Tip #83: Bring back the record properties dialog

One of the items that is missed by some users after upgrading to Microsoft Dynamics CRM 2013 is the record properties dialog. This is the 2011 feature that shows you the created by, created on, and modified information about a record. Many users loved this feature, because it gave them an easy way to see when a record was updated or created without having to clutter the form with those details.

Fortunately, that dialog is still there, it is just hidden by default.

Mr. Ribbon Workbench, Scott Durow, has graciously written a great solution to add the properties link to the 2013 CommandBar. Read more and download it here.

Tip #82: Automate going offline

If you use the offline capability in Microsoft Dynamics CRM, did you know that you can make the go offline process automatic? So if you lose your internet connection, you can continue to work in CRM without having to hit the “Go Offline” button.

Turn on background local data synchronization. In CRM 2013 Update Rollup 1, this setting is not displayed in user settings, but it is still there. Open the Outlook client diagnostic and check the box for Offline Data Updates. Then click “Save.”

diagnostics

Once you enable Offline Data Updates, CRM will automatically synchronize data to the local database every 15 minutes. Then if you get disconnected from the internet, when you reopen Outlook, CRM will start in offline mode. when you get reconnected to the internet, when you reopen Outlook, CRM will start in Online mode.

Tip #81: Business Process Flow Trivia

Did you now that Microsoft Dynamics CRM 2013 Business Process Flows:

  • Are considered processes and are created from the Process area in the Settings module
  • You can have up to 10 active process flows per entity
  • Can contain up to 30 stages
  • One process flow can use up to five different entities
  • Users can switch process flows if needed
  • Can be restricted based on security roles
  • Order determines the default process flow used

Thanks to MVP Donna Edwards for the great tip!

Tip #80: Auditing for all Critical Records

Maybe you don’t want to turn auditing on because you think you don’t need it or are concerned about the additional storage space it will consume. But enabling auditing is a CRM Administrator’s best friend when it comes to understanding the consequences of the assigned security roles. So at the minimum be sure to enable auditing for the COLAC entities: Contacts, Opportunities, Leads, Accounts and Cases.

CRM Auditing

CRM Auditing

Tip #79: Limit use of System Admin and System Customizer Assignments

At the risk of significant human induced catastrophe, don’t assign the System Administrator or System Customizer security roles to anyone that hasn’t received in-depth training in customizing, configuring and managing the CRM system. No matter how expedient it might be to assign the role to a marketing team member that needs to go into the system and update and option set for ‘how did you hear of us’ with the latest advertising options, don’t do it.

CRM System Admin Role

CRM System Admin Role

Tip #78: Business Owner CEO Business Manager

The CEO Business Manager security role in the CRM has broad rights, almost as much as the System Administrator Role. No matter how forcefully you are told, don’t give this role to the owner of the business who is probably also paying the bills. Why? Because most likely, this person is the one that was too busy to attend the user training they had you give to their employees.

Without the proper perspective and insight it can do a lot of damage. If you must, copy it and then remove all the Delete rights.

CEO Business Manager Security Role

CEO Business Manager Security Role

Tip #77: Security Role Terminology

Before you can create the security architecture or manage your security, you need to know the terms:

  • Privileges are the verbs in CRM: Create, Read, Write, Delete, Append, Append To, Share, Assign.
  • Access levels, from most to least generous: organization, parent-child business unit, business unit, user, none.
  • Entities are the units to which a security role applies an access level for every privilege.

Tip #76: Use Your Community

As MVP’s we get a lot of unsolicited questions from some members of the community.  Just so you know, as a method of practice, I do not respond to these and that also goes for some other members of the MVP community.

Our recommendation, which will definitely get you better results than asking one person, is to do a number of things.

1. Do a Bing/Google search for your problem:   There are a number of great blogs and forums out there.  Chances are you are not the first person to experience your particular issue.

If that Google/Bing search doesn’t work, then…

2. Use your forums:  There are so many great ones to choose from.  Here are a few good ones.

We don’t mean to seem so rigid, but the reason for this is two fold. Here’s the reasons:

1. If you ask your question in these public arenas then people can search for it in the forums and through search engines in the future.  So you are contributing to the community with your question.

2. If you ask the question to just one or two MVP’s then only one or two people will see it.  If you ask the question in the public forums you will have many people see it.  I guarantee you that you have a lot better chance of getting a better answer that way.

Thanks!

Jamie Miley

Tip #75: Make iOS7 Remember Your CRM Password

I have heard multiple users report that IOS7 does not remember their passwords, whether for CRM for Phones (Mobile Express) on iPhone or using CRM in Safari on an iPad, and that they have to type in their credentials every time they try to use it.

This is due to a new private browsing feature in IOS7. When private browsing is turned on, no passwords will be stored.

Here is a fantastic YouTube video showing how to disable private browsing. After making this change, I have found that IOS Safari typically will remember your CRM password.

Tip #74: Print a CRM record

This is one of those “obvious if you know it” tips, but something that several users have asked me about when upgrading to Microsoft Dynamics CRM 2013. Where is the print button?

To print a record in Microsoft Dynamics CRM 2013 (web client)

  1. Click the gear in the upper right hand corner by your name
  2. Click “Print Preview”

To print a record in Microsoft Dynamics CRM 2013 (Outlook)

  1. Select the record from a view
  2. Click File->Print in Outlook