The Quick Create Forms introduced in Dynamics CRM 2013 are very helpful in capturing the required information for a record without navigating away from the current screen. The Quick Create button is available in the Navigation Bar, thereby allowing the user to click it from anywhere in CRM. The Quick Create form opens without overtaking the current window. From CRM, the user can now open the quick create form from the Create button in the Navigation bar (as shown below) or the New button available in the lookup search from sub grids, provided of course, that the entity is configured for Quick Create.
Opening a Quick Create Form from the sub grid is very useful as it does not disturb the current window while allowing the user to add a new record. However, to do so the user must to click in the + sign above the sub grid and then click on New. To reduce the number of clicks CRM can be configured to open the quick create form directly on the click of the + sign!
For example, consider two entities named Parent and Child with an 1:N relationship between them. The parent entity form has a sub grid of the child entity. On click of the + sign in the sub grid we will configure CRM to open the Child quick create directly.
There are three possible ways to accomplish this:
Make the parent lookup a required field
In the child entity set the parent lookup's Field Requirement to Business Required. Now if you press the + sign in the sub grid on the parent form the child quick create form opens up as shown below
The reason this is happening is because the + button in the sub grid is a combination of the Add Existing and Add New button. If the parent look up is mandatory on the child form the functionality for add existing will not be invoked as CRM assumes all the child records will have an associated parent and so it will directly call the add new functionality.
Hide the Add Existing button for all entities
If for some business related reason the parent lookup field in the child entity cannot be made mandatory, then the quick create form can be opened from the sub grid by customizing the sub grid ribbon as shown below. For convenience Ribbon Workbench is used here, but it can also be achieved by changing the customizations.xml file of the solution containing the child entity. Open the child entity in Ribbon Workbench and right click on the Add Existing button and press Hide Button. After publishing the solution try clicking the + sign in the child sub grid, it will open the Quick Create Form.
Hide the Add Existing button for a single entity
The above change will affect all the current and future child entity sub grids added on any CRM forms. If the above functionality has to be achieved for a specific entity it can be very easily achieved by adding a Display Rule to the Add Existing button on the Child Entity Sub Grid. The display rule will contain a FormEntityContextRule as shown below. This will open the Child Entity quick create form only from the sub grid on the Parent Entity form and not others.
There you have it! You are now full of CRM mastery! To become even more of a Dynamics CRM genius, head over to our main blog page for all sorts of wonderful CRM training and information!
How to: Approve a Post using PowerSocial
PowerSocial allows Dynamics CRM users to post messages on LinkedIn or Twitter, all from within the comfort of their own CRM system. It's as easy as choosing a publisher, creating a message, and posting! But, of course, not just anyone can post using PowerSocial. PowerSocial also includes the ability to require approval before posts are blasted out into the wilderness of the social media sphere. PowerSocial also makes it easy to keep a consistent flow of messages going out, by allowing users to schedule messages to post at a specific date and time. With PowerSocial, you can not only post from within your CRM, but you can also monitor specific people, hashtags, groups, companies, etc., plus you'll be able to turn incoming messages into contacts or leads, and respond to posts or repost from within CRM. If you are a social media nut, PowerSocial is the add-on for you!
A user may have rights to read and create posts, but only the PowerSocial Admin, and those given extra field security by the PowerSocial Admin, can actually post without needing the post to be approved by the PowerSocial Admin. There is a view to see all unapproved posts.
1. Navigate to PowerPack.
2. Navigate to Social Posts.
3. Select the Drop-down arrow next to the currently displayed view. There are many other views that come with the PowerSocial add-on; these views will be accessed the same way that we will choose the view to approve posts. From the Drop-down, select Needs Approval.
The view will look as follows:
4. Once on the view, open the post that is to be reviewed for approval. As the PowerSocial Admin, the details of the post may be edited. Do all edits before you check the box and save. When everything is all set, to approve the post, check the Approve check box and then hit Save in the lower right corner.
The post is now approved! Happy posting!
Thanks for your interest in PowerSocial. Should you have any questions, contact us at 612-339-3355 or email email@example.com. Remember, your trial will expire 30 days from the date of installation. If you are interested in subscribing, go back to the configuration screen and change "try" to "subscribe" and enter your credit card information – you will be charged $1/CRM user/month.
Security Roles in PowerEmail
PowerEmail is a simple way to send emails via CRM while gaining extra insight on the details of what happens after the emails have been sent: if and when an email was opened, the last time it was opened, how many times it was opened, and tracks URL clicks. In order to be able to send emails via CRM using PowerEmail, the user will need to have the proper permissions. The System Administrators will automatically see PowerEmail appear under the PowerPack tile; even without having the security role.
1. To assign the security role to a specific user, navigate to Settings.
2. Navigate to Administration.
3. Select Users.
4. Select the users that are to be assigned the new security role. Click the elipse for more options.
5. Select Manage Roles.
NOTE: There are two different security roles allotted for PowerEmail. PowerEmail Service Account is meant for the specific user whose CRM login information was entered in on the PowerEmail Configuration screen during registration. The PowerEmail User is meant for other users who need permissions to use PowerEmail.
6. When the correct role has been selected, click OK.
7. The selected user(s) will now have the new security role and be will able to send emails from CRM using PowerEmail!
Should you have any questions, contact us at 612-339-3355 or email firstname.lastname@example.org. Remember, your trial will expire 30 days from the date of import. If you are interested in subscribing, go back to the configuration screen and change "try" to "subscribe" and enter your credit card information – you will be charged $1/CRM user/month.
Performing Form Merges Like a Pro in Dynamics CRM 2013
When a CRM 2011 organization is upgraded to CRM 2013, part of the upgrade process creates new forms for many of the out of box entities. The new forms are easy to identify as they're named after the entity, while the "legacy" Information form is still named Information. Microsoft has provided a method to "merge" your Information forms to the new forms. This post will discuss how we, as CRM professionals, handle the process of merging forms for our clients.
Before You Begin
Before you do anything, it's important to consider why you should merge forms.
Perhaps the most important reasons to merge forms are to improve user adoption and to reduce the support demands on the staff who manage CRM. You see, the new forms only contain out of box fields for the entity and no web resources or event handlers. Users may be loading the new Account form, not recognizing the design or seeing the custom fields that were created for the Account entity in your organization, and decide that the upgrade has "broken CRM" making their first impression of CRM 2013 negative. You don't want that. You also don't want your support staff to field any number of calls that are resolved by asking the users to switch forms.
Some may be saying "Yes, well unused forms can be deactivated now, so that is not really a problem". Consider this: It's been suggested that future releases of CRM are going to require that form merges are completed. You wouldn't want to be under the gun to complete the form merges in a hurry so you can apply an update to obtain a fix or feature that your users really need.
So now that you see why form merges should be completed, let's reveal how we at PowerObjects handle them.
We've identified that the following entities that get the new form and therefore need the form merges.
Price List Item
It's rare to find an organization that has created records and/or customizations for all of these entities. For the entities that aren't in use it's really just most efficient to disable the Information form and move on.
We like to analyze what we need to do before doing it, so we make a quick spreadsheet to keep track of what we're doing.
To determine if an entity needs a "Y" in the "Has Data?" column, just run Advanced Finds with no filters for each of the entities in the list. If there are records, indicate so with a "Y" for yes.
To determine if an entity needs a "Y" in the "Has Customizations?" column, open the Default Solution by clicking Customize the System tool in Customizations button under the Settings area of your navigation. There are a few ways to determine if customizations have been made to each entity. You could expand each entity, click the Fields area and change the View to Custom. If the results are empty, it's a good bet the entity form was not customized either.
We prefer to open the Information Form designer and check to see if there are any web resources listed under "Form Properties". Then we use the Field Explorer on the right, changing the Filter to "Custom Fields" and watching what happens when we uncheck "Only show unused fields". If your Information form has web resources listed and in use, you'll need to merge the form. The exception to this is web resources related to Activity Feeds which were added as a part of the CRM 2011 system.
When you find an entity that has no records but customizations were made, you'll need to do a little more digging: Were the customizations part of an experiment that never went beyond the lab? Are they meaningful now? Answering those questions will help you decide what needs to be done.
Since we love wrapping up things that are fast and easy, let's sort the Action Item Column and go after all of those entities where you're just going to disable the Information Form. Our Appointment entity is the first one on the list of "Disable Info" action items.
In the Default Solution, expand the Entities area, then expand Appointment and click Forms. Locate the form named "Information" with the Form Type "Main". Select it, and click the Deactivate button. Repeat for all of the entities where you just need to disable information form, then Publish All Customizations and you're part way done. Easy, right?
Now let's tackle those entities that need the forms merged.
Open the "Account" form under the Account entity and you will see that it's both new and generic. We've got the new Map View, the new Social Pane, the new address field. All of these are kind of cool things that users may like, so let's plan to keep them. Note the two tabs "Summary" and "Details". On the top of the Form Designer ribbon you will see a button called Merge Forms. When you click that, you will be able to select our customized Information form. You'll also get this message.
When the form is merged you will see that all of the tabs from the Information form have been added in, along with new tabs for the old forms' header and footer if those areas had fields in them. In addition to that, the merge has added all of your event handlers to our fields.
The first time you save the form after it has been merged you will see this message.
Since you're just updating the default form Microsoft gave us, you can click OK there.
Let's clean this form up some.
I like to start with the header and footer, and then delete those tabs from the form as soon as I can. Collapse the Summary and Details tabs so you can see both the form header and the tab named Information Header. Add the fields in the Information Header tab to the new form's header. Do the same process for the footer if there were fields in it on the other form. Save and then blow away the Information Header and Information Footer tabs.
Delete?!?! What are you, looney? What if…. Relax. The Information form is still there and has not been modified, so you can refer to it if you need to.
Now look at the General tab. On the Account this probably where you'll see the most overlap. Since we've decided to keep the Summary tab mostly intact, I'll want to move fields that are on the General tab up to the Summary tab and perhaps remove some fields from the Summary tab that your organization doesn't use, like Ticker Symbol. Maybe you can refer back to the spreadsheet and see if the subgrids on the Summary tab are relevant. If you don't use Opportunities or Cases, remove them. There will likely be a bit of overlap in the Details tab too, let's just clean up all of the duplicate fields and remove fields that are irrelevant to this organization. After all of this moving and rearranging you may be able to delete the General and Details tabs.
If you opt to keep the new social pane, you can also remove the old notes section and subgrids for activities and posts. You could remove redundant subgrids for contacts, opportunities and cases.
Most likely you're a CRM Admin familiar with the evolution of your CRM system. This is an ideal time to think about removing form elements that are no longer in use, or things that make the form too busy.
Tips and Tricks
We've found a few things:
Microsoft did a fantastic job on the event handlers for fields, even updating handlers for matching fields that already exist on the form. If you had a formatting script on your Main Phone field, you will see that the event handler was added to the Main Phone field in the Summary tab in addition to the one that might be in General tab. This means you can remove the redundant field without having to double check the event handler. Bravo!!
We haven't been able to find a pattern for this, but sometimes the Form Load and Form Save events don't make it over to the merged form. To be sure, verify the Form Load and Form Save events made it over to the new form and add them manually if they did not.
If you want to remove a section that contains a required field, you will have to ensure that required field is present somewhere else on the form, then save the form. Then you will need to remove the individual required field from the section you want to remove, and you will be able to remove the entire section.
In organizations where SP1 have been applied, we were unable to disable the Information form for Quick Campaigns.
We often want to refer to the design of the Information form while working on the new form, but we don't like having to close the one to look at the other. Just open another instance of CRM in an InPrivate browsing session.
Once a form has been deactivated, it can be found in the forms section for the entity. Change the view selector to Inactive Forms or All Forms.
Once you have perfected the design of this form it's time to save it and deactivate the Information form. You already know how to do that from your fast and easy work above. If your information form used Security Roles, you'll need to set those up again to match. Publish your changes and give your new form a test run! Unless you've configured multiple forms you'll see that there is no longer a form selector.
Hopefully we've helped you through the important but often overlooked process for managing your CRM 2013 system. If you liked this post, maybe you'll like our post on Displaying Business Process Values on Forms. Thanks for checking in with us and remember... Happy CRM'ing!
Collecting your Contact’s Middle Name in Dynamics CRM
One of the new great features of MSCRM 2013 is a fly out field of specific data that you can enter in. You have probably noticed this with addresses and the contact name field. This fly out is not configurable from the form, but it can be changed using the name format option in System Settings.
Navigate to Setting -> Administration-> System Settings
On the general tab, we have a Name Format for contacts
3. There are few different options of how you want the full name format to be displayed. In this example, we are going to select First Name, Middle Name, Last Name. Select OK to save this setting.
4. Now when we create a new contact record, we now have the middle name available in the pop out record.
This is just one of many ways that the CRM 2013 can help take your Dynamics CRM to the next level! For more information on this or any other Dynamics updates, make sure to follow our blog! And as always…
Value-Based Contracts = Innovation in Care Coordination
Since the Patient Protection and Accountable Care Act (PPACA), the health care industry has been actively working to transform the health care industry in many ways. Earlier this week it was announced that Medicare will be aggressively moving provider reimbursement from fee for service to Accountable Care Organizations (ACOs) that pay for value versus volume. (Click here to view announcement!) The target is to have half of Medicare's direct payments to providers through such models by 2018, according to the federal Department of Health and Human Services. In addition, commercial payers have been working with providers on moving provider payments to pay for performance models as well. In today's blog, we will discuss how value-based contracts = innovation in care coordination.
As value based payment models continue to roll out across the industry, providers will need to understand their patient population and implement new ways of providing ongoing care to their patients. Changing from a clinic visit model to a patient engagement model that leverages technology for continued care communication can be delivered at a lower cost and with higher patient satisfaction.
Bridging the gaps in care and meeting the patient where they are at in their personal continuum of care will require multiple modalities of communication. This will improve patient engagement, patient experience and can be done at a lower cost than the clinic setting. Understand what your patients need and what they want from you will lead to changing habits for patients in prevention, pre-disease or active disease.
Be innovative in your solutions for addressing the cost of care as you implement ACOs and manage the care of your attributed patient base. Click here to see how PowerObjects and Microsoft Dynamics CRM can help!
Updating the Pipeline Phase Prefix Numbering in Dynamics CRM
When implementing Microsoft Dynamics CRM for an Opportunity, you may come across a requirement where you will need to add or change the default set of the stage category. Any changes to the process stage category will result in the Dynamics CRM system automatically updating the Pipeline Phase field, which has a prefixed integer and process stage name. Sometimes, you will want to change or correct these auto generated prefixed numberings. This post will show you how to update the prefix value for the Pipeline Phase.
First, we want to understand how the system generates these integers for the Pipeline Phase. The prefixed integer is actually the order number that the stage name is at in the option set. Below are the examples and the steps to show you how to update the prefixed numbering. For example, we might encounter a Pipeline Phase numbering issues, which could have a strange value or might be out of order. In the example below, an unexpected prefixed integer value of 81 is prefixed. Steps 1-4 will walk you through the process of changing it.
Go to solution, find the Global Option Sets:
Find the Stage Category, which is used for the Opportunity Business Process Flow:
Open the option set and re-order the items:
The Options set values will not have any impact on the prefix integer. Only the position order matters and it starts from number 1. For example, the "Prospect & Qualify" in the above position will have "1" as the prefix.
In this example, if we put "Negotiate" in the 5th position, the Dynamics CRM system will generate "5" for the prefix:
Find People on One Screen with Dynamics CRM Add-on PowerFind
PowerObjects add-on PowerFind allows people to be effortlessly found across multiple entities in Microsoft Dynamics CRM: Accounts, Contacts, Leads, and Campaign Responses. With an easily configurable reading pane, important information is available for each entity on a single screen.
PowerFind is perfect for searching across entities to find people in CRM. Only records related to the search will be shown.
1. Navigate to PowerPack.
2. Navigate to PowerFind.
3. Use the Search Bar to perform a search. Any account, contact, lead, or campaign response that contains the search item (in the fields designated during configuration) will show in the window below.
PowerFind searches from the beginning of the field but also within the field. Generally to perform a search to include within field, an * must be placed at the beginning of the search (i.e.: *Rob). PowerFind saves time and clicks by allowing you to skip this step. It will permits for a more robust search with much less effort.
In the example below, note that the search results for "Rob" pulled up multiple entities relating to the search as well as records that contain "Rob" anywhere on the record (within specified fields on the configuration step).
Thanks for your interest in PowerFind. Should you have any questions, contact us at 612-339-3355 or email email@example.com. Remember, your trial will expire 30 days from the date of installation. If you are interested in subscribing, go back to the configuration screen and change "try" to "subscribe" and enter your credit card information – you will be charged $1/CRM user/month.
PowerWebForm Now Integrates with GoToWebinar
Are you currently using PowerObjects' PowerWebForm solution? Well good news…the solution just got even better! PowerObjects' has just released the latest version of the PowerWebForm solution that integrates with GoToWebinar. So say goodbye to the days of having to manage webinar leads in multiple places – with PowerWebForm all submissions will be pushed to CRM and GoToWebinar
PowerWebForm is an essential tool for Microsoft Dynamics CRM allowing users to capture internet leads directly into their CRM systems, allowing organizations to feed information captured on their webforms directly into their CRM system; creating new records with the information submitted. In the latest version of PowerWebForm, the solution allows you to point a webform to a webinar registration for GoToWebinar. That way when someone comes to your website and would like to sign up for a webinar, you no longer have to have them register through GoToWebinar's webform. Instead you can use PowerWebForm; so that registrants are pushed into CRM and into the registration for GoToWebinar.
The solution it is quite simple, simply build out your webform as normal, but you will find a new section for GoToWebinar. Now when you click the "Select Webinar" button a look-up will pop open, showing all webinars that you have setup in GoToWebinar:
Simply select which webinar this PowerWebForm is for and select OK:
Then you can keep building your webform as normal; simply save and deploy! Once the webform is a solution and someone fills the webform out:
The PowerWebForm solution will function as normal while sending the information into your CRM system creating a new entity or connecting an activity to an existing entity in the system. In addition, the solution will automatically fill out a registration for the webinar in GoToWebinar, thus acting as if the end user had filled it out themselves!
When using Microsoft Dynamics CRM, you will come across cases where you might need to populate the Parent Customer ID field using KingswaySoft.
A common mistake that occurs is when people try to use this to populate the parent customer ID field only. If so, they will receive this error message:
"Error: 0xC0047062 at Data Flow Task, Dynamics CRM Destination : System.Exception: An input for 'parentcustomeridtype' field is required in order to process lookup field 'parentcustomerid' correctly. The input value should be one of the following entity names, or its corresponding entity type code in integer format: 'account', 'contact'. (Integer type code is the only option when SOAP 2007 or 2006 is used).
at Microsoft.SqlServer.Dts.Pipeline.ManagedComponentHost.HostPreExecute(IDTSManagedComponentWrapper100 wrapper)"
When you use SSIS the error will be under the insert/update data section as shown below:
In order to solve it, we will need to make sure that the Parent Customer ID type is also being populated. If the parent customer is a contact, the value in the field will be a Contact record; if the parent customer is an account, the value in the field will be an Account record.
We hope this blog was helpful! If you interested in learning more, please check out our other related Dynamics CRM blog topics such as:
How to Disable the Script Error Notifications in Dynamics CRM 2015
Microsoft Dynamics CRM 2015 will alert you when there are script errors and prompt you to manually choose to send the error report. These error messages, although helpful for Microsoft, may not necessarily apply to your everyday user. As a system administrator you can update the error notification preferences for all users in the administration area of Dynamics CRM 2015. See how to disable the script error below!
To update error notification preferences, first click on Settings:
Then click on Administration:
3. After clicking on Administration, click on Privacy Preferences:
4. This will open a new window. Click on the Error Reporting tab:
5. On the Error Reporting tab, check the box next to "Specify the Web application error notification preferences on behalf of users Every time a Web application error occurs when a user runs Microsoft Dynamics CRM:"
6. Then click on "Automatically send an error report to Microsoft without asking the user for permission".
7. Click OK. The error notifications will now be automatically be sent to Microsoft and the script error pop-up will no longer appear.
And there you have it! Simple as that. But why stop there? Head on over to our main blog page or sign up via our CRM University for even more Dynamics CRM fun!
Definitions of 'Append' and 'Append To' in Dynamics CRM
Before we dig into just what Append and Append To mean, let's review how security roles work in CRM. CRM comes with fifteen default security roles and one root Business Unit. These security roles grant various levels of access for a variety of roles, ranging from Customer Service Representatives to Vice Presidents to System Administrators.
In CRM, security roles are cumulative, meaning that one user may have one or more security roles. If a user has two or more security roles, these roles will layer on top of one another and the user will be granted the fullest access and privileges across the roles. Once in a user record, System Administrators may add security roles to users by clicking on the 'manage roles' button in the command bar and selecting which roles to apply to that particular user.
A security role is three dimensional and answers the following questions:
What actions can a user perform? This is represented by the Action columns in the security role and include: Create, Read, Write, Delete, Append, Append To, Assign, and Share (See blue box).
On which records or system features? This is represented by the tabbed buckets across the top and the Entity rows along the left hand column (See red boxes).
And what is the depth of their access within the system? This is represented by the circle at the intersection of each action and entity/record type. The options serve as scoping mechanisms based upon record ownership and include: None, User, Business Unit, Parent:Child Business Unit, and Organization (See orange box and lines).
Security roles best practices:
Do not use the out of the box security roles. Wait. What? Why?
Do not assign the out of the box security roles directly to users,and do not modify them. Create a copy of the role most similar to the role you want to assign to your users and then modify the copy. Original security roles have numerous security privilege nuances that are hard to replicate if creating security roles from scratch.
This allows the original security roles to serve as a reference whenever you need or want to create additional roles in the future.
Keep in mind that as soon as you hit 'save' on an active role, it will update to all child business units. This is another reason why it is important to work off copied security roles and not the original security role. If you hit 'save' you will never again have access to the original out of the box role with all of its nuances.
Okay, now what is Append and Append To all about?
Since Append and Append To are already configured in the out of the box CRM security roles, you may never need to be concerned with their exact meaning. But if you're inquisitive about all things CRM or modifying security roles…
Append and Append To work as a pair and are located next to one another in the security configuration window. However, it is not as simple as working left to right along a row. One way of thinking conceptually about Append and Append To is to think of 'Append Me' and 'Append Me To What'.
Here's the big secret: Think 'Append Me' and 'Append Me to What'
In order to successfully append record A to record B, the security privileges must be set to allow both sides of the agreement. Consider the following metaphor, Append 'knocks on the door' of another entity and Append To is needed to 'open the door' to that entity. For example, from the Opportunity form, a user can select a related Account in a lookup field as long as the user’s security role has rights to Append the Opportunity entity and the rights to Append To the Account entity.
If you had not granted Append privileges to the Opportunity, the lookup fields on the Opportunity form would be read only.
If you had only granted Append privileges to the Opportunity, but not Append To on the Account, this would have caused a ‘business process error’ when you tried to select the Account on the Opportunity form.