xRM Teams with Akvelon to Provide Hosted Global Search

xRM has teamed up with Akvelon to provide the company’s Global Search application to Microsoft Dynamics CRM customers that have partner-hosted deployments. Global Search was previously available only to CRM Online customers and as an on-premises application. There are currently two hosted versions of Global Search available from xRM: Global Search Standard and Global Search Plus.

Global Search Standard enables you to conduct a single search query and get results from all entities in your CRM database. Global Search Standard costs $5 per user, per month.

Global Search Plus allows you to make a single search query that nets results not only from all entities in your database, but also from email attachments and documents uploaded to CRM. Global Search Plus costs $6 per user, per month.

Benefits of Global Search

Akvelon Global Search improves the productivity of your Microsoft Dynamics CRM users by giving them near instant access to all information within your CRM system. It virtually eliminates the frustrating problem of missing or misplaced data within your CRM database.

Features of Akvelon Global Search

  • Works in Outlook or IE
  • Searches inside tracked emails and attachments uploaded to CRM
  • Searches all records with a single query from any page in CRM
  • Search by Lookup fields
  • Displays results in a single view, categorized by record type

Click here to learn more about hosted Akvelon Global Search.

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Sales, Marketing, Service: What Else Can CRM Online Do?

If you have signed in to your Microsoft Dynamics CRM Online account already, you have likely noticed that it contains modules that correspond to the three main functions of CRM: sales, marketing, and service. Each of the three main modules can help you transform your operations in one area, improving the efficiency and effectiveness of your sales, marketing, and service efforts.

The Success Portal by xRM can help you learn how to use the Sales, Marketing, and Service modules to maximum effect.

Once you familiarize yourself with the basic functions of CRM Online, the question then is “What else can CRM Online do?”

The answer is “a lot!” Many companies have made use of the xRM concept built into Microsoft Dynamics CRM to create powerful add-ons. Products such as our xRM Web Gateway and xRM Constant Contact Integration make CRM Online even more powerful by adding features or improving the functions of CRM Online.

You can find dozens of such solutions in the Microsoft Dynamics CRM Marketplace. The applications of the marketplace are organized by business need, industry focus, and compatibility, and they are rated by Microsoft Dynamics CRM users. Many of the applications available for download in the marketplace offer free trials, and a few of the applications are available for no cost at all.

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¿Habla usted español? Translating CRM Online 2011 Customizations to Other Languages

In our last two posts, we examined how Microsoft Dynamics CRM Online 2011 supports multiple languages. We explained that the base language is the language chosen during CRM Online 2011 implementation and that additional languages can be enabled by a System Administrator. We then showed that users can choose their personal display languages from the enabled languages.

In this post, we cover how languages work with customizations.

Customizations must be created in the base language. Once created, their textual elements can be translated. That includes entity display names, field labels, etc. There are four steps to translation: export the text, translate the text, import the text, and publish the customizations. We’ll walk through the process below.

You will need to have a Security Role of System Administrator or System Customizer or equivalent privileges to export or import translations.

Navigate to Settings > Customization (see below) and click Customize the System.

The Solution: Default Solution window opens (see below). Click Export Translations. Please note: This export file will be large. As an alternative, for a smaller file, you could bundle just the entities you wanted to translate into a new Solution and export the text from that Solution instead, but that’s beyond the depth of this walkthrough.

 

A Message from webpage opens (see below), stating that Exporting customized labels for translation can take several minutes. Click OK when you are ready to export.

You will be prompted to save the file. The prompt will differ depending on your browser version (see an example below). Save the file in an appropriate location.

 

The file is a .zip file that you can extract and open in Microsoft Office Excel to make the edits. You may be able to translate the text yourself, or you could send it to a linguistic expert, translation agency, or localization firm.

Once you have completed the translation, .zip the file up again and import it into CRM Online.

Navigate to Settings > Customization (see below) and click Customize the System.

 

Te Solution: Default Solution window opens (see below). Click Import Translations

 

The Import Translated Text dialog opens (see below). Click the Browse… button and locate the translated .zip file. Click Import.

Your translations are imported automatically (see below).

The window refreshes and states Translations successfully imported. Click Close

Our focus returns to the Solution: Default Solution window (see below). Click Publish All Customizations to finalize the translation customization.

Warning: Publish All Customizations really means “All”. That includes customizations other System Customizers may be working on. If you are not the only one doing any customization, a safer method might be to open each of the components for which you provided translation text, such as entities, and click “Publish” instead. Companies that do a lot of customization sometimes designate one user as the “build master” who is responsible for publishing customizations by everyone else. This helps with “source control” or “change control”.

To verify that your published translations appear properly, change your display language to match the language of your translations by following the steps in our previous article, “¿Habla usted español? Enable additional languages in CRM”.

xRM.com specializes in CRM Online 2011 and Microsoft Windows hosting. Read more about xRM, a Microsoft CRM Partner today.

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¿Habla usted español? Install an additional language pack for CRM Online 2011 for Microsoft Outlook

In a previous post, we took a dive into how languages are handled by Microsoft Dynamics CRM Online 2011. We showed you how a System Administrator can enable an additional language in CRM Online 2011, and then we showed you how an individual user can choose that enabled language as their personal display language. That took care of anyone using CRM Online via a web browser.

What should users do if they use the Microsoft CRM Online 2011 for Microsoft Office Outlook client? One more step is needed. Each Outlook user will need to download the language pack locally on their own computer since the Outlook client runs locally too. Microsoft hosts many additional Microsoft Dynamics CRM Language pack downloads, and we’ll walk you through installing one of them below.

First, you’ll need to open the Microsoft Dynamics CRM Language pack page. (If you are asked to sign in to Windows Live, you can use the same Windows Live ID you use to sign in to CRM Online.) When the page opens (see below), use the drop-down menu next to Change Language: to choose the display language you want to install, such as “Spanish”, and click one of the Download buttons. If you’re a 32-bit user, download “CRM2011-Mui_ENU-i386.exe”. If you’re a 64-bit user, download “CRM2011-Mui-ENU-amd64.exe”. Save the file to your desktop temporarily when prompted.

 Install an additional language pack for CRM Online 2011 for Microsoft Outlook

Run the file you just saved on your desktop by double-clicking it. The Programa De Instalacion de Paquete de idioma de Microsoft Dynamics CRM 2011 (the Microsoft Dynamics CRM 2011 Spanish Language Pack Installation) application opens (see below) and begins automatically installing the Spanish language pack.

 Install an additional language pack for CRM Online 2011 for Microsoft Outlook

The window refreshes (see below) and now displays Instalacion completa (installation complete).Click Finalizar (Finish) to close the window.

 Install an additional language pack for CRM Online 2011 for Microsoft Outlook

Now that we have installed the additional language pack, all that’s left is to set a display language preference. From within Microsoft Office Outlook, open the File Menu, navigate to CRM, and click Options.

 Install an additional language pack for CRM Online 2011 for Microsoft Outlook

The Set Personal Options window opens. Click on the Languages tab, and change the User Interface Language and Help Language drop-down menus to reflect your language of choice, “Spanish” in our example, and then click OK.

Note: Be sure to follow the steps in the previous article first. A language will not appear in the drop-down menu below unless it is enabled in CRM Online by a System Administrator, even if you install the language pack locally for Outlook.

 Install an additional language pack for CRM Online 2011 for Microsoft Outlook

After a quick refresh, the main page will load in your display language of choice (see below).

 Install an additional language pack for CRM Online 2011 for Microsoft Outlook

That covers it for managing the display languages of your users. What we haven’t covered yet is how CRM Online 2011 and additional languages work in Microsoft Dynamics CRM Online configuration and customization. We’ll cover that in the next article of this series published on the xRM.com blog. Until then, hasta luego!

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¿Habla usted español? Enable additional languages in CRM Online 2011

Although English is undoubtedly one of the most widely used languages in the business world, not every company or CRM Online user prefers it. At the time of this writing, CRM Online supports over 40 languages, making it quite adaptable in today’s increasingly global business environment.

Before we start, let’s define some terms.

Base language = When a subscriber first creates a new Microsoft Dynamics CRM Online 2011 organization (an instance of the software), they are prompted to choose the base language. The “base language” is what the database, interface text, and help files are written in for that organization by default. It is the language that is used when automatic e-mail invitations are sent out to new users to give them access. It is also the language that any new customizations must be written in before being translated to other languages. Once the base language is chosen, it cannot be changed.

Additional language = An “additional language” is any language other than the base language. Unlike the base language, additional languages can be enabled and disabled as needed by anyone with sufficient privileges.

Display language = A “display language” is whatever language an individual user chooses to use. It can be the base language or any enabled additional language. Each user has two display languages, one for the interface and one for the help files. Both display languages are usually set to the same language but don’t have to be. Since display languages are personal options, different users can use different display languages at the same time on the same CRM Online organization.

Follow along below and we’ll show you how to enable an additional language and set your personal options to use it as your display language.

You must have a System Administrator Security Role or equivalent privileges to enable an additional language. You don’t need any special privileges to select your display languages.

Note: Each additional language uses about 18 MB (less than 1%) of your organization’s storage space, which you cannot recover by disabling the language. CRM Online comes with 5 GB of storage by default, unless you subscribe to more.

Let’s start by assuming we’re using a web browser to access a CRM Online organization that has a base language of English with no additional languages yet enabled. Our personal display languages automatically default to the base language, so what we see is in English.

Navigate to Settings > System > Administration (see below) and click Languages.

 Enable additional languages in CRM Online 2011

The Language Settings webpage dialog opens (see below). You’ll notice that the Status column shows that “Spanish” is currently “Disabled”. Check the box for each additional language you want to enable, “Spanish” in our example, and click Apply.

Enable additional languages in CRM Online 2011

The Confirm Language Change webpage dialog opens (see below). Click OK. The dialog closes.

Enable additional languages in CRM Online 2011

The Language Settings webpage dialog refreshes (see below), and the Status column now shows that “Spanish” is “Enabled”. Click Close to close the dialog.

Enable additional languages in CRM Online 2011
Now that we have enabled Spanish as an additional language in Microsoft CRM Online 2011, we can choose Spanish as the display language in our personal options. (This will not affect what other users see.)

Open the File menu in the ribbon (see below) and click Options.

Enable additional languages in CRM Online 2011

The Set Personal Options window opens (see below). Click the Languages tab, and set the User Interface Language and Help Language to your language of choice, “Spanish” in our example. After you have set your display languages, click OK to save your changes. The window closes.

Enable additional languages in CRM Online 2011

After the main page refreshes, you’ll see that the CRM Online interface is using your selected display language (see below).

Enable additional languages in CRM Online 2011

You can use this same method to enable additional languages other than Spanish.

If you are using the Microsoft Dynamics CRM Online 2011 for Microsoft Outlook client, you will also need to download and install the relevant Microsoft Dynamics CRM 2011 language pack for each display language you would like to use. We will walk you through this installation process in the next article in this series, and we’ll then follow that up with an in-depth run-down of how CRM Online 2011 deals with additional languages in regards to customizations and configurations.

Changing languages is easy in CRM Online 2011, but not all Microsoft Dynamics CRM configuration and customization is this easy. If you’re looking for an expert in CRM Online 2011, xRM.com, a Microsoft Partner with competencies in Customer Relationship Management (CRM) and Hosting, has a team of experts.

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Microsoft Dynamics CRM 2011 Sales Module

Microsoft Dynamics CRM 2011 has five different modules: workplace, sales, marketing, service, and settings. These modules are designed to help users achieve tangible, consistent progress in everyday business processes. Each module has its own function, and is integral to the effectiveness of Dynamics CRM 2011. This entry will focus on the sales module. The sales module is, quite simply, everything sales. With it, salespeople and managers can access and see all of their sales processes, monitor leads, opportunities, quotes, orders, and invoices.

The sales process starts with leads.  Leads are potential customers that are not yet qualified in your system.  Upon qualification of a lead, users can convert it into an account, contact, and opportunity.

  • The opportunity is a place to build a potential sale.  Line items can be easily attached to the opportunity, and amounts can be write-in or pulled from a product catalog. Sales stages that work in tandem with Microsoft CRM’s robust workflow engine can be setup to drive activity and close deals.
  • Quotes can be generated from the opportunity, which automatically pull in all of the opportunity details.  These quotes can then be pushed into word via a mail merge, they can be e-mailed directly to the customer through an e-mail template, or they can be generated into a highly customizable SSRS report.
  • After the quote has gone out, orders and invoices can be generated from the opportunity that can be made to integrate with your accounting system to complete the sales cycle.

Those familiar with the Microsoft Office 2007 or 2010 line of products will quickly find the user interface of Dynamics CRM 2011 a familiar one. It utilizes the Office Ribbon, which boasts contextual actions for the user’s present task. The ribbon updates itself with the appropriate actions as the user navigates through various areas in CRM 2011, like the sales module for example.

To learn in detail about how to effectively operate the Microsoft Dynamics CRM 2011 sales module, see the following videos.

Microsoft Dynamics CRM 2011 Sales Module Demo  – Part 1

Microsoft Dynamics CRM 2011 Sales Module Demo – Part 2

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Address Verification with Microsoft CRM @ Streamline Solutions

Don’t you find it a mind-numbing task to fill out contact information whether it is on paper or on computer?  Filling addresses is particularly exasperating. There are a myriad of addresses to complete……Billing Mailing, Physical, Postal, Business, Home, Corporate, Shipping. Phew!!! It’s just tiring reading about it, can you imagine filling out all that information?

Well, I am proud to say that we have a group of geniuses working at Streamline Solutions. They have made filling out addresses in Microsoft Dynamics CRM easier than “APPLE” pie. All you have to do is enter a street address and the Zip Code and it automatically populates the City, State and country for you.

 

 If you enter an incorrect zip code you will get an error message.

 

Pretty awesome, don’t you think? Now if I can just get them to automate putting down the toilet seat! 

 

 

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Update Rollup 6 for Microsoft Dynamics CRM 4.0

Microsoft has released Update Rollup 6. This is a tested, cumulative set of updates for Microsoft Dynamics CRM 4.0. It includes performance enhancements that are packaged together for easy deployment.

For more information about this release, see Microsoft Knowledge Base article 970148:

 

Install Details about Update Rollup 6

  • You must have Microsoft Dynamics CRM 4.0 installed to apply this update rollup. Update Rollup 1, Update Rollup 2, Update Rollup 3, Update Rollup 4, and Update Rollup 5 are not prerequisites.
  • You can uninstall Update Rollup 6. However, you should back up your databases before you uninstall Update Rollup 6. 

 

Download Update Rollup 6

Download Update Rollup 6 for Microsoft Dynamics CRM 4.0 now.

 

If you want more information remember to visit our Microsoft CRM website.

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Learning Made Easy

Are you tired of reading long drawn out software manuals and user guides? Are you too busy and need to learn an application real quick? How would you like to eliminate all that paper work and just dive straight into the application and start using it?

Education is very important to all of us at Streamline Solutions. We are always striving to find new and exciting ways to educate our customers. We have recently purchased a training aid called SHO Guide. If you are one of those individuals that does not like to read long tedious manuals and user guides then this is for you. There are no manuals and user guides to read through.

SHO Technology allows learning content at the moment of need, directly inside software applications.  The SHO Guide provides a user with easy to follow step by step instructions on how to complete a particular task directly into the workflow. SHO Guide has been optimized to interact with a variety of software applications as well as browser based interfaces. Movies, images and sound can be added to a SHO Script. At the end of a lesson a user has both learned and completed a real task. It is like having an expert at your side talking you through the steps needed to complete a task or procedure.

I have attached a few screen shots to show you how this works. As you can tell the balloon is your personal aid and you the user just follow the instructions. The instructions are on “How to Log In”

  

Figure1.1: Customer Log In

 

Figure 1.2:Username

 

Figure 1.3: Password 

 

 Figure 1.4: Log In 

Figure1.5: Thank You

 

You are now successfully logged In and it was relatively simple to follow the instructions. Streamline Solutions is looking to create scripts for all CRM procedures and make it available to their customers.

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Detecting Duplication for Microsoft Dynamics CRM 4.0

Microsoft CRM 4.0 has the ability to detect duplicate records with the same attribute. To enable this feature you will need to create a duplicate rule.

1.    Click on Settings, Data Management, Duplicate Detection Rule, New.

 

2.    The above window will have to be filled out:

·         Name the new rule

·         By default the Status Reason is unpublished. When the rule is published then the Status Reason is automatically set to published

·         Base Record Type is chosen by an entity which will trigger duplicate detection.

·          Matching Record Type is chosen by an entity analyzed for duplicate records.

Scenario 1:

If you want to detect duplication for the “First Name” and “Last Name” within contacts, select contact for “Base Record Type” and “Matching Record Type”.

Scenario 2:

If you want to detect duplication for the “First Name” and “Last Name” for a Lead and contact, select Lead as “Base Record Type” and Contact as “Matching Record Type”

3.    Click Save and Close. This will save the rule.

4.    If there is a duplicate record detected then you can Save Record or click Cancel.

 

 

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