How to Set Your Own Default Views in Microsoft Dynamics CRM 2011

This is simple but huge. New to Microsoft Dynamics CRM 2011, every user can set his or her own default view for every entity. That means whenever you navigate to an entity you commonly access, you don’t have to wait for the system default view to load and then choose another view. It’s a move in the right direction toward an interface that conforms to the user rather than the other way around. This is just one of the new personalization features in Dynamics CRM 2011. Used in conjunction with setting your own home page and creating your own personal views, setting your default views can save lots of navigating time and make your work more comfortable.

We will demonstrate this by setting My Open Leads as the default view for the Lead entity.

Note: This task requires no extra permissions beyond those found in all default security roles. It is available in all deployments of Dynamics CRM 2011, including CRM Online.

1.  Navigate to the Leads entity located in the Marketing module in the left navigation pane. In this example, All Leads is currently set as the default view. Next, we choose the view we wish to set as our default view by opening the dropdown menu listing all available views. To open the dropdown menu, click the arrow next to All Leads. Then we will select the My Open Leads view.

2. A highly touted improvement to Microsoft Dynamics CRM 2011 is the Microsoft Office Fluent user interface, especially the context-sensitive ribbon. The ribbon intuitively organizes and presents the commands most relevant to your current task. Now that we have opened our desired default view, we simply click on the Set As Default View button, logically located in the View tab of the ribbon. It’s pretty straight forward.

From now on, whenever we select the Leads entity, we will immediately be presented with the My Open Leads view. We can change our default view whenever we want and how often we want as well, and other users can set their own defaults. It’s personal!

If you wish to improve your fluency in Dynamics CRM 2011, you might be interested in xRM.com’s formal CRM Online training. You may also find our CRM Success Portal, which hosts numerous xRM.com produced Microsoft CRM Online tutorial videos, to be quite helpful. To learn more about CRM Online, we invite you to discover the xRM process.

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Edit Multiple Records, Part 1: Microsoft Dynamics CRM 2011

You may not know you can do this, but Microsoft Dynamics CRM 2011 allows you to edit multiple records at the same time. There are two methods. This blog entry, Part 1, gives a walkthrough outlining the steps using the Edit functionality. Next week’s blog entry, Part 2, will describe a more advanced method.

Note: This task requires no extra permissions beyond those found in all default security roles. It is available in all deployments of Dynamics CRM 2011 including CRM Online 2011.

Of the two methods, the Edit functionality is the easier one. This technique is ideal if you need to make a universal change to a number of records found in a single view. For this example, we will edit the Country/Region field in three sample records in the All Leads view.

1. Navigate to a view containing the records you wish to edit. In this example, navigate to Workplace > Sales > Leads and choose the All Leads view. (See below). Check the boxes next to the specific records that require editing. Click Edit.

2. Once the Edit Multiple Records window appears (see below), edit only the fields you wish to update. Fields left blank will leave the corresponding field within the records untouched. Any information you assign to a given field will be applied to all records you checked in the previous step. In this example, we are changing the Country/Region field to “U.S.” Click Save. The window will close and all changes will be applied.

3. Notice that all three records now list the Country/Region as “U.S.” (see below). Since we left all remaining fields blank in the Edit Multiple Records window, all other fields have been left unchanged.

Read next week’s entry on blog.xrm.com to learn an advanced method of editing multiple records at once.

The Edit function in Microsoft Dynamics CRM 2011 saves users the hassle of having to edit records one at a time. This is just one example of the many features in Dynamics CRM 2011 designed to make the end user’s life easier. If you wish to increase your fluency in CRM Online 2011, check out xRM.com’s formal CRM Online training. Follow this link if you are interested in getting started right away with Microsoft Dynamics CRM Online. For other deployment options, such as partner-hosted and on-premise, follow our xRM call to action.

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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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