Folder-level Tracking in CRM 2015 Online
The Microsoft Dynamics CRM 2015 Online Spring Update introduced a new tracking feature: folder-level tracking. This means that any device that supports the Microsoft Exchange feature can have a seamless way to track email activities. Today's blog covers both methods, so let's dive in!
For Quick-Tracking, follow the steps below:
1. Create a folder in Microsoft Exchange and link it to the same Dynamics CRM record.
2. Now, when users move emails to the Exchange folder, all those emails will automatically be tracked into CRM. This all gets done without having to set regarding for a record in CRM.
This works with inbox email rules as well, which are set to redirect all incoming email to the Exchange folder automatically, and we can track the activities easily. Now, you don't need the CRM Outlook Client installed any more just as a tracking tool.
For Folder-level Tracking, follow the steps below:
Administrative level steps:
1. Navigate to CRM > Settings > Email Configuration Settings.
2. Set the Outgoing Email to Server-Side Synchronization or Email Router.
3. Enable "Use Folder-Level Tracking."
End user level steps:
1. Create an exchange folder.
2. Select the CRM records and the folder within by navigating to Personal Options to set the email configuration settings it needs to track.
With these new tracking techniques, quick tracking and folder-level tracking, users will have an improved experience for tracking email records within CRM, and that's something we can all get behind!
If you haven't made the jump to Microsoft Dynamics CRM 2016, what are you waiting for? The latest version is chock full of even better features than before. Make sure you check out our library of Webinars on Demand to see demos, feature profiles, our favorite features, and more on this topic and many, many more!
Trialing Dynamics CRM Online? Some Things to Consider [WEBINAR]
Trialing dynamics CRM? If you are one of many companies evaluating Microsoft Dynamics CRM, there are a number of things to consider before (and after) you start your free 30-day trial of CRM. Luckily, we’re here to help. Whether you’re a one-person startup or a company with 10,000+ employees, there’s a lot to think about when it comes to evaluating Microsoft Dynamics CRM and deciding if it's the right solution for you. If you’ve ever wondered . . .
- When should I start my free 30-day trial?
- Should I even spend time on a trial?
- How do I successfully begin my trial?
- When and how do I move forward?
. . . you aren’t the only one! Join one of our PowerObjects SMB experts, Patrick Jackson, on Friday, April 22nd at 10 a.m. CST for a 30 minute webinar to address these questions and more to help you get the most out of your services.
*Image source: Reddit.com
The CRM Minute: The Mystery of "The Cloud" [VIDEO]
We hear the term "cloud" used in the business world on a regular basis, but if you're like a lot of people, "cloud" is something you know, but might not necessarily understand fully. In today's episode of The CRM Minute, we are going to break down the mystery of the cloud by showing you what the Microsoft Cloud has to offer for your online Microsoft licenses (including CRM of course!) as well as our Microsoft Cloud by PowerObjects program! Let's get started!
Microsoft did a great job of listening to their customers when developing Office 365. Office 365 delivers the power of cloud productivity to businesses of all sizes, helping you save time and money and free up valuable resources. What's great about the cloud in this instance is that you can literally take your Office 365 suite of products anywhere and on any device. Let's take a look at how an Office 365 online subscription can benefit your organization and break down the “mystery of the cloud” by answering your burning Office 365 questions.
No matter where you are in your Dynamics CRM journey – whether you have bought your licenses or are looking to buy them, with Microsoft Cloud by PowerObjects you will get more out of your investment. A partnership with PowerObjects means you will always have access to a dedicated team who gets you, your needs, and your solution. PowerObjects will be able to manage all of your Microsoft CRM needs, and can deliver, manage, and support your Microsoft Cloud subscriptions. From service, to support, to billing – your CRM and Microsoft Cloud solutions are taken care of by PowerObjects.
VIDEO 1: Hi. I’m Cecilie, and today we’re going to talk about Office 365, and everything you keep hearing about The cloud. Read More
Password Expiration for Office 365 and CRM Online
As CRM Online becomes more and more popular, one of the issues that seem to pop up is the expiring of passwords. These usernamespasswords are inevitably changed when an integration comes along or perhaps with one of our PowerPacks. With a couple pieces of software we can set any users' password to never expire.
Both of these applications are available from Microsoft and are free to download. Make sure you have the correct version installed before following the steps below.
Microsoft Online Services Sign in Assistant
- If you are using the CRM Outlook client for CRM Online, you should already have this installed, if not you can click here to download this program
Windows PowerShell for Azure Active Directory
- Click here to download the file
Once these programs are installed, open the Azure Active Directory Module for Window PowerShell program:
Type in the following command
- Connect –MsolService and hit Enter
You will then be prompted to enter an Office 365 administrator user and password
If you have entered in correct username password, you will be brought back to the Powershell screen
Now we can enter in the following command to ensure the password will never expire
- Set –MsolUser –UserPrincipalName firstname.lastname@example.org -PasswordNeverExpires $true
- You will need to replace the email@example.com with the actual username that you want updated
There you have it! Now the conundrum of trying to remember your passwords are behind you. Please keep our other fantastic blogs in mind as you navigate the waters of Dynamics CRM!
Don’t Forget the SPF (Sender Policy Framework) for Dynamics CRM
Don't let the intentionally misleading title fool you...this blog isn't about sunscreen; this is about the Sender Policy Framework (SPF) and ensuring the emails you send from CRM Online get delivered correctly.
SPF is implemented within the Domain Name System (DNS) as text records (TXT) on a domain, and is used to help prevent email forgery by specifying the computers that are authorized to send mail for the domain. When an SPF-enabled mail server receives an email, it checks the DNS records of the sending domain for an SPF record and if one exists it checks to see if the sending IP address (or host name) matches the authorized senders listed in the SPF record. If it is listed, the email has "passed" the SPF check; if not, it has "failed," and is often marked as spam or bounced.
We're not going to debate the merits of SPF here, but if your organization publishes SPF records on its domain and you're implementing CRM Online, you're going to want to ensure that your DNS SPF records are updated to include Microsoft's outbound email relays as designated senders for your domain.
You can use the Windows PowerShell and its "resolve-dnsname" cmdlet to check on whether your organization uses SPF records. Simply open PowerShell and enter "resolve-dnsname yourdomain.com txt" to see all TXT records being published on your domain name. If you see an entry starting with "v=spf1" as in the example below, you're going to want to contact your DNS team and ask them to add "spf.messaging.microsoft.com" to it as in the example shown below for the powerobjectsweb.com/stg domain. If you don't see anything starting with "v=spf1," you aren't publishing SPF records on your domain and don't have to worry about it.
For additional resources check out this Microsoft knowledgebase article describing SPF records or look to the overview of the Sender Policy Framework (a.k.a. "Sender ID"). As always, keep an eye on our Dynamics CRM blog as we continue to write about all things Dynamics CRM.
Are You Getting an Error Accessing CRM via ADFS 3.0?
Have you ever attempted to access Microsoft Dynamics CRM via ADFS 3.0, and encountered an error like the one below?
"An error occurred. Contact your administrator for more information."
Using ADFS 3.0 and accessing CRM will result in the error you see above. This is due to the way ADFS 3.0 handles security—it doesn't utilize IIS anymore. To resolve the error, follow these steps:
- Open your ADFS 3.0 management console and click Authentication Policies, then click Edit.
- Make sure you have the sections highlighted in the screenshot below checked within your security settings.
- Restart ADFS service and attempt to access CRM again.
That's it! Of course, if your issues persist, you can always contact the pros at PowerObjects for help.
Using Office 365 Security Groups to Control Microsoft Dynamics CRM Online Access
If you are a Microsoft Dynamics CRM Online system administrator, you probably know that initial CRM user setup is performed in the Office 365 portal and then configured within CRM. But you may not know that you can use the Security Groups feature in the Office 365 Portal to enable or disable CRM access to custom groups of users you can create.
This feature can be useful for different scenarios, including:
- Limiting access for development or testing in non-production CRM Online instances
- Restricting access to the CRM Online production environment to system administrators only when importing a new solution set or other system maintenance
- Creating special groups for sales, service, or other business groups for more organized users management
There is actually a default security group that is pre-configured for Office 365 called System Administrators. This group includes all Office 365 users with global administrator rights.
Here's how it works. You must have global administrator rights in the Office 365 Portal. If you do, log in to the Office 365 Portal with your credentials to the home page. Once logged in, do the following:
- On the home page, select the Users and Groups link on the navigation menu on the left side of the page.
- This will take you to the Active Users list. In the upper near left of the page near the top center of the home page, you will see a link for Security Groups. Click on the link to take you to the security groups management pages.
- Left click on the + (plus) symbol to create a new group. This will open up a new page where you can enter your new security group name.
For this scenario, we will call our group Testing Users. This group will comprise of users that will have access to the CRM environment for testing new solutions. To create the group, do the following:
- On the entry page, enter the name of the group in the Display Name section.
- Next, left click on plus sign in the Members section to pop out the user selection tool to select the user(s) that will be part of this group.
- After entering the name, select Save in the bottom right corner to save your group.
Voilà! Your new security group is created. Now, let's use it to limit access to Dynamics CRM Online to our Testing Users. Go to the Office 365 CRM Online Admin Center by first clicking on the Admin dropdown on the Office 365 navigation toolbar, then selecting CRM from the dropdown list. This will open the CRM configuration page.
Next, select the CRM Online instance (if you have more than one) you want to edit and select the Edit button.
In the edit screen in the security settings section, use the search tool to look up your new Testing Users security group and select it. Click Save to save your selection and return to the main page in the Admin Center.
Then, click Save on the Admin Center page to save your CRM Online instance security settings.
That’s it! As long as the users in your group are licensed for CRM Online, access to the CRM Online instance will be restricted to the users in the security group. Other licensed users inside of CRM Online that are not in the security group will be disabled. To restore access, simply go back to the CRM Online Admin Center for that instance and clear the group name from the security settings.
Office 365 Promotion: 30% Off Dynamics CRM Professional Licenses
Many Office 365 customers have added Microsoft Dynamics CRM Online to their Office 365 subscriptions because of how seamlessly the tools integrate with Outlook and SharePoint. Well, there's good news! Microsoft is currently running an Office 365 promotion for customers who want to purchase Dynamics CRM Online licenses.
Effective now through March 31st, 2014, customers with either Enterprise Business plans (E3 and E4) or Mid-Sized Business plans have the opportunity to purchase the Microsoft Dynamics CRM Online Professional licenses and receive a 30% discount. Office 365 service must be acquired prior to requesting this promotion and the number of seats must be less than 250. Those purchasing 50+ CRM licenses have the extra bonus of saving up to 40% on their purchase.
If you already have the Mid-Sized Business plan and are ready to purchase your Dynamics CRM Online Professional licenses, you can click here to get started purchasing your discounted CRM licenses. From this link, click buy now. You will be prompted to log in to your Office 365 account. Once you log in, you will automatically be taken to the Purchase Services page in the Microsoft Portal.
Note: Only Billing Admins or Global Admins can purchase Dynamics CRM Online Professional licenses. For more information on these administrative roles, visit Microsoft's article on Administrative Roles in Office 365.
Additional details of this promotion include:
- Only Office 365 Mid-Sized Business customers qualify for this promotion, and the number of Microsoft Dynamics CRM Professional licenses cannot exceed the number of Mid-Sized Business licenses purchased.
- Microsoft requires a minimum of number of 5 Professional licenses to be purchased in order to apply the discount.
- This offer does not apply a discount on other Dynamics plans—just the CRM Online Professional licenses.
- Additional discounts cannot be combined with this promotion.
- The discounted price will be discontinued either when the qualifying licenses expire or after one term. At that point, customers can choose to renew at the regular price.
For more information, and to compare the Mid-Sized Business Plan to the Enterprise business plans, click here.
Happy CRM'ing & Office 365'ing!
Microsoft Dynamics CRM Online Pricing Changes
Some changes are coming regarding the licensing of Microsoft Dynamics CRM Online. As of October 1st, all new Dynamics CRM Online customers, regardless of how they buy (direct or volume license) will buy under the new User Subscription License (USL) pricing and options.
What does this mean for customers with current agreements?
Existing customers will pay the new prices at the time of their renewal. However, an existing Microsoft Dynamics CRM Online customer can buy and/or add the new Basic or Essential licenses to their existing subscriptions even prior to their renewal date as soon as they upgrade to CRM 2013. Customers will continue to pay their current rates for their professional licenses until they hit their renewal.
To sum it up:
- Existing customers will be eligible to purchase Essential and Basic licenses after upgraded to CRM 2013.
- Existing customers will continue to pay the Professional license price applicable to their licensing agreement until its expiration date.
- Price changes for Professional will apply immediately upon agreement renewal.
New licenses and prices come into effect for all new or renewed agreements on or after October 1st, 2013. The prices are as follows:
- Professional - $65/user/month
- Basic - $30/user/month
- Essential - $15/user/month
Keep in mind the license type differences:
In addition, the following new benefits will kick in with O365 subscriptions for CRM Online:
Additional CRM organizations:
- Production CRM orgs for $549/instance/month
- Test CRM orgs for $150/instance/month
- 1 Test CRM org included with more than 25 Professional CRM USLs
- 5 GB additional storage included per 20 Professional CRM USLs up to 50 GB
- Additional storage at $9.99/GB/month up to 100 GBs
If you have any questions regarding the pricing changes, don't hesitate to contact us.
Back it up Baby! How to Backup and Restore CRM Online Instances
The Microsoft Dynamics CRM 2016 Update 1 includes a new feature for Backup and Restore. Backup and Restore lets you create on demand backups that you can perform on any CRM Online organizational instances. This feature creates and restores the organizational instance any time a backup or restore is necessary, without the need to create a support ticket. In today's blog, we show you how to use this nifty little feature!
Here are the steps to use the Backup and Restore feature:
1. Open the CRM Online Administration Center.
2. Click Backup & Restore.
3. Choose the instance you want from the drop down list.
The Backup and Restore functionality has two types of backups: On Demand and System backups.
Daily System Backup: These are created automatically with no user intervention and includes these features:
- All instances are backed up.
- System backups occur daily.
- System backups are retained for up to three days.
- System backups do not count against your storage limits.
On Demand Backup: CRM Managed
The On Demand CRM Managed backup is the preferred option when making significant changes or customizations to your organization. This backup can be used to test and validate solution deployment procedures. Having a backup on demand allows you to create a restoring point that can prevent configuration or data loss.
Similar to automated backups, these are the features included:
- You can backup Production or Sandbox instances.
- You can only restore to a Sandbox instance. To restore to a Production instance, first restore to a Sandbox instance.
- Only CRM Online 2016 Update 1 or later versions are supported for backup.
- On demand backups are retained for three days. Check the expiration date.
That's all for the blog today! Now you have all the information you need to use the new administration functionality to backup and restore your Microsoft Dynamics CRM 2016 Update 1 online instances. Want to learn more about the latest version of Dynamics CRM? Check it out!
How to Reset Production Instances in Dynamics CRM Online
Have you ever needed to remove all the data in your production instance of Dynamics CRM Online? This is a loaded question as most people will generally say no. However, if the situation arises where you do need to do this, you will notice that there is not an easy way to remove all of the content or reset production instances outside of creating a Microsoft Support Case to remove all data. Lucky for you, we have the steps to do this yourself in today's blog!
There are a couple scenarios that you may find yourself in. The first is that you have both a production instance and at least one Sandbox instance. Or, you might only have a production instance. For both of these scenarios, you will follow the same steps in order to clear out the production instance.
Please note before beginning that the assumption here is that you are a CRM System Administrator with Global Admin rights to Office 365, your system is not live, and/or you are in a maintenance window. Remember that resetting your production instance will erase all data from within the instance.
1. From your Office 365 CRM Online Administration Center, click Admin Centers.
2. Click on CRM. This will pop up a new tab or a window.
3. From this new tab or window, click on the Instances Tab.
4. Select your production instance.
5. Then click Edit. This will take you to a new screen.
6. Under Instance Type, select Sandbox Instance.
7. Click Next. This will bring you to a verification page.
Note: There is a warning regarding your licenses.
8. Click Save. This will take you back to the Instances Page of the CRM Online Administration Center.
9. You will see that your Org Type is listed as Sandbox Instance.
10. You will also see that you have a Reset button available. If you click Reset, it will take you to a reset instance page.
11. Click Next. This will bring you to the next page. On this page you can select your language and currency.
12. Click Reset. This will pop up a warning page that you will have to accept.
13. Click Yes.
You will now be taken back to the Instances Page of the CRM Online Administration Center.
14. You will notice a warning that states your instance is being set up.
15. You will also notice that your open instance button is greyed out.
The resetting process will take some time. Once it is completed, you will notice the notification is gone and the Open button is active again. We now need to put this Sandbox instance back in production.
16. Click on Edit. This will pop a new screen.
17. Click on Instance Type and select Production instance.
18. Click Next. This will take you to a new screen.
19. Please note the warning regarding your licenses.
20. Click Save. This will bring you back to the Instances Page of the CRM Online Administration Center.
Now you are back to a production instance that has been completely reset! That's all for the blog today. Take a coffee break now and check out a few CRM videos on PO TV before Season Two of The CRM Minute starts next Wednesday! Watch the trailer!
Dear Joe CRM: How do I restrict users from deleting Invoice Products?
Dear Joe CRM,
I'm at my wits end! We recently started using the Invoice entity in our CRM 2016 Online deployment. It's pretty awesome! However, I want to restrict my user's ability to make changes to Invoice records. I was able to figure out how to restrict Read access on the Invoice entity, but I can't find security settings for Invoice Products like I can for Invoices!
So tell me Joe CRM, how do I restrict users from deleting Invoice Products?
Help me Joe CRM. You're my only hope.
Sincerely, Wits End in Wayzata
Dear Wits End,
I totally understand where you are coming from! It can be frustrating to spend time setting up a clean Invoice integration from your back-end accounting system in CRM only to have end users sabotage the data!
Lucky for you, I'm here to help, Wits End, and if you follow the steps below, you can get your Invoice Products (or Quote Products/Order Products/etc.) locked down!
Step 1: Restricting Edit
As you have already noticed, Invoice Products (and Quote Products/Order Products) are not listed as entities in the CRM security role definitions. This means that we can't just remove the Read permissions on the entity and be done with it. We need a different approach. There are two ways we can "lock down" the contents of these records:
1. Mark the fields on the Invoice Product entity as Read Only.
Or, you can try:
2. Use Field Security Profiles to restrict edits on the Invoice Product fields.
Step 2: Restricting Delete
You may think you are done after completing Step 1 above, but we still have a problem on our hands. Even when we have all the fields on the Invoice Product marked as read only, you will still see a trash can icon present when you hover over the Line Item in the Product sub-grid on the form! Uh oh!
You don't need any magic to hide the trash can icon, you just need to know what to do!
1. Download the Ribbon Workbench for CRM (or another Ribbon editor program of your choice).
2. Mark the Delete button on the Invoice Product entity as Hidden.
3. Publish the changes.
The trash can icon no longer appears in the grid!
By following both of the steps above, we have successfully locked down this important entity; all without interacting with the CRM security roles! Remember, subscribe to my blog, where I answer questions about CRM weekly!
Happy CRM'ing! Your CRM BFF,