Potential Errors with Business Central Outlook Add-in

Today’s post is part of an ongoing series devoted to Business Central. In our last installment, we walked through the process of integrating Microsoft Outlook with Dynamics 365 Business Central. Today, we’ll describe what to do when you’re using the Business Central Outlook add-in and you get stuck.

You may run into a scenario in which it keeps on asking for your credentials… again and again and again. So maybe you try the web version and discover that the same thing happens there. Next, you get creative and try various browsers – still nothing! You play with the settings but again, nothing. Finally, you check to make sure the mailbox is active. It is. So, what now?

Issue: Unable to sign into the Outlook add-in

Below are the errors we have seen: ​

business central

Fortunately, the solution is pretty simple:

1. Identify the users who wish to use the Outlook add-in​.

2. Temporarily give them the Super permission set​ with a blank company field.

3. Verify the users can sign into the Outlook add-in​.

4. Once the user(s) have successfully signed into the Outlook add-in, remove the Super permission set from the user​.

That’s it! Note that this happens as the result of a bug that has already been identified and fixed. However, the fix is not scheduled to be released until Update 26. We are currently on Update 24.

Hopefully this helps. Stay tuned for more Microsoft Business Central blogs in the future as we continue our series on the topic. In the meantime, be sure to subscribe to our blog!

As always, happy Dynamics 365’ing!

Business Central Integration with Outlook

In today’s post – part of an ongoing series devoted to Business Central – we’ll delve into Dynamics 365 Business Central and its integration with Microsoft Outlook. To mimic the example we’ll be describing, note that users must have Super rights in Business Central, as well have email configured and an Exchange license assigned to them in the Microsoft 365 Admin Center.

Business Central introduces the ability to manage business interactions with customers and vendors directly in Microsoft Outlook. With the Business Central Outlook add-in, we can see financial data related to customers and vendors, as well as create and send financial documents like quotes and invoices.

To install the add-in, we need to log into Dynamics 365 Business Central, and search for Assisted Setup, as shown below:

https://www.adv-usa.com/wp-content/uploads/092518_1848_HowtoInstal1.png

Click on it to open the ASSISTED SETUP view. From this view, click the option for Set up your Business Inbox in Outlook.

https://www.adv-usa.com/wp-content/uploads/092518_1848_HowtoInstal2.png

If you have already run this in the past, you will get a popup box asking if you want to reinstall or get a newer version of the add-in. Click Yes. Note that this is especially important if you installed the add-in before the Business Central upgrade.

On the OFFICE ADD-IN SETUP page, click Next.

https://www.adv-usa.com/wp-content/uploads/092518_1848_HowtoInstal3.png

On the following page, select My Mailbox to install the add-in in your Outlook client only; select My Organization to install it for every Outlook client in your organization. Click Next.

https://www.adv-usa.com/wp-content/uploads/092518_1848_HowtoInstal4.png

On the next screen, you have the option of receiving a test e-mail. This is optional. Click Next. Click Finish.

https://www.adv-usa.com/wp-content/uploads/092518_1848_HowtoInstal5.png

You may have to restart Outlook to see the new button, but the install is done in the background, and it will eventually look like this:

https://www.adv-usa.com/wp-content/uploads/092518_1848_HowtoInstal6.png

Adding the Add-ins Manually

In some cases, the add-ins do not get added automatically to Outlook. Even if we ran the assisted setup guide on behalf of the company, Business Central might not show up in Outlook. If we experience this issue, we can add the Business Central add-ins manually.

First, we must verify that we have access to the add-ins in our Office 365 account. This is quite simply open our Outlook Web Access in a browser, and then add /owa/#path=/options/manageapps to the URL in the address bar. This opens the Manage add-ins page, where we can enable Business Central for Outlook. Then, when we navigate back to Outlook, Business Central should be available.

Similarly, in the Outlook desktop client, we can verify that Business Central is listed on the Manage Add-ins page.

Stay tuned for more blogs about Business Central and don't forget to subscribe. As always, Happy Dynamics 365’ing!

Adding Fields to the Create Form in the D365 App for Outlook

In this blog, we will demonstrate how to quickly add fields to the create form in the Microsoft Dynamics 365 App for Outlook.

Let's say we want to add a new field called "Account Number" to the Account Form in the Dynamics 365 App for Outlook.

create form

In Dynamics 365, we will navigate to the targeted entity (this would be the account entity in our example) in the default solution and select the Forms component under the entity name. Once all of the forms for the entity are visible, you will select the Quick Create form.

create form

Adding new fields to the Quick Create form will render them on the create form for the Dynamics 365 App for Outlook. Make sure to save and publish changes when finished.

create form

Launch Outlook or Outlook Web Access and create a new account from the Quick Create menu:

create form

Your newly added field will appear!

create form

Note: If your published changes do not appear in the Dynamics 365 App for Outlook then you may need to clear your browser's cache.

Find more blogs from the PowerObjects Team here!

Happy Dynamics 365'ing!

Configuring the Dynamics 365 App for Outlook

Today we are going to cover an awesome Dynamics 365 feature, and that's the Dynamics 365 App for Outlook!

The Dynamics 365 App for Outlook is a great tool that enables end users to access Dynamics 365 records directly within the Outlook client. End users are also able to track sent/received emails back to Dynamics 365 alongside "track regarding" which tracks an email connected to the contact, case, account, and other records. The aforementioned feature can be found in another blog by PowerObjects which looks at five things we love about this app, along with other super cool functionalities!

In this blog, we will look at how to set up and configure the Dynamics 365 App for Outlook as this is the prerequisite to use the app successfully. The environment on which we will focus in this blog will be for Dynamics 365 Online. On-premises is also supported and requires knowledge of your Exchange server information. It is extremely important for organizations to have a subscription that connects to the Microsoft Exchange server. This will enable the end user to send/receive mail within Dynamics 365 and allow the user to download the app.

Let's begin!

Step 1: check if your organization has a subscription to enable Microsoft Exchange.

Note: this action will have to be performed as a System Administrator.

Go into the Office 365 Admin Center, then under the navigation menu, expand the billing tab then click subscription.

Dynamics 365 App for Outlook

 

 

 

 

 

 

 

Step 2

Click "add subscriptions" while in the subscription window and then under the "Enterprise Suite" select the Office 365 Enterprise E3 trial or any trial (which will suit the requirements of your business) that enables Microsoft Exchange.

While hovering over the tile, an option to buy or start a free trial will be presented. Click "start free trial." This will take you to the checkout page and prompt you to confirm your order. Click "try now" and then follow the steps to complete the download.

Note: the system will take a while to process the download and set up all the apps.

Dynamics 365 App for Outlook

Step 3: Set up the email server profile.

Navigate to Email Configuration under the settings module, and then go into email server profiles. Ensure Microsoft Exchange is listed under the "Active Email Server Profiles".

Dynamics 365 App for Outlook

 

Dynamics 365 App for Outlook

 

 

 

Step 4: Test and enable the mailboxes for each end user

Going back into email configuration, drill into "mailboxes." Under "Active Mailboxes" drill into a mailbox which has not been tested and enabled. Ensure the user's name is correct along with the email address (this will link to the Microsoft Exchange server) and be sure to mark no for "forward mailbox."

Underneath Synchronization Method, ensure four things; server profile is "Microsoft Exchange Online," Incoming and Outgoing Email is "Server Side Synchronisation or Email Router," and Appointments, Contacts, and Tasks are set to either "Server Side Sync" or "Microsoft Dynamics 365 for Outlook."

Note: if a mailbox has not been tested it's incoming/outgoing/appointments statuses will be listed as "not run."

Dynamics 365 App for Outlook

 

 

 

 

Dynamics 365 App for Outlook

 

 

 

 

Dynamics 365 App for Outlook

 

 

 

 

 

 

 

Step 5: Approve email and start testing the mailbox

Staying in the Mailbox configuration window, click the option to approve email. This will make the email the default email for the user within the system. Then click "test and enable mailbox" to run the test.

Dynamics 365 App for Outlook

After a few moments, refresh the window to see the statuses for incoming, outgoing, and appointments change to "success" beneath the "configuration test results" tab. Once you see this, your users are ready to download the Dynamics 365 App for Outlook.

Tip: you can see the status of the user's mailbox from the "active mailboxes" view (shown in step 4).

Dynamics 365 App for Outlook

 

Step 6: Download the Dynamics 365 App for Outlook through the Dynamics 365 environment

Click the "settings" command within the navigation bar, and select the "Apps for Dynamics 365" option. Then select "Microsoft Dynamics 365 App for Outlook" (caution: NOT Microsoft Dynamics 365 for Outlook) and the system will download it as a background process which will shortly be visible in Outlook.

Dynamics 365 App for Outlook

Dynamics 365 App for Outlook

 

Step 7: Ensure the Dynamics 365 App for Outlook is available via the Outlook desktop client

Once the app has been successfully installed, it will be visible in the command ribbon within Outlook.

Dynamics 365 App for Outlook

So there you have it! Know you know how to successfully and easily install the Dynamics 365 App for Outlook for your organization.

Keep checking our blog for more helpful how-to guides.

Happy Dynamics 365'ing!

What You Need to Know About the Dynamics 365 Outlook Web App

Microsoft announced that they will be planning on deprecating the Microsoft Dynamics CRM Outlook Client in the Dynamics 365 July 2017 Update and will be focusing on the Dynamics 365 App for Outlook.

To put your mind at ease, depreciation of the Outlook Client doesn't mean that they will shut it off the day you upgrade. This means that the Microsoft Product team will not be dedicating many resources into updates/fixes and these will eventually go away completely. While some users might be saddened by this move, many IT departments will be jumping for joy. No more going to end users' machines to install, uninstall, configure or troubleshoot! Once the Dynamics 365 App for Outlook has been deployed, it will be available to users across multiple platforms as long as they have the minimum requirements in place.

Before you move to the Dynamics 365 App for Outlook, there are some prerequisites and requirements that must first be met. To help you prepare, we'll discuss these requirements.

CRM Requirements:
Exchange Server Requirements:
Client Requirements:

You can use Dynamics 365 App for Outlook with Outlook on the web on the following browsers:

The following configuration is supported:

Supported operating systems for Outlook on the desktop:

You can use Dynamics 365 App for Outlook on these versions of Outlook for the desktop:

*Exchange Server version 15.0.847.32 or greater is required

Mobile Device Requirements:

You can use Dynamics 365 App for Outlook with Outlook on the web in the mobile browser on any of the following phones and operating systems:

Here are some additional resources for the Dynamics 365 App for Outlook:

If you meet these requirements you should be ready to make the move! For more helpful Dynamics 365 tips you can check out our blog page here.

Happy Dynamics 365'ing!

CRM App for Outlook - Enabling and Configuring

Sometimes it is easier to find blog entries on functionality tips and tricks than the basics of setup. Today's blog will get you to the starting line with enabling and configuring the CRM App for Outlook, which was introduced in the Fall of 2016. The good news is that there is nothing to download and install. It is an option a user can enable from within CRM itself.

The First Step is to navigate to settings for the CRM App for Outlook. There are two ways to do this:

Respond to the prompt if available; or

CRM App for Outlook

Navigate to Options and Apps for Dynamics 365

CRM App for Outlook

The Second Step is to enable the CRM App for Outlook. Ensure that you enable the "Microsoft Dynamics 365 App for Outlook" (not the second option "Microsoft Dynamics 365 for Outlook").

CRM App for Outlook

The Third Step is to open Outlook with the same credentials used for CRM. If this is a different email address then your regular one, you will want to either added the new email account to Outlook or create a new profile to use within Outlook.

Within Outlook, you will see a "Dynamics 365" button that provides the app functionality.

CRM App for Outlook

The vast majority of users can get up and running by executing the 3 steps above. There are more sophisticated methods to Programmatically Enable the Dynamics 365 App for Outlook. Additionally there is a plethora of resources to leverage the power of the app, including 5 Things We Love About Dynamics 365 App for Outlook.

Happy CRM'ing!

Automating the Outlook Client Installation? You Have Options!

Have you ever had the need to install the CRM Outlook client to a new batch of users? Or had a CRM upgrade and wanted all of your users to have their client upgraded as well?

Well, you have a few different options:

1. Have someone from the help desk go to every workstation to download, install, and configure the software. This would be a preferred choice for a very small user base. But when you have 10, 20, or hundreds of users, it becomes very costly.

2. Create an installation guide and send it to your users. Sometimes this is the best choice, but you will still end up spending a lot of hours supporting those users who are not IT-comfortable. And if your user base has varying versions of Microsoft Office (32-bit vs. 64-bit), they will have trouble finding the correct version they need to download.

3. Perform an administrative install via GPO (group policy). This is often the preferred method and is covered here in depth, because it saves a lot of time and does not require extensive programming knowledge: https://technet.microsoft.com/en-us/library/hh699775.aspx
The end result is that you can select users or workstations, who will then have an option in their control panel to install CRM. However, it does not allow you to push the installation and configuration to a group of users.

4. Create an installation script via command line statements (batch file), which is what this blog will cover. The one advantage this had over option 3 is that you will be able to configure additional parameters, apply updates, and any other miscellaneous changes you want to add. It also allows for less user interaction in general for the full installation. However, it does require some basic command line prompt knowledge (sometimes referred to as DOS prompt). There is a lot of material out there that covers the basics of using command line statements: http://www.bleepingcomputer.com/tutorials/windows-command-prompt-introduction/
Installing the CRM Outlook client via command line works just as well by double clicking, or through a command prompt.

What should be included in the batch file?

Before beginning to create your script, first decide what are all the steps that you want to include. Can you assume that everyone who uses it will have all the necessary prerequisites needed for the installation? Probably not. So here are some basic overall items to include:

Prerequisite

Before getting started, you will likely need a shared folder location that all of your users have access to. They will also need rights to be able to run a batch file from that shared folder. One potential benefit of this is that you may have an environment that users do not have local administrator rights to their workstations, but a script running from your network can run in elevated privileges. You can also run it in the user's context, which becomes extremely helpful when we get to the step below of configuring to a CRM org.

The steps shown in this blog detail an installation done from a shared drive. If that does not work for your users, another option will be to create the script and place it, along with the Outlook Client installation files, in a location that someone can download it and run it, but you will have to modify some of the steps below.

Configuration File

You will also need to create your config file, which is pretty straight forward to do. When you install CRM, in the installation folder, you will see a file called default_config.xml. You will need to edit it to add any orgs you want to configure to.

Here the deployment section in the file. You will need to it the server URL and the org name. You can also configure additional parameters. In our example below, we have created our config file and named it crm.xml.

https://mycompany.contoso.com/CRM

CRM

Check if Outlook is running

If you try to install, configure, or update CRM for Outlook while Outlook is running, you may run into problems. So it is generally suggested to have Outlook closed while this is happening. Therefore, the first thing we may want to add is a quick check for running processes, and if Outlook.exe is running, then prompt the user to close it and retry.

@echo off
::begin check if Outlook is currently running

:outlookisrunning
tasklist /fi "imagename eq outlook.exe" | find /i /n "outlook.exe" 1> NUL
if not "%errorlevel%"=="0" goto outlooknotrunning

echo.
echo Please close Microsoft Outlook before proceeding.

pause
goto outlookisrunning

:outlooknotrunning

The key here is the tasklist command, that checks if outlook.exe is currently a running process by piping it through a find command. We also redirect the command output (1>NUL), otherwise it would still work, but it would display a less-than-helpful error message to the user.

The commands above would put the user in a loop that tells them to close Outlook, and then press a key to continue.

Where will the installation run from?

You can run the installation directly from the network drive. But that may be extremely slow for end users, especially if they are working from home on a VPN line. So to minimize network performance issues, our recommendation is to copy the installation files from a network, and do all the work locally on the user's workstation. So for this purpose, we are going to create a folder in the user's home directory, where we will copy the files to so we can install it from there.

:outlooknotrunning
set install-path="mysharedserverinstall_packagesCRMfiles"

echo Beginning CRM installation. This process may take up to 15 minutes. Please do not open Microsoft Outlook until the installation has completed.
echo.

::create local temporary folder
md %userprofile%outlook-install-temp
c:
cd %userprofile%outlook-install-temp

Here, we are setting the installation path directory since we are going to be copying files from there in the next step, and we are also creating a folder called outlook-install-temp in the user's home directory.

Check for a valid Outlook version

This may be the trickiest part of the entire thing. You may be in luck and have all of your users be in the same Outlook version, and same bit version, at which point you can skip this step entirely. But if you have a mix of Outlook 2007 (I hope not), 2010, 2013, and newer, with a mix of 32 and 64 bit … you are also in luck because we can help you!

First, from a high level, determine how do we want to specify which order of Outlook versions we should check? This may be important in scenarios where multiple versions of Outlook were installed, and old versions may not have been cleaned up completely. And we are checking for the bitversion for that specific Outlook version. For example, let's say that our order will be: check bit version for Outlook 2010, and if it's not installed, check bit version for Outlook 2013. If we don't find neither Outlook 2010 nor 2013 installed, we are going to abandon the installation.

::begin bit check
echo Checking Outlook version.

::query Office 2010 bit key and copy to temp file
reg query HKLMSOFTWAREMicrosoftOffice14.0Outlook /v bitness 1>bitcheck2010.txt 2>error2010.txt

for /f "tokens=2* delims= " %%a in (bitcheck2010.txt) do set bitcheck=%%b

if %bitcheck%==x86 goto 32bit
if %bitcheck%==x64 goto 64bit

The reg command allows us to view the registry and check if a value exists. Combined with another for command, we can query that actual value and do a comparison, and determining whether we should proceed with a 32-bit or 64-bit install. If Outlook 2010 is not installed, then we don't do anything yet, and proceed to the next step.

::did not find office 2010, now checking office 2013
reg query HKLMSOFTWAREMicrosoftOffice15.0Outlook /v bitness 1>bitcheck2013.txt 2>error2013.txt

for /f "tokens=2* delims= " %%a in (bitcheck2013.txt) do set bitcheck=%%b

if %bitcheck%==x86 goto 32bit
if %bitcheck%==x64 goto 64bit

echo No compatible version of Outlook has been found.
goto enderror

Now we do exactly the same thing, but instead query the Office 2013 hive, which is 15.0. If we find bit check exists, when we go to the appropriate version of 32 or 64 bit. If we do not find Outlook 2013 installed, then we abandon the installation (enderror).

Now the installation can resume on the appropriate bit version that has been installed. Our next step is to copy the files over locally.

::32-bit Outlook
:32bit
echo Found 32-bit Outlook.
set config-path=C:Program Files (x86)Microsoft Dynamics CRMClientConfigWizard
::copy install and config files
echo Copying network installation files.
copy /y /z %install-path%CRM2016-Client-ENU-i386.exe .client.exe
copy /y /z %install-path%CRM2016-Client-KB3154952-ENU-i386.exe .patch.exe
copy /y /z %install-path%crm.xml .

goto resumeinstall

::64-bit Outlook
:64bit
echo Found 64-bit Outlook.
set config-path=C:Program FilesMicrosoft Dynamics CRMClientConfigWizard
::copy install and config files
echo Copying network installation files.
copy /y /z %install-path%CRM2016-Client-ENU-amd64.exe .client.exe
copy /y /z %install-path%CRM2016-Client-KB3154952-ENU-amd64.exe .patch.exe
copy /y /z %install-path%crm.xml .

goto resumeinstall

Now here, we are doing a couple of things. Depending on whether we found 32-bit or 64-bit Outlook, we are copying the appropriate installation files to the local directory we previously created. We copy the CRM installation file, service pack 1 (covered later), and configuration file that we mentioned earlier. We also renamed the install and sp1 files in this step to a generic name. This allows us to do the remaining steps with the same command line, regardless of which bit version we are installing. Quick tip: you can use the /z command to specify a network copy. The benefit is that it adds a progress indicator while copying.

Installing CRM

Now it's the easy part! Yes, the installation is actually quite simple. We basically do 2 thing: extract the contents, and then run the installation.

:resumeinstall
::extract file
echo Extracting installation files.
client.exe /quiet /passive /extract:.

::install using quiet switch and config file
echo Installing CRM.
"setupclient.exe" /q

Using the /quiet and /passive switches will install and extract it in the background without any user interaction, which is perfect for a batch file install.

Additional Settings

Do you need to set a HomeRealmUrl? (covered here: https://www.powerobjects.com/blog/2015/07/08/configuring-outlook-client-for-microsoft-dynamics-crm-via-a-second-federation/)

Now is the time for a registry addition. For example, this command will set the HomeRealmUrl:

::configure login via Federation
echo Adding configuration for login.
reg add HKLMSoftwarePoliciesMicrosoftMSCRMClient /f
reg add HKLMSoftwarePoliciesMicrosoftMSCRMClient /v HomeRealmUrl /t reg_sz /d https://login.consoso.com/adfs/services/trust/mex /f

What if you want to enable certain Internet Option settings, or add a domain to a trusted site? This is all doable here from the reg command once you find the correct registry location.

The CRM Outlook client will also perform better with high performance power settings. With powercfg (https://technet.microsoft.com/en-us/library/cc748940(v=ws.10).aspx) you can set certain values in this script. Let's say that for anyone installing CRM for Outlook, you want to increase the turn off hard disks when plugged in to 4 hours. This is doable with one line:

powercfg /change disk-timeout-ac 240

You can also setting additional powersettings if your company has a standard powerplan, by grabbing the correct guid through powercfg.

Note: another setting that is recommended is to turn on cached Exchange mode. However, we generally recommend setting this through group policy ahead of time instead of scripting it, since it could lead to unrelated Outlook issues.

Service Pack 1

We've already copied the service pack 1 (renamed to patch.exe) from earlier, so now let's apply it, by first running an extract command, then running the executable.

::install service pack 1
::create patch folder for extraction
md patch

echo Extracting patch.
"patch.exe" /quiet /extract:patch
cd patch

::install with passive switch
echo Applying patch.
"crmupdatewrapper.exe" /passive /quiet

Once again, we use the /quiet and /passive switches to prevent user interaction while applying this patch.

Configuration Wizard

Now we go into the config path defined previously, and configure it with our config file that we created.

::config wizard
echo Configuring CRM organization.
"%config-path%microsoft.crm.application.outlook.configwizard.exe" /q /i "%userprofile%outlook-install-tempcrm.xml"

/q means run in quiet mode, and /I lets us specify the config file.

Remove your temporary files

So everything should now be working. However, earlier we created a temporary folder and added a bunch of stuff to it, and we no longer need it. So let's get rid of it.

::delete installation folder
echo Deleting temporary installation files.
cd %userprofile%
rd /s /q outlook-install-temp

echo.
echo Installation and updates are complete.
echo Please restart Microsoft Outlook to finish the configuration.
pause
exit

And there you have it! If you were able to follow all of this, added all the files, created your script, and ran it successfully – great job! If you simply copied all the code here line by line and it works … even better! Just remember to send out the link to a smaller set of users first to catch any unforeseen problems before rolling it out to everyone.

For more Outlook related content, check out these blogs:

Happy CRM'ing!

5 Things We Love About Dynamics 365 App for Outlook

Dynamics 365 App for Outlook has gotten faster, smarter, and more convenient. Connecting CRM for Dynamics 365 with Outlook, the app makes it easy to track emails, tasks, and appointments without installing any additional software. With the app, you can create records and view information from Dynamics 365 and use your email templates, sales literature, and knowledge articles when composing messages and creating appointments. Adding the Dynamics 365 App for Outlook automatically also adds the Dynamics 365 Office add-in to Outlook on the desktop allowing you to directly manage links between your Outlook contacts and Dynamics 365 contacts. With this Fall 2016 release, server-side synchronization and the Dynamics 365 App for Outlook is the Microsoft preferred way to integrate Outlook and Dynamics 365 both online and on-premises.

We love how easy and intuitive it is to access the power of Dynamics 365 from your Outlook inbox:

Open the Dynamics 365 pane in Outlook using the command button in the ribbon.

Dynamics 365 App for Outlook

For Outlook on the web, click the Dynamics 365 link or the Dynamics 365 icon.

Dynamics 365 App for Outlook

Here are the five main features.

  1. View Dynamics 365 information and create activities
  2. Track regarding now the DEFAULT mode from Outlook for new or existing records
  3. Use Email Templates, Sales Literature and Knowledge Articles
  4. Add a new Contact or Lead to Dynamics 365 from Outlook
  5. Track Outlook contacts with the Dynamics 365 add-in

Now let's break each of these 5 down:

1.)View Dynamics 365 information and create activities

The Dynamics 365 pane will display information based on matching the From and To email addresses. Use the plus sign to quickly create task, appointment or phone call activities from Outlook for contacts and leads. Also see information on the next activity, last activity and other related records, such as opportunities and cases.

Dynamics 365 App for Outlook

If the recipient is a Dynamics 365 user (as opposed to a contact or lead), their information will display in the Dynamics 365 pane with (user) next to their name.

Dynamics 365 App for Outlook

2.)Track regarding from Outlook for new or existing records

You can track an item to a matched record with one click on the blue link icon!

Dynamics 365 App for Outlook

The best practice is always to track an email, appointment or task regarding a specific record such as a case or opportunity. Dynamics 365 App for Outlook displays your Recently Used Records list. Quickly track regarding a recently used or pinned record. (Note: You can only track meetings for which you are the organizer. Meeting replies are not tracked.)

Dynamics 365 App for Outlook

To track regarding a record not on the list, type a search term and click the look up icon. Categorized search results from multiple record types will display. (Note: The Dynamics 365 App for Outlook search uses the settings from Dynamics 365, so an administrator can customize which records and which fields are searchable by changing the Categorized Search options in System Settings and customizing Quick Find views.)

Dynamics 365 App for Outlook

If the record you are looking for is not found, you can create a new record right from Outlook.

Dynamics 365 App for Outlook
Dynamics 365 App for Outlook

You also have the option to track without setting regarding.

Dynamics 365 App for Outlook

3.)Use Email Templates, Sales Literature and Knowledge Articles

When composing an email, the Dynamics 365 pane provides access to Templates, Sales Literature and Knowledge Articles. Global and contact email templates are available when Dynamics 365 finds matching contact records. Track the draft email regarding a lead, opportunity or other record to access email templates specific to that record type. (Note: Tracking pending status will resolve to Tracked at the next sync between Exchange and Dynamics 365.)

Dynamics 365 App for Outlook

Choose Sales Lit or Articles and expand the subjects to find the relevant product or topic and select the information to add to the email.

Dynamics 365 App for Outlook

4.)Add a new Contact or Lead to Dynamics 365 from Outlook

The Dynamics 365 pane will display information about matching records based on the From and To email addresses. If the email address does not already exist in in Dynamics 365, you will see a a link to Add to Dynamics 365 as a contact or lead.

Dynamics 365 App for Outlook

This opens a quick create form in Outlook. In this example, while entering the new contact information, we want to link Karen to the existing Contoso account. When you click on Account Name, an Account lookup displays in the Dynamics 365 pane. You can search for and select the correct account, or create a new account record.

Dynamics 365 App for Outlook
Dynamics 365 App for Outlook

There is an option to open the record in a Dynamics 365 application window once it is created, so you can input additional information into the full form. When you Save the new contact, Dynamics 365 App for Outlook automatically tracks the item as regarding the newly created record and displays the green link icon.

Dynamics 365 App for Outlook
Dynamics 365 App for Outlook

5.)Track Outlook contacts with the Dynamics 365 add-in

If you already have detailed contact information in Outlook 2016, instead of using the Add to Dynamics 365 link in the Dynamics 365 pane, use the Dynamics 365 add-in, an Outlook solution module accessible from the Outlook navigation bar which is automatically installed when you install Dynamics 365 App for Outlook. If you are using compact navigation, you will see the add-in icon. If you are not using compact navigation, you will see Dynamics 365 (or if you have more than one extension loaded you will see the word Add-ins).

Dynamics 365 App for Outlook

In the Dynamics 365 add-in, you can select records from a list of Outlook Contacts and Track or Untrack them from Dynamics 365. Details from the Outlook contact include phone numbers, full address, etc. will then be synchronized with the record in Dynamics 365.

Dynamics 365 App for Outlook

You can also link contacts to accounts from Dynamics 365. If the account does not already exist, click New to open Dynamics 365 in an application window and add a new Account.

Dynamics 365 App for Outlook

To learn more about the awesome new features that became available with the rollout of Dynamics 365, tune into our week CRM for Dynamics 365 webinar series on Tuesdays and Thursdays.

Happy CRM'ing!

Utilizing Dynamics CRM Document Templates through the Outlook Client

In Microsoft Dynamics CRM 2016, an awesome new feature has been introduced. It gives you the ability to create Microsoft Word and Microsoft Excel templates to easily get data out of CRM and into useful reports and spreadsheets. The best thing about the new feature, CRM Document Templates, is that it eliminates clicks when generating reports. Even if you are an avid CRM for Outlook user, you can still utilize this new feature. Today's blog will help you navigate through the CRM for Outlook client to be able to locate and use CRM Document Templates directly from Outlook.

If you are new to creating document templates, you might want to first check out the It's Never Been This Easy: One Click Document Generation in CRM 2016 blog to learn tips and tricks on creating document templates within CRM. Once you've learned how and created a document template, open Outlook and use the folder structure or navigation option to access the CRM section as shown below:

CRM Document Templates

Figure 1: CRM in Outlook

Once you've navigated to the CRM section, navigate to the entity for which you created the template. In this case, we have created a template related to Opportunities. To navigate to the Opportunity entity, go to Sales > Sales > Opportunities.

CRM Document Templates

Figure 2: Opportunity

When you find the record you want a document template for, highlight it in the list of records. Navigate to the top ribbon in Outlook where you will see a number of items to choose from along with Word and Excel templates. These are both a part of the document templates that can be created within CRM. In this case, we will select Word Templates and then select Word Templates again. You can see that we are able to view all the Word templates that have been created for this entity.

CRM Document Templates

Figure 3: Opportunity Word Templates

When you have selected the correct Word template to run, the file will download and you will be able to view the data from CRM within the template that you have created. In some cases, if your Outlook window is smaller than normal, you will not see the Word or Excel templates in the top ribbon. In this case, you will navigate to the button labeled Data within the top ribbon. This is where you will be able to find the document templates location from Outlook.

CRM Document Templates

Figure 3: Opportunity Word Templates from data button

That's all for the blog today! Want to learn more? Check out this blog: Dynamics CRM 2016: How to Easily Generate Excel Templates.

Happy CRM'ing!

How Does Field Security Impact the CRM and Outlook Synchronization?

One of the coolest features of Microsoft Dynamics CRM is its integration with Outlook. Users just love the ability to access CRM directly from their email client. In today's blog, we'll discuss how field security impacts the synchronization of data between CRM and the Outlook client.

As a refresher, enabling field security on a field within CRM helps secure the data within the field so that only those with the appropriate field security profiles have the permissions necessary to read, update, or create these fields. For many organizations, field security addresses the needs of restricting access to confidential data or standardizing data entry.

As a best practice, it is recommended to not sync secured fields. If syncing is necessary, your CRM administrator can update the sync direction to prevent edits to the field during synchronization.

If you're thinking about applying field security to a synced field, the example below will highlight the implications.

Say a potential tenant calls a real estate agency to schedule a viewing of a property. The receptionist takes down the potential tenant's name and phone number over the phone and enters it in CRM within Outlook.

Field Security

Because the agency wants to confirm the individual's identification with a government-issued ID, the receptionist is restricted from updating the birthdate field through field level security. Sure enough, when the receptionist syncs Outlook with CRM, the birthdate entered is not visible.

Field Security

When the potential tenant arrives at the property in person, they provide their identification to the property manager for verification. The property manager, having verified the birthdate on the physical government-issued ID, updates the birthdate in CRM. The next time the receptionist syncs Outlook with CRM, the birthdate will be listed.

Field Security

Knowing how field security impacts CRM synchronization with CRM for Outlook is critical for user adoption. If you want to learn more about CRM and Outlook, check out our Webinar on Demand: CRM On-the-Go with Outlook!

Happy CRM'ing!

Flash Fix Friday: Dynamics CRM 2016 Email Router Error

Houston, we have a problem. If you've tried to install the Dynamics CRM 2016 Email Router and got an error message, today's blog has the fix!

Issue: After installing the 2016 Email Router and attempting to load data, this error message is displayed:

CRM 2016 Email Router

Fix: This error is being caused because the install of the Microsoft Online Sign-in Assistant is out of date. In this case, the version that is installed with the Email Router is version 7.250.4303.0, but the latest version is 7.250.4556.0. To fix the error, simply install the latest version and you'll be good to go!

Here's what the out-of-date version of Sign-in Assistant looks like:

CRM 2016 Email Router

And here's the updated version of Sign-In Assistant:

CRM 2016 Email Router

To get the most up-to-date version of Sign-in Assistant, download here. That's all for the blog today! Want to learn more about emailing and Dynamics CRM? Check out our free Webinar on Demand, CRM On-the-Go with Outlook!

Happy CRM'ing!

Tips and Tricks for Using the Outlook Client and Dynamics CRM

Are you a Dynamics CRM user who prefers utilizing the Outlook client over the web client? If so, today's blog is for you! Read on for some handy tips and tricks for making your work more efficient when using the Outlook client and Dynamics CRM!

Recently Visited

Access recently visited records within the Outlook client by following these steps.

1. Right click on the record type with the record you want to view.

2. Click on Recently Visited.

3. You can now view your recently viewed records.

Outlook Client

Pin Multiple Views

This functionality increases work efficiency as you can search and work with multiple records at once. You can only pin one view on the web client, but following the steps below, you can pin more than one view with the Outlook client.

1. Click on the arrow next to the folder icon to expand the views available for the entity.

2. Select the view you want.

Outlook Client

3. Click on the pin icon that points to the side to pin the view. You can now pin multiple views and the pin icon will point down for all views pinned.

Outlook Client

Move Sections, Areas, Sub-Areas and Entities

Unlike the web client, you can actually move around Areas and Sub-areas within your Outlook client.

Move Areas: move an Area (Sales/Marketing/Service/Settings/Help) up or down based on your most used navigation section.

For example, if your team only works with the Sales area, you can move the Sales area to the top so that it's the first area displayed upon logging in. Here is how you can do this:

1. Right click on Sales.

2. Select Move Up.

Move Sub-areas: from within an Area, you can also move sub-areas. For example, if your team only works with Customers, you can move that section up.

1. Right click on Customers.

2. Select Move Up.

Move Entities: if you only work with certain entities within a sub-area, you can move those around. For example, if you work mainly with Accounts more frequently than Contacts, you can move that section up.

1. Right click on Accounts.

2. Select Move Up.

Using these tips and tricks will increase efficiency in your day-to-day tasks. Check out this blog to learn more about best practices for working with the Outlook client. Want to learn even more? Check out our Webinar, CRM On-the-Go with Outlook!

Happy CRM'ing!