How to Set Up Global Search in Microsoft Dynamics 365

Global Search is a feature of Microsoft Dynamics 365 that should not be overlooked. It allows you to query multiple entities simultaneously with the magnifying glass icon in the upper right corner of the screen.

While out-of-the-box, Global Search is set up with default settings, customizing the entities and fields it searches to meet your business needs is simple. Let’s detail both parts: selecting entities and selecting fields.

Selecting the Entities for Global Search

Within Dynamics 365, click the down arrow to the right of the current app name, choose the Settings tile, then click Administration within the System column.

On the Administration page, click System Settings. In the window that appears, within the General tab, scroll down to the Set up Search section. Click Select to select the entities for categorized search.

The Selected Entities column shows the entities that Global Search currently pulls results from. As you can see, currently it’s only querying 8 different entities. This is how it will be set up out-of-the-box, but you can actually include up to 10 entities. Be careful, as you can select more than 10 entities in this window, but when you save, you’ll receive an error if there are more than 10 selected. You can do a couple different things in this window.

Here’s a quick rundown:

  • Select an entity by clicking it in the Available Entities section, then clicking Add.
  • Remove a selected entity by clicking it in the Selected Entities section, then clicking Remove.
  • Change the order results are displayed in by clicking a selected entity, then clicking Move Up or Move Down.

Click OK when all desired entities are selected.

Click OK again to close the System Settings window.

Selecting the Fields for Global Search

 

After setting up the entities to search, you need to update the Quick Find view for the entities you included in Global Search so that the desired fields are being searched within each of the entities.

Click the down arrow to the right of the current app name again, choose the Settings tile, then click Customizations within the Customization column.

Click Customize the System. In the window that appears, click to expand the Entities section, then click the name of one of the entities you selected for Global Search to expand. Within the desired entity, click Views. In the list that appears, find the Quick Find view, click the check mark to the left of the view name, then choose Edit from the More Actions dropdown menu.

In the window that appears, you’ll see a table that shows the columns of information that will display in the Quick Find view for that entity. To the right of the table, you’ll see Add View Columns and Add Find Columns.

Click Add Find columns and check the boxes to select the fields to search on for Global Search. For example, if I add Address 1: City, and Address 1: State, then I can type a city or state into Global Search and return a list of the accounts located there. Click OK when finished.

You’ll notice that the columns shown in the table will not change. This is you’re simply adding fields to search on, not fields to show in the view. If you want to change the Quick Find view, use Add View Columns, then use the arrows to rearrange them.

When you’re finished, click Save & Close.

globalsearch8

Now, in order to activate these changes, you must click Publish All Customizations.

That’s it! You’ve selected custom entities and fields to use for Global Search.

For more videos, blog posts, and information on Microsoft Dynamics 365, visit xrm.com!

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Photos of xRM at the NAB Show

View a few photos we took while we were away at the NAB Show, we attended the NAB Show as a Microsoft Partner in the Microsoft Booth, which was huge, showing our new Demo that integrates Microsoft adCenter and Microsoft Dynamics CRM using the xRM Framework. Our demo was a success at demonstrating the xRM framework and its capabilities.

We were there with a few other Microsoft Partners along with the Silverlight and Mediaroom Teams.

 Click here to view the gallery.

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xRM at NAB

We’re back at NAB for our annual presence as a Microsoft Partner in the Microsoft Booth at the National Association of Broadcasters Show (NAB). There is heavy foot traffic this year and the Microsoft Demos are looking great. We are here with a few other Microsoft Partners along with the Silverlight and Mediaroom Teams. Behind us sits an 80 inch touch screen that I must say seems like something out of Minority Report.

We have an exciting new demo we have put together which demonstrates the integration of Microsoft adCenter and Microsoft Dynamics CRM using the xRM Framework. This is a great way for us to show of the underlying xRM framework and its capabilities. With this demo it is easy to see how powerful this framework is and how it can be used to create any variety of line of business applications easily through the point and click interface.

If you would like to see a demo of xRM in action you can check it out at Hosted Microsoft CRM

This is great opportunity to push the xRM Platform and get to network with our partners as well as meet all the industry professionals who have taken the time to come out and see our new solutions and what we have to offer.

If you want to check us out, the Microsoft Booth is located at the entrance of the Lower South Hall. We are on the corner of the Microsoft Booth.

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Merging Data | Microsoft Dynamics CRM

Microsoft Dynamics CRM allows you the option to merge two accounts or two contacts. On Merge a person can select which fields in each record are accurate and using the data from the selected fields the primary record is updated and the secondary record is flagged as deactivated.

This ability to merge is fairly powerful because of the human interaction. A human can easily tell which of the data from individual fields is most accurate when data gets really messy, whereas a system would have to have more rules and black and white requirements.

Good for review of a few duplications, but not as good for mass cleanup.

A couple of things to watch out for, if you merge two contacts and those contacts are uniquely tracked in two different peoples Outlook. The deactivated or secondary contact would be unlinked. This means that one person might not be too happy.

If you have a lot of cleanup to do you will want to consider how that data is being used “offline” or in other applications before your cleanup efforts.

Once the data is cleaned up you might want to review your deactivated data for further cleanup via the delete functionality.

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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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Adding CRM Links to your e-mails

Microsoft Dynamics CRM 4.0 has small features that are not widely publicized, but make your life easier.

One of the many that I have discovered is that you can automatically email links to almost any view in CRM 4.0.  If you were to email a co worker asking the status of an account then you will email the link as well. This allows your co worker the open up the account via the link with only one click as opposed to going into CRM 4.0 and looking up the account.

Follow these simple steps:

1.     In CRM 4.0 select the Account(s) that you would like to enquire about.

2.     Click More Actions, Send Shortcut, Of Selected Items. If you select only one account you can Select the account then right click your mouse and click on Send Shortcut. Please note that you can only email ten links at a time.

 

3.     This takes you to Outlook. At this point you can treat it as regular email

 

 

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In the News

Microsoft Dynamics CRM 5.0 will be released next year with such enhanced functionality as improved user interface and data visualization features, better sales and marketing capabilities, and closer integration with SharePoint.   Several next-generation accelerators are already available, including a partnership relationship plug-in that lets businesses adapt CRM for sales leads and opportunity management for channel partners. Microsoft Dynamics will also expand its reach into social networking through the use of accelerators—specifically one for Twitter.  Companies will be able to not only monitor customer feedback on products and services, but also analyze those comments and develop marketing responses to the “tweets.” Read more.

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