2015 Update 1: Folder-Level Tracking

Microsoft Dynamics CRM 2015 Update 1 (code-named Carina) brings a lot of great new functionalities, in this post the new folder tracking functionality is presented.

Why use folders?

For a couple of reasons, namely:

  • Leveraging existing OOB functionality on e-mail clients:
    • Most web, desktop and mobile e-mail clients support folders natively.
    • Most clients also support setting automated rules (e.g.: when an e-mail comes from a particular address or with a particular subject move it to a specific folder.
  • No additional add-ons required for the e-mail client.
  • Faster performance: In the end of the day CRM Outlook client still impacts on Outlook performance.

This new feature is very specific to tracking e-mails, the reason they were tackled first is not only because folder tracking is an “easy” implementation that leverages on existing e-mail clients capabilities as it was also the main record of concern when tracking data to CRM, as per image below:

Additionally, there is a considerable amount of CRM users that use standard web of mobile e-mail clients that are not aware of MSCRM, most, if not all, supporting folders and rule definition/automations:

How to setup?

  1. In e-mail Client: Create the folder(s) against which you which to track.
  2. In CRM: Create a rule in CRM to map each folder to a specific CRM Record (as per image below).
    1. Exchange folders are updated to CRM on every server-side-sync.
    2. Up to 25 rules can be created per user.

And that’s it, it’s done!

How to use it?

Just move the e-mail you wish to track into the appropriate folder.

The actual actions/steps required to move an e-mail to a folder depend on the e-mail client used. Below are some examples:

  1. Outlook: Just drag the e-mail to the folder.

  1. IOS mail app: From the e-mail message, click the folder button, then chose folder to move it to.

Requirements

For folder tracking to work, all of the bellow need to be true:

  1. Server-side sync required: The user either has CRM Outlook setup or the new folder tracking feature (more details in “Should I still use CRM Outlook Client?” section).
  2. Exchange server required
  3. Folders under Inbox required
  4. Folder mapping set up: As per “How to Setup?” section above.

Tips & Tricks

  1. You can have multiple folders regarding the same CRM record
  2. Create a folder for long-lasting record types: To set regarding directly against them when moving the e-mail to the folder (e.g.: Cases, Opportunities, etc.).
  3. SDK support to manage the rules: In cause automations are required to auto configure rules in CRM.
  4. Use sub folder tricks for personal emails: Sub folders are not part of the rule for parent folders.
  5. If regarding not specified, you can set it later: You can always go to CRM and set it.
  6. Use it on your phone, OWA, Outlook, etc.
  7. Learn more on how to set up Exchange rules: They can be leveraged to automate most of the tracking.
  8. If you remove the rule, all emails in the folder will not be impacted: They have already moved /where already tracked in CRM.
  9. In CRM, the folder list in Rule UI is updated periodically: When the mailbox is processed by server-side sync.
  10. Clean up mappings when no longer needed: The max is 25 rules per Mailbox / User.

Should I still use CRM Outlook Client?

Yes, as per table below, CRM Outlook Client still has a lot of functionality/value that is not going to be replaced any time soon.

Feature

Server Side Sync

(w/ Folder Tracking)

CRM Outlook Client

Track E-mails to CRM

ü

ü

Track other records to CRM

(e.g.: contacts; appointments; tasks)

û

ü

Send records to Outlook

(e.g.: appointments, contacts, and tasks)

ü

ü

Open CRM Records

(e.g.: open related case record from an e-mail)

û

ü

Maintain Data Offline

û

ü

With the server-side-sync, and the new folder tracking functionality, CRM is allowing for another utilization scenario, where the user’s e-mail client is agnostic to MSCRM and thus covering a more complete set of endpoints that can now be used to interact with MSCRM.

Note: Do note set CRM Outlook Client and server-side-sync simultaneously for the same user. Microsoft does not recommend it (source), and chances are a lot of issues may occur.

Microsoft has a nice video on this in Folder Level Tracking in CRM Online 2015 Update 1.

Stay tuned, more posts to come on 2015’s Update 1 and its new functionalities.

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2015 Update 1: Online Ramp-Up E-mails

With the release date on Update 1 getting closer and closer, Microsoft is sending out e-mail to its CRM Online subscribers.

Below are the e-mail received so far for EMEA region (dates and contest may vary according to geographic location).

Email 2

  • Date Sent: 16/04/2015
  • From: crmoln
  • To:  CRM User
  • Subject: Scheduling Your Organization for Microsoft Dynamics CRM Online 2015 Update 1
  • Contents:

Email 1

  • Date Sent: 08/04/2015
  • From: crmoln
  • To: CRM User
  • Subject: Prepare your users: Microsoft Dynamics CRM Online 2015 Update 1
  • Contents:

More are expected to be received, specially the one with the proposed upgrade date, :).

So far, this is the official information released:

Version

Availability

Information

Microsoft Dynamics CRM Online Spring ’14 June 2014 Get ready for the next release – Spring 2014 tab
Microsoft Dynamics CRM Online 2015 Update December 2014 Get ready for the next release – 2015 Releases tab
Microsoft Dynamics CRM Online 2015 Update 1 Second quarter 2015 Get ready for the next release – Coming soon tab

Source: https://technet.microsoft.com/en-us/library/dn308237.aspx

Microsoft Connect, Your feedback Matters.

Microsoft Connect Feedback Site (https://connect.microsoft.com) has been around since July 2005 now, and it’s a great place to provide feedback on new releases of Microsoft products, particularly business solutions.

Microsoft Dynamics CRM is no exception, and currently there are a number of new features and releases available to try, and provide feedback on.

All bugs and suggestions can be placed against each release, and they are actually acted upon. Some highlights of the portal’s features (they will depend on user access, more or less might be available):

  • Products/Release accepting bugs/suggestions:

  • CRM Releases accepting bugs/suggestions:

  • Example List of Items (users can vote on features/bug corrections to make them be implemented faster):

You will need to apply for most of the trials and login to be able to provide the feedback.

2015 Update 1: Export to Excel Redesigned

Microsoft Dynamics CRM 2015 Update 1 (code-named Carina), available for CRM Online only, brings a lot of great new functionalities, in this post the full redesign of the export functionality is presented.

This redesign is mostly due to issues the previous implementation had. Overall some of these issues have been in Microsoft Connect feedback site (more on this site on a later post, ;)) for around 3 years now and in the top #10 of the requested features/fixes of all time.

What was wrong and how was it fixed?

So many things were fixed, but I believe the best is to explain in a table, as per below:

#

Issue

Fix/Redesign Applied

1 If exported as a static worksheet, the excel file could not be used for re-import to bulk update records. This was because the export did not contain the records GUIDs, and also the format extracted was .xls which was not a supported format for import. Now the export always brings the GUIDs, and the user can bulk edit and re-import if required.
2 The export for re-import file format was XML (spreadsheet 2003). This was not only pretty locked down (e.g.: no access to sheets area) as it was also buggy (e.g. ever tried to select a column to resize it? Excel crashed always). Now the format is .xlsx, and pretty much a regular excel file, the data comes pre-formatted as an excel table.
3 Formatting…Formatting…Formatting, so many issues here, e.g.:

  • Numeric Data exported as text.
  • Leading zeros disappeared.
Field format is now respected:

  • Text stays as Text.
  • Number as Number.
  • Currency in one Column.

Full details on how the mapping fully works can be found in section “Field Types Mapping”.

4 The alerts below would always be presented:

and

Not anymore.
5 Composite Fields previously had some limitations, e.g.: contact’s “Full Name” would always export as 3 different columns “First Name”… Now: “Full Name” exports the name in one single column, users can optionally select individual fields (e.g. “Last Name”) to get one of the 3 fields that compose the “Full Name”.

More examples can be found in the table below:

6 Previously the user had 2 download/export types:

  • Export static data, clicking on this would pop-up a dialogue (export would be in .xls format):

  • Export for re-import, only this one would have the record’s GUIDs that allowed re-import (export would be in xml format):

One-click Download: Clicking on the export to excel exports the excel immediately now (no export wizard is presented), with the following configuration:

  • Downloads all pages of the selected view.
  • Data is converted as an excel table.
  • File in .xlsx format.
  • Always Importable: GUIDs are also exported, i.e.: .xlsx is now supported for re-import (hurray).
  • Sheets selection presented (sheet name equal to view name when exported).
  • Column width scaled as configured in the view definition by default.

Example:

7 Download Limits

  • 10.000 records (a user would have to tweak this to have more, this was not recommended/supported):

Source: DynamicsCRMPros

  • Up to 100.000 records now.
  • Up to 32MB in size.

8 Upload Limits

  • Previous limit was 8MB

Source: CRM Help & Training

9 Everything goes:

  • All fields in all rows would of the updated in bulk, even if the user have not changed them in the excel file.
  • If changes to other fields were done in the interim from other locations (e.g.: Web interface; Outlook client) they would be reverted back to what the excel had.
Updates are now on a field by field basis. As with Outlook sync, now the bulk update feature only changes the fields that where actually changed in the excel:

  • leaving as they are.
  • This is also good for auditing, as now its clearer what changes where actually intended to be done.

Example:

Field Types Mapping

The table below presents in more detail the mapping that occurs between a CRM field type and an Excel field type:

One-Click Download

The image below summarises the actions that occur in the new “One-Click Download” feature:

Microsoft has a nice video on this here What-If Analysis using Excel with CRM Online 2015 Update 1.

Stay tuned, more posts to come on 2015’s Update 1 and its new functionalities.

2015 Update 1: Theming

Microsoft Dynamics CRM 2015 Update 1 (code named Carina) brings a lot of new great functionalities, in this post the new theming functionality is presented.

Event though not essential when customizing CRM to the customer’s specific needs (traditionally getting they’re business specific processes up and running would the main thing), I lost count on how many times this was requested by customers.

It seems theming plays a key role for customers to feel they have something of their own, rather than just another standard OOB solution.

On previous versions changing CRM “css” was highly unadvisable, not to bluntly say unsupported.

Well, now the functionality is there.

Setting a new Theme

There is a new “Themes” option available in Settings > Customizations:

Users can set new themes, clone from existing themes and finally publish themes.

Only one theme can be set as default, and AFAIK there it is not possible to define different themes for different users, but the customization options are pretty much aligned to make this a reality, probably it will come out on a “Update 2”.

Previewing: Users can also preview the theme they are setting, as per button in image above:

  • This will set a cookie that allows the user to use this theme for a set time before it reverts (how long is the “set time”? It seems to be a secret of the gods for now. If anyone knows the answer feel free to share it in the comments area).
  • Previewing or publishing a new theme resets it. Erasing cookies will erase this as well.

Last, but not least, a theme allows for the following to be configured (more details on each configuration option can be found in the next section):

What Changes can be done to the UI?

  • Navigation Bar:
    • Logo
    • Logo Tooltip
    • Navigation Bar Colour
    • Navigation Bar Shelf Colour
    • Header Colour: This affects main navigation bar as well as view and form navigation bars, as per images below:

    And

  • UI Elements
    • Global Link Colour: The colour for links, such as email addresses or lookups.
    • Link: This is not for Global Links, this is the colour that commands or lists will use when you hover over the items.
      • Selected Link Effect: The colour that commands or lists will use to indicate selected items.
      • Hover Link Effect: The colour that commands or lists will use when you hover over the items.

    • Process Control Colour: The primary colour for process controls.
    • Default Entity Colour: The default colour for system entities if no colour is assigned.
    • Default Custom Entity Colour: The default custom entity colour if no colour is assigned.
    • Control Shade: The colour for controls to use to indicate when you hover over items. and
    • Control Border.

More details can be found here (this link is actually on the theme entity itself (useful if a developer wants to query / further enhance themes with automation, but also provides a god description on what each configuration setting means).

Example Custom Theme

Below are some example images on how a custom theme could look like in CRM 2015 Update 1.

  • Navigation Level:

  • Form Level:

  • Field Level:

Tips, Tricks and Recommendations

Below some tips, tricks and recommendations on themes:

  • Primarily for Branding:
    • Logos, Main Navigation.
    • Adjusting Accent colours only: Hover colours, Selection colours.

  • Not designed to alter CRM UI drastically: The theming is designed to make colour changes and not to drastically alter the CRM UI.
  • Core CRM Icons are not exposed to theming this release, and some are legacy (i.e. still are 2011 icons and will continue to use the default colour for hover effects.
  • Entity Colours (they can also be adjusted):
    • They are part of Entity Metadata.
    • Limitations: The same entity must be the same colour even if under different Sitemap nodes (e.g.: Cannot make all Service entities one colour and all Sales entities one colour because they overlap).
  • Contrast
    • Beware of colour contrast. The OOB theme has the correct contrast ratios to ensure optimal usability, consider them as a basis for your custom themes.
    • High contrast mode will always be using the default colour settings.
  • Don’t over-use colours
    • Every entity can have a different colour if necessary, but the recommend is using one of 2 patterns:
      • Make all entities neutral and highlight the key ones.
      • Make all entities that mean something with similar or same colour. Keep the total number of groups low.
  • Theming across environments:
    • There’s are set as records of a new “Theme”, as such it is not possible to bring them across as part of a solution. A traditional post deployment data “sync”/”migration” is advised it this is intended.
    • As an alternative themes can be exported and re-imported into another environment (details on this can be found in Manage configuration data). Then they must be published to become active.

Ohh…and one more thing… 🙂, Microsoft has a nice little video on all the above here: Theming with Microsoft Dynamics CRM Online 2015 Update 1.

Stay tuned, more posts to come on 2015’s Update 1 and its new functionalities.

2015 Update 1: Immersive Excel

Microsoft Dynamics CRM 2015 Update 1 (code named Carina) brings a lot of new great functionalities, in this post the new Immersive Excel functionality is presented.

Immersive Ad-hoc Analysis

Two areas to take into consideration for the Ad-hoc Analysis:

  • Embedded experience in CRM: CRM views can now be viewed as excel lists from inside CRM as example image below.

  • Bring in Excel capabilities into CRM: Users can do all the major features expected on excel (e.g.: filters, pivot tables, charts, etc.), as they did before on real-time data, but now without leaving CRM web interface and having to export views as excel files.

Immersive Bulk Edit

The image below perfectly captures how immersive bulk edit works:

In detail:

  • Views will now present the capability to “Open in Excel Online”.
  • The view will then be presented to the user as an excel online sheet, imbedded into the CRM UI. This is very similar to SharePoint’s functionality “Quick Edit”, where a user can bulk update a list, where excel like functionality presented to the user.
  • The user can then make the updates inline and click “SAVE CHANGES TO CRM” to confirm the bulk update.
  • The action that follows actually recuses the standard functionality, already available on previous versions of CRM (dated back to a least CRM 4.0):
    • The standard functionality by itself allows a user to:
      • Export data to a excel file, with the “bulk update” option selected.
      • This will export the excel file with hidden columns, such as the records GUID.
      • The user can then update data in the excel and import is back to CRM, by using its Import functionality.
      • The imported file would go to a “import queue”, where the file would pass through various stages, parsing, transforming and eventually importing (more details on the stages can be found here).
    • The functionality explained in the bullet above still occurs in “Immersive Bulk Edit” but CRM manages all the process for the user, as follows:
      • Creates a temporary excel with the data from the view, including the GUID (this excel would have the same format as if it would have been exported for re-import manually).
      • After user clicks on “SAVE CHANGES TO CRM”, the excel is imported into CRM and presents the user with the option to access the imports view.
  • This functionality does not replace the existing export for re-import, on CRM Update 1 both will be available, but Immersive Bulk Edit will now provide a faster alternative for bulk updates.

Requirements

Online only, further details:

  • CRM Online only
  • Might require the user to have an Office 365 License (TBConfirmed): This functionality leverages the Online versions of Office only
  • The user Role in CRM has to have the “Export to Excel” privilege set.

Best Practices

At least 6 to take into consideration:

  1. Immersive Excel is purely “On the Fly”: If you need to save the file permanently, copy data to another place or use Export to Excel functionality in CRM instead.
  2. Check file generated time in the UI: Time indicator on the top right, it regenerates the file (per view per user) after 5 minutes.
  3. Navigate away when you no longer need the content: If you need the content, import the data or copy the changes to somewhere else.
  4. Monitor Bulk updates is recommended: Import is asynchronous, and might fail is new data is badly formatted, go to imports section to track progress if required.
  5. Immersive Excel is available purely in Web Client: It will not allow the user to open the excel in desktop mode, the user will have to save/export to local folder.
  6. Always start Immersive Excel from a full CRM view: If Advanced Find is used to get the date to bulk update, save as a view first.

Conclusion

Ad-hoc Analysis and Bulk Edit can be accessed the same way, the same excel will be presented, the difference between them is what the user choses to do once the excel file is open, as follows:

  • If the user choses to create new sheets with pivot tables, charts etc, as a concept, this is considered to be “Immersive Ad-hoc Analysis”.
  • If the user choses to update the values of the data being presented and the “SAVE CHANGES TO CRM”, as a concept, this is considered to be “Immersive Bulk Edit”.

Stay tuned, more posts to come on 2015’s Update 1 and its new functionalities.

2015 Update 1: OneNote Integration

Microsoft Dynamics CRM 2015 Update 1 (code named Carina) brings a lot of new great functionalities, in this post the new integration capabilities with OneNote are presented.


Traditional CRM Notes vs OneNote Integration

The new integration with OneNote brings interesting new capabilities to further use the full stack of Microsoft solutions. Below is a comparison on features and on how integration with CRM works on the “traditional” CRM notes functionality (which will continue to be available) VS the new OneNote integration.

Feature Comparison


Some are worth detailing a little bit more:

  • Record Voice Notes: Why implement from scratch when OneNote already does this, and a lot more.
  • OCR capabilities, through OneNote’s built-in OCR capabilities and leveraging additional applications
    that already integrate with OneNote (e.g.: Office Lens).
  • The ability to use existing online solutions that
    integrate with OneNote, e.g.: IFTTT to automate note taking, ads another level to the automation possibilities on data related to CRM records.

Interaction Comparison

On another level, the table below shows how the existing CRM notes compares with the new OneNote Integration, on how it interacts with CRM.


Requirements and How to Setup

On this first release, OneNote Integration will be only possible in a…Online…SharePoint enabled… configuration scenario only.


In detail:

  • Only works in CRM Online
  • SharePoint integration must be configured/enabled in CRM: Only after this will the “OneNote Integration” option be available in CRM’s Documents Management area, to be used to further setup/configure the OneNote integration.


  • SharePoint Document Integration needs to be setup for the entity
    to have OneNote notebooks to be presented as related to the record.
  • OneNote Integration configuration needs to be setup for the entity
    to have OneNote available this must be specifically set on each entities configuration.


  • OneNote Integration must be enabled on the entity configuration itself.

Jesper Osgaard has a great post with step by step on how to setup this. After be above is done the user will start seeing a new tab on the Activity Wall section of the record.


How Notes are Stored and linked?

They will be stored in SharePoint.


In detail:

  • By default each record will have a new notebook


  • The notebook is only created when the user clicks on the “ONENOTE” option inside the record for the first time (this is identical to how the SharePoint Documents integration works for creating a document folder per record on first access):


  • Naming Convention:
    • Notebook name: Will have the same name has the record “name” field at the time of creation.
    • First Section: A new first section is created when the notebook is created, it will be called “Untitled” by default.
  • While in CRM Web interface, clicking on the first “untitled” link will be direct to OneNote’s web interface to the specific section:


  • Adding more sections will add more links to be presented in the record’s Activity Wall:


  • The user can manually change the location of the notebook, and even point the same notebook to several records (identical on how its currently being done for SharePoint document locations)


OneNote in CRM for Tablets

OneNote integration is also available in CRM for Tablets:

  • Clicking on links will open the OneNote app, if installed.


OneNote in CRM for Phones

OneNote Integration is also available in CRM for Phones:

  • Clicking on links will open the OneNote app, if installed.
  • Sections are sorted by “modified time”.


OneNote is everywhere

And the idea behind this new feature is to leverage that. OneNote is already a well-established solution with a vast ecosystem of:

  • Functionalises that complement other Office / Microsoft solutions.
  • Applications on all major OS’s.
  • Third party add-ons, integrations that further enhance OneNote’s capabilities.


CRM user licences still cost some €€, this will further help customers managing their licensing costs by allowing users, that only require the OneNote notes, to interact with CRM and its user’s without additional CRM licencing costs. For all this, the addition of the OneNote integration capability is very welcome.

Best Practices

Microsoft has advised on some tips and best practices on how to setup and use this new feature, a summary is below:

  1. Pin your notes in OneNote app on your device: Pin recent notes, pin to Start (Windows only).
  2. Use side-by-side experience on Surface Pro and Pen: e.g.: Surface Pen to one-click open the notes.
  3. Take notes in Quite Notes and move page later: If you are in a hurry.
  4. Close notebooks when you longer need them: Better for OneNote performance and search results.
  5. Notebook is auto created when user first clicks, very important
    Only in OneNote tab in Web Client.
  6. Navigate to OneNote to add a new note.
  7. Only enable the entities that needs a full notebook per record.

I believe this is my longest post yet, hope its useful and not a TLDR, ;). I believe the topic required it, will try to keep them as short and sweet as possible.

Stay tuned, more posts to come on 2015’s Update 1.