add >> button.

 Adding users to CRM Online 2011

You’ll see that the full name and e-mail address of the user you just entered has been moved to the right column titled New users: (see below). As a shortcut, if there are any other users with the same business unit and security roles, you can add them now using the left-hand fields and the Add >> button. When all the users you want to add are included in the New users: column, click Next.

 Quick Tip to Adding users to CRM Online 2011

The dialog now asks if you would like to Send E-mail Invitations to the soon-to-be-created users. We’ll leave the Add new users and send invitations now option selected and click Create New Users.

 How to add users to CRM Online 2011

The dialog displays a Summary (see below), listing the number of Users added successfully. Note: If you would like to add more users with different business units or security roles, click Add More Users to start the dialog again. When you are finished adding users, click the Close button, and you are all done!

Adding users to CRM Online 2011 How To

Now that you have finished adding users to your system, all that’s left is for them to follow the instructions they receive in their invitation e-mails, and they will be able to sign in to CRM Online 2011.

Are you looking to arm your users with some Microsoft Dynamics CRM Online Training so they are properly prepared to use the product? One great source of training is the CRM Success Portal by xRM.com, a Microsoft Partner with competencies in Customer Relationship Management (CRM) and Hosting, and the provider of this blog.

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Quick Tip: Set Personal Options in CRM Online 2011

Businesses are always looking to hire developers for Microsoft Dynamics CRM Customization and Configuration, but there are configurations that can be made on a more personal and cosmetic level that do not require assistance from a developer. Microsoft Dynamics CRM Online 2011 contains several personal options that are unique to every user and can be customized to match the preferences of a user. In this article we’ll walk you through some of the basic personal changes you can make to your CRM Online 2011 environment. Some of the options that we will be configuring are only available if you are using the Microsoft Dynamics CRM 2011 for Microsoft Office Outlook client, so we will be guiding you from the perspective of a user with the client installed.

From Microsoft Office Outlook, open the File menu, click on CRM, and then click on Options (see below).

Set Personal Options in CRM Online

The Set Personal Options dialog opens (see below in all screen shots). We’ll step through some of the handier settings.

In the General tab, the Show Get Started panes on all lists option (see below) controls the appearance of the Get Started panes in the CRM Online interface, which will provide a helpful overview throughout your use of CRM Online 2011 by popping up over your lists and providing you with links and tips to common tasks. We recommend leaving this checked until you feel you are familiar with CRM Online 2011. (Note: Even if you turn on the Get Started panes in your personal options, you will not be able to see them if your system administrator has turned them off globally—for everyone. Ask to have the option to show these turned on again via Settings > System > Administration > System Settings > General > Set the display option for Get Started panes.)

Set Personal Options in CRM Online

If you scroll down in the General tab, you’ll notice some other options (see below). Under Set the number of records shown per page in any list of records, we recommend changing the Records Per page value to “100”. This will increase the number of items listed when browsing CRM Online 2011, and really saves time when trying to find specific items in a long list of data. If you need to use a different personal default currency than the default currency that your system administrator sets for the organization, choose it in the Currency field.

Quick tips set personal options in CRM 2011

Click on the Synchronization tab (see below). The Schedule automatic synchronization with Outlook section allows you to configure how often the Microsoft Dynamics CRM 2011 for Outlook client synchronizes with the Microsoft Dynamics CRM 2011 database. By default it is set to 15 minutes. We recommend increasing the period between synchronizations to either 30 minutes or 60 minutes to maintain available bandwidth and minimize the possibility of synchronization errors.

Quick tips personal options in CRM 2011

Click on the Workplace tab (see below). This tab allows you to configure the Select which groups are displayed in the Workplace pane option. Personally, we prefer to add the Sales and Service groups to the workplace area by checking their respective boxes.

Tips for CRM online 2011 set personal options

Last but not least, let’s configure the e-mail tracking options. Click on the E-mail tab, and look in the Select the e-mail messages to track in Microsoft Dynamics CRM section (see below). Change the value of the Track option to All e-mail messages” and click OK. By default, Outlook only tracks e-mails in Microsoft Dynamics CRM that you manually tell it too (or responses to e-mails that are already being tracked). Enabling automatic tracking saves you time by removing that manual step.

Personal Options CRM Online 2011

That’s it! Just like that we’ve tweaked your CRM Online 2011 settings to fit you a little better. We recommend that you continue to tweak these settings to see what is right for you. Check out more tips from xRM.com at our Microsoft Dynamics CRM Blog or learn more about Microsoft Dynamics CRM Hosting.

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Add Filters to Saved Views

Personal views in Microsoft Dynamics CRM Online 2011 deliver access to records most important to you. Over time, you may need to refine these views with filters in order to support your changing needs. These filters help provide a more focused view of your data.

When you create personal views in Microsoft Dynamics CRM, you typically use Advanced Find in order to filter the records. In this walkthrough, we will set additional filters on a previously saved view by using the Filter button in the ribbon.

In this example, we will use a personal view called “Opportunities Projected to Close This Year”. As the end of the calendar year approaches, we find ourselves needing to focus on Opportunities with a high probability rating. Therefore, we will add a filter to this view that will show us Opportunities with a probability rating of 70 or above.

Note: This task can be performed by anyone with a default security role in Microsoft CRM Online.

1. Navigate to Opportunities in the Sales module (see below), and then select the view you wish to add filters to using the view selector. In this example, we are working with a personal view called “Opportunities Projected to Close This Year”, but you will use your own. In the Data section of the ribbon, click the Filter button.

 Add Filters to Saved Views in CRM Online

2. Filter arrows will appear in the grid column headers (see below). Notice he probability ratings of the records as well. We will narrow this list down to Opportunities with a probability rating of 70 or higher.

 Add Filters to Saved Views in CRM Online

3. Click on the arrow next to Probability (see above). When the dropdown menu appears, click on Custom Filter… (see below). Users of Microsoft Office Excel might notice the similarity to the column filters in Excel. It’s handy to now have that functionality in CRM Online views too.

 Add Filters to Saved Views in CRM Online

4. In the Select Operator field, select Is Greater Than or Equal To (see below). Set the probability rating to “70”, and then click OK.

 Add Filters to Saved Views in CRM Online

5. On the View tab of the ribbon, click the Save Filters button (see below). The additional filter has now been applied to the saved view. From now on, this view will present us with records with a probability rating of 70 or higher.

 Add Filters to Saved Views in CRM Online

If you want to learn more about using filters to sort through records in CRM Online, xRM.com invites you to sign up for the our CRM Success Portal. There you can watch tutorial videos that expand on the subject, as well as many other important tasks in CRM Online.

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See Rapid Results with Quick Campaigns

In Microsoft Dynamics CRM Online 2011, campaigns allow you to track the activities, costs, lists, planning, responses, and schedules of your marketing and outreach efforts. xRM.com has also created a Constant Contact integration for Microsoft Dynamics CRM in order to extend this campaign functionality. There are some cases however, that simply require you to distribute a campaign activity, such as a letter, phone call, or e-mail, to an impromptu list without the overhead and tracking of a full campaign. With CRM Online, you can distribute a single campaign activity to a group of accounts, contacts, leads, or marketing lists.

This task requires permissions that are found in any default marketing or sales security roles in Microsoft CRM Online (CEO-Business Manager, Marketing Manager, Marketing Professional, Sales Manager, Salesperson, System Administrator, Vice President of Marketing, and Vice President of Sales). In this walkthrough, we will create a quick campaign in order to track follow-up tasks for a group of Lead records.

1. In the Marketing module, click Leads in the left navigation pane (see below). Select the records you wish to include in this quick campaign. In the Add tab of the ribbon, click the Quick Campaign button. Choose For Selected Records from the drop-down menu, which will then open the Create Quick Campaign Wizard form.

 See Rapid Results with Quick Campaigns CRM Online

2. The first page of the Create Quick Campaign Wizard (see below) outlines the steps you are about to take. Click Next to proceed.

 

3. The next page of the wizard appears (see below). Enter a name for this quick campaign. For the purposes of this walkthrough, we will name it “Sample Leads Quick Campaign”, and then click Next to continue.

 See Rapid Results with Quick Campaigns CRM Online

4. The next page of the wizard appears (see below) where we select the activity type and decide who will own the activities. There are a few choices, but for this campaign, we are designating a phone campaign to ourselves. In order to do this, select Phone Call in the Activity Type box. For the Assign these activities to option, select Me. Once we are done, click Next.

 See Rapid Results with Quick Campaigns CRM Online

5. Since we chose Phone Call as the activity type in the previous step, we are presented with the Phone Call form (see below). Fill out the Subject and Description fields, and then click Next. Note that only the Subject field requires data entry, as specified by the red asterisk.

See Rapid Results with Quick Campaigns CRM Online

6. The final step of the wizard summarizes the specifications of the quick campaign (see below). If everything is correct, click Create to complete the wizard.

See Rapid Results with Quick Campaigns CRM Online 

7.  After completion, you can verify that you have successfully created your new quick campaign by clicking Quick Campaigns in the left navigation pane in the Marketing module (see below) and seeing it listed in the view.

 See Rapid Results with Quick Campaigns in CRM Online

8. The final step would be to follow up on the phone call activities generated by the quick campaign, and make the calls. The user to whom the phone calls were assigned can find them in the Workplace module, under Activities (see below).

See Rapid Results with Quick Campaigns in CRM Online 

If you want to learn more tips and tricks for CRM Online, we invite you to sign up for the xRM.com CRM Success Portal. There you will find tutorial videos that will improve your CRM Online skill set, including a video about the xRM.com Constant Contact integration with Microsoft CRM.

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