We also offer live training at very competitive rates.  Using Windows Live Meeting, we are able to schedule training, sometimes the same day as requested.  Please call (240) 280-2241 or email Training@MuchmoreBI.com to schedule your own training.

Here is our list of tips in progress, click the hyperlink to go to the topic:

How do I setup and configure the Outlook Connector for Microsoft Dynamics CRM?:

How do I merge records in Microsoft CRM?
Please click the link to see the "Quick Sheet" screen shot answer to this question.

How do I import records into Microsoft CRM using that have lookup references?

How do I change the layout of a list view in Microsoft CRM? 

What is the definition of Lead, Contact, Account or Opportunity in CRM?

What is the typical sales flow in CRM?

How do I personalize my Workspace, such as  removing "Get Started" panes, Increase (or decrease) Records per Page, Set Time Zone, Change Start Page?

How do I log on to Microsoft CRM Online if I receive an "Unsupported Security Settings" warning in Internet Explorer 9 (but my security settings are correct?

How do I designate my Microsoft Partner of Record for CRM online?

When do I use "Mark Complete" vs. "Save & Close" on an activity?  

How do I add new users to my CRM system?

How do I set a different computer as my Outlook Synchronizing Client?  

How do I enable auditing in CRM 2011?

How do I keep my Microsoft CRM contacts from synchronizing with my Outlook contacts?

Importing Records into CRM using the Import Wizard (and automatic data map)

The column headings in your import file need to exactly match the names of CRM fields.  One way to assure this is to do an advance find on the record you will import, select the columns that you will import, export that file to Excel and use the headers from CRM as the headers in your import file.

Save your import file as a CSV (MS-DOS).

Navigate to Settings > Data Management > Import Data > New  to start the import wizard

Browse to your file > Click OK (the comma and separator types should be correct)

Select what type of records you want to create.  The data map should appear as “Automatic”.  This is the only way that the import will work with lookup references, so if the data map does not populate, go back to your file, check your column headers and start the import over. 

When you get the "Automatic" data map, click through the wizard.

You can then watch the job process by clicking the recycle symbol at the top right of the import list.  When it’s complete, it will show you the number of successes and failures with links to the successfully created records.

For improved import error handling, MBI has developed an Retrieve Import Error Rows report.  Please click the link for details.

MBI does data imports into CRM using both the import wizard and the Data Migration Manager (DMM).  Please contact us for more information and an estimate.  It is helpful to have a sample of your data.  

Changing a system view in CRM

To add columns to an existing system view, navigate to

Settings (bottom left menu) > Customization > Customize Entities

Double click the entity for which you want to modify the view > Forms and Views >

Select the view you want to modify (“Open Leads”) and double click it > Add View Columns > Check of the columns you want to add > Use the green arrows to locate them the way you want them on the view > Double click to resize them > Save and Close > Publish the entity

Core Entity Definitions:
Lead: Unqualified prospect.  At this stage the individual and company (if applicable) are in the same record.  I lead is typically created from an inbound inquiry, brief contact (such as business card at a trade show) or through the acquisition of a Lead List.
Contact:  Qualified individual.  A contact does not need to be a customer.  In a complex sales process (where more than two individuals are needed to make a decision) the Contact may still be a prospect.  Contacts also represent other business related individuals (such as partners, referral sources, accountants, attorneys, etc).
Account: Qualified Organization.  Accounts can be either "Prospect" accounts, "Customers", or other business relationships.  Define the account type using the "Relationship Type" pick list in CRM.
Opportunity:  Potential revenue generating event.  An opportunity tracks such information as potential revenue, expected closing date and likelihood percent as well as information about the sales process stage.

Sales Flow in Microsoft CRM

Business to Business (B2B) sales process
Inbound inquiries and outbound call lists are entered or imported as CRM Leads
·      Qualified Leads become Accounts, Contacts and Opportunities
     o   Lead qualification is determined by the company. 
         Typical qualification is that the contact person at the organization is
        1.       Interested in potentially doing business with you AND
        2.       Able to potentially do business with you
·         Opportunities are potential revenue generating events and are tracked to resolution
       (win or loss)

Business to Consumer (B2C) sales process
Inbound inquiries and outbound call list records are entered/imported as CRM Leads
·      Qualified Leads become Contacts and Opportunities in a
     o   Lead qualification is determined by the company. 
         Typical qualification is that the person is
        1.       Interested in potentially doing business with you AND
        2.       Able to potentially do business with you
·         Opportunities are potential revenue generating events and are tracked to resolution
       (win or loss)

·     Personalize Workspace: Remove "Get Started" panes, Records per Page, Time Zone, Start Page
A large amount of screen “real estate” is initially taken up with Microsoft’s “Getting Started” guides, which are meant to be a helpful resource.

o   The Getting Started guides can be minimized by clicking the double arrows “>>” at the bottom of the tab

o   They can be removed (or re-enabled).  Navigate to Workplace and click the “Personalize Workplace” link (immediately above the “Workplace” bar) then:

§  Click General Tab

§  Unclick “Show Get Started panes…”

§  Adjust your desired landing page (e.g. Sales > Leads) if desired.  This is the page that CRM will open when you open the application from the Internet Explorer browser

§  Adjust your Records Per Page (I recommend 250)

§  Adjust Time Zone

What is the difference between "Mark Completed" and "Save & Close"?
When you complete a task (phone call, etc.) in CRM, use “Mark Complete” to tell CRM you did it.  The Save & Close option allows you to create a task that you’re going to do at another time. 

The activities that have been "Marked Complete" will appear in the "Closed Activities" section of the related record.  The activities that have not been marked as complete will appear in the "Activities" area.

Add New Users to your CRM system:

You can add as many users as you have available based on your license subscription.  For trial accounts, the user count is 20. 

To Add new users to your CRM system, navigate to:
Settings (Lower Left) > Administration (Upper Left) > and click Users

The view will change to the list of Users in the CRM system.  From there, click "New" > Select a Security Role for your new user or users and click "Next"

The wizard will walk you through adding the new user. Enter the user's name and email address and click "Add>>".  The email address will become their CRM logon email address and will need to have a Windows Live ID associated with it.  If there is not a Live ID assosiated with the email address, the user can create one from the invitation screen or at http://www.Passport.net. 

Once you have added all the users for the Security Role you choose, select "Add new users and send invitations now" and then "Create New Users".  You will be asked to wait while the dialog completes and then be offered the option to add more users.  The invitations will automatically be sent from Microsoft. 

Set computer as your Outlook Synchronizing Client
In Outlook, go to CRM > Options.  Click the "Synchronization" tab and select the box to set the current computer as the synchronizing client.

Enable Auditing in CRM 2011

For instance, if you want to audit the "city" field on an Account... go to the Account in customizations, open up the field and make sure that:

1.  The field is set to "Enable" auditing (many are set that way by default). 

2.  Click on "Account" in the customizations window and wait until the main "Account" page populates.  Click "Auditing" under data services. Save and Publish your customizations

3.  Click "Start Auditing" in the systems settings.  To get there, click "Auditing" and then "Global Auditing Settings" from the CRM Settings area.  Then click OK.

You auditing is now active.  Repeat steps 1 and 2 for any other fields you would like to audit.