Microsoft Dynamics CRM 4.0 User's Guide - MAEIL, Information ...

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If you enter a duplicate record within a few minutes of entering the first record, MicrosoftDynamics CRM will not detect the duplicate record. The matchcodes for new and updatedrecords are created every five minutes, rather than as a record is created.Duplicate detection can take place only if duplicate detection is enabled in Duplicate Detection Settingsand if at least one duplicate-detection rule exists for the record type. More information: Avoiding DuplicateRecordsGo offlineCan I do this task?This task requires permissions that are found in all default security roles. More information aboutspecific permissions and performing this task while offline: Common Task PermissionsYou can go offline if you have installed Microsoft Dynamics CRM for Outlook with Offline Access and have offlinepermissions.Whenever you go offline, data is synchronized between Microsoft Dynamics CRM and Microsoft Dynamics CRM forOutlook to ensure that you have access to the latest data on your computer.Whenever you go back online, the changes you've made to your local records are uploaded to the MicrosoftDynamics CRM database.You can also update your local data periodically while you are still online. This reduces the time it takes tosynchronize before going offline. This interval is set in your personal options.More information: Set Personal Options1. In Outlook, on the Microsoft Dynamics CRM toolbar, click Go Offline.You can track the progress of the records as they are updated in the Synchronizing MicrosoftCRM Data dialog box.2. To view the details of the synchronization, click Details. To receive a confirmation that thesynchronization is complete, select the Show Confirmation When Complete check box.3. If the check box is selected, click OK to close the confirmation message and to complete the update.The Windows notification area displays the Microsoft Dynamics CRM for Outlook Not SignedIn icon and the button on the Microsoft Dynamics CRM toolbar changes to Go Online. Otheroptions may also change.NotesWhen you go back online, your data will be re-synchronized with Microsoft Dynamics CRM andMicrosoft Dynamics CRM for Outlook, and you may be notified of any duplicate records. Moreinformation: Avoiding Duplicate RecordsTo go back online, on the Microsoft Dynamics CRM toolbar, click Go Online.If you attach a file to a Microsoft Dynamics CRM record while you are working offline, the attachedfiles must be available in the same location when you synchronize your data in order to be uploadedto the Microsoft Dynamics CRM database. For example, if you are visiting a customer and youborrow a disk with a file that you want to attach to the customer's record, first copy the file to yourlocal hard drive, then attach it from there. After you've synchronized your data and the attachmentfile has been uploaded to the Microsoft Dynamics CRM database, you can delete your local copy.440 Microsoft Dynamics CRM 4.0 User’s Guide
Resolve data synchronization errorsCan I do this task?This task requires permissions that are found in all default security roles. More information aboutspecific permissions and performing this task while offline: E-mail PermissionsDuring synchronization, if you encounter errors that prevent some of your Microsoft Dynamics CRM data frombeing synchronized when you go online, the Synchronizing Microsoft Dynamics CRM Data dialog box opens,and the Error tab displays the list of errors.1. In the Synchronizing Microsoft Dynamics CRM Data dialog box, choose one of the followingoptions:Finish going online and do not save the data changes made offlineChoose this option when you are unable to fix or change errors, for example, if you no longerhave access to a record or the record has been deleted. You can also choose this option ifyou've made minor changes that can be discarded or updated later.Important Discarding changes made while offline does not revert those changes. You willneed to revert those changes manually.Stay offline and try to fix the errors so all the data will synchronizeChoose this option if you want to attempt to fix the errors by using the information providedin the Synchronizing Microsoft Dynamics CRM Data dialog box. Any data entered orchanged after you went offline will be lost. If you know which records you have added orchanged, you can print them out so you can reenter the data later.Resolving Possible Duplicate Records If duplicates are detected during synchronization,you can resolve them.More information: Check for Duplicates2. Click OK to continue.. The Synchronizing Microsoft Dynamics CRM Data dialog box will appear again. If the problemcannot be fixed, use the Web application to open the server version of the records that causedsynchronization errors. Compare changes between each server version and the version you have inMicrosoft Dynamics CRM for Outlook, and make your changes to the server version. When all theserver versions of the items have been updated, go online and discard the changes you madeoffline.Microsoft Dynamics CRM 4.0 User’s Guide 441
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Microsoft Dynamics CRM 4.0 User’s
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Table of ContentsChapter 1: Getting
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Chapter 3: Marketing ..............
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Chapter 1: Getting StartedThis chap
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Customer Service ManagementThe Cust
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Information in the Resource Center
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ToPressMove to the next option or o
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utton .Use an asterisk (* ) as a wi
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In any list, select multiple record
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Clear, delete, or group search crit
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a. In the Activities list, in the T
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Delete a saved search3. On the Stan
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Microsoft Dynamics CRM.Business Uni
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NoteYou cannot update an attached f
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From the Reports areaa. In the Work
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3. Click Enter Value, and enter a v
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The following export formats are in
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DueEnter the date and time that the
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is displayed as long as the receipi
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NotesWhen you close an activity, th
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CustomerYou must click the Lookup b
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In the Assign to Queue or User dial
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Attach a fileCan I do this task?Thi
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5. On the General tab, in the Recor
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To search all records on all pages
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ooYou can use the Modified On colum
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2. Select the record or records tha
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You cannot create a new contact or
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Assign to another userClick the Loo
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Or, select multiple recordsSelect s
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use Track in CRM.Copy a shortcut. O
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width (in pixels) that you want, an
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There is potential for data loss if
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To ensure that the file is exported
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Notes and attachmentsYou can delete
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A record will only import if all Mi
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9. After reviewing the details, if
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The Created On and Modified On attr
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. Click Browse, select the comma-se
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TipIf you create a data map that yo
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Add any file or link to a Web page
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To adjust the width of a column, cl
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6. In the list of available records
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Configure sortingTo change the sort
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If you export a dynamic worksheet o
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If the recipients are in the same d
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To select a report from a record or
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To install the required control, cl
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Competitor Win Loss ReportUse this
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Web linksStatic filesDynamic files
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- OR -To start from a copy of an ex
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Column width. Width of the column h
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ooForms for related record typesRep
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Only reports that relate to the cur
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To page through the report, on the
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Add a report without using the Repo
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If you use the Microsoft Dynamics C
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share the.RDL file with the report
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g. To ungroup a group, click the Op
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If the report is enabled for pre-fi
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Create, edit, or copy a report usin
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a. For each row you want to group,
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oShow chart. To view data for a cha
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Make a report available for externa
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a. In the Microsoft Dynamics CRM Re
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Use Microsoft Office Word 2003Can I
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3. On the Actions menu, click Make
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TipTo share your new file with othe
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4. On the Actions toolbar, click Se
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7. If necessary, you can add or del
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While working with quotes, removing
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7. Click OK.Microsoft Dynamics CRM
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RegardingThis field is used to link
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DueIf you are not sending your e-ma
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Close an activityCan I do this task
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6. Click Save or Save and Close.Not
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Assign an activity to a user or que
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Work with Integrated Instant Messag
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More information: Creating and Usin
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Sending and Replying to E-Mail Mess
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To attach an articlea. To look up a
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This procedure does not create an O
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After a message is sent, the status
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Set the option to send and receive
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Convert an activity to a caseCan I
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You can enter a description of the
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Increasing Your EfficiencyPersonali
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2. In the Set Personal Options dial
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Create the duplicatesThis option al
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Create or edit an e-mail templateCa
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Set how your e-mail is trackedCan I
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In the above options, if you chose
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You can export to a static or dynam
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Create, Edit, or Copy a Report Usin
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However, rows with field values fro
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oShow chart. To view data for a cha
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From the Reports areaa. In the Work
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. To group criteria, you must selec
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ExcelView the report in Microsoft O
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Parent ReportIf this report is a su
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Lists for related record typesRepor
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Edit the default filter for a repor
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2. Download the report from Microso
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Create one-time or scheduled Report
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- OR -To edit an existing report, s
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Column width. Width of the column h
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ooForms for related record typesRep
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Edit a default report or create a R
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language in their personal options.
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Use Microsoft Office Word 2007Can I
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4. Continue with the Query Wizard.
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Using the Knowledge BaseUsing Artic
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View unpublished articlesCan I do t
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Using workflowsYou use workflows by
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Send an e-mail notificationStart a
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Conditional Branch. Adds a conditio
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5. Click the field where you want t
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Create or edit an announcementCan I
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c. In Common Tasks, click Add Colum
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Managing Customer RelationshipsMana
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postal code can provide basic geogr
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ooFaxThe selected option simply pro
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NoteYou cannot set up duplicate rel
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Party 2Select the customer record t
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For Selected RecordsSelect this opt
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NoteThis topic documents the list o
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oMailThe selected option simply pro
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5. Click Save or Save and Close.Rep
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However, you can also click the Loo
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For Selected RecordsSelect this opt
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Use this report to identify account
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Create or edit a leadCan I do this
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oMailThe selected option simply pro
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NotesBased on the security privileg
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Reactivate a closed leadCan I do th
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a. In the Navigation Pane, click Ma
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Work with OpportunitiesOpportunitie
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When the Look Up Records dialog box
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To remove a relationship, open the
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Close an opportunityCan I do this t
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Default sales reportsThe following
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2. On the Actions toolbar, click Ne
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Add or remove opportunities for a c
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9. Under Details, click Documents.1
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Selecting recipients for the quick
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You cannot add additional records t
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When you first create a quote it ha
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You must manually enter the tax amo
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Price ListSearch for and select the
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The mail merge process creates two
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You must enter the date in the form
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CurrencySelect the currency in whic
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ecords are created every five minut
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CurrencySelect the currency in whic
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TipWhen the Look Up Records dialog
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Bill To AddressEnter the address wh
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Lock or unlock the price for an ord
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Running CampaignsPlanning Campaigns
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The Total Cost of Campaign Activiti
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8. In the Outsource Vendors box, cl
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Understanding Quick CampaignsYou ca
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NotesYou cannot add additional reco
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Importing Campaign ResponsesIn addi
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2. Open the campaign that contains
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Using Marketing ListsCreating and M
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Add members to a marketing listCan
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Remove members from a marketing lis
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5. Create a query to find the list
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Select this option to include all r
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Chapter 4: ServiceThis chapter expl
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ArrivedCanceledCompletedNo ShowBusy
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calendar in your Workplace.You can
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The Schedule Service Activity form
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Show Time AsIf you want to change t
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that another service activity or ap
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Change the status of a service acti
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You cannot create a recurring servi
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2. On the Actions toolbar, click Sc
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Find an available time with specifi
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2. On the Actions toolbar, click Ne
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Close or cancel a service activityC
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7. On the Details tab, you can sele
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. On the Actions toolbar, click New
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SubjectYou must enter a subject. Th
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The Schedule Service Activity form
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Show Time AsIf you want to change t
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example, you could enter the sympto
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a. In the Navigation Pane, click Wo
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- OR -To work with activities assoc
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Providing Customer Service with Con
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. In the Contract form, on the Acti
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Page 399 and 400: Recording Entitlements Through Cont
Page 401 and 402: Resolve potential duplicate records
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Page 407 and 408: RemindersAfter synchronization with
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Page 413 and 414: More information: Set Personal Opti
Page 415 and 416: when you are working offline, they
Page 417 and 418: If a tracked activity is deleted fr
Page 419 and 420: 3. Save Outlook tasks as Microsoft
Page 421 and 422: In your personal options, you can s
Page 423 and 424: 2. Do one of the following:Create a
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Page 427 and 428: 6. You can also attach an article,
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Page 431 and 432: After a message is sent, the status
Page 433 and 434: Save Record.- OR -NotesIf your new
Page 435 and 436: NotesIf your new or updated record
Page 437 and 438: Before you go offline, you can sele
Page 439 and 440: The Data Group tab lists existing d
Page 441 and 442: More information: Set Personal Opti
Page 443 and 444: Set address book options in Microso
Page 445: Synchronize with Microsoft Outlook
Page 449 and 450: TroubleshootingAccessing Parts of t
Page 451 and 452: Work with Security RolesControlling
Page 453 and 454: Importing DataHow do I link address
Page 455 and 456: What does the message mean that I g
Page 457 and 458: How can I find all records that don
Page 459 and 460: Export Data to ExcelRunning Reports
Page 461 and 462: 4. In the Encoding list, click Unic
Page 463 and 464: e-mail activities created?Microsoft
Page 465 and 466: Why am I receiving e-mail messages
Page 467 and 468: Why can't I fix some of the synchro
Page 469 and 470: Why are Outlook appointments not ap
Page 471 and 472: General Issues with Microsoft Dynam
Page 473 and 474: Synchronizing InformationWhen I upg
Page 475 and 476: Why can't I go back online?This usu
Page 477 and 478: Running Reports - TroubleshootingCr
Page 479 and 480: Why do I receive the error "SRS soa
Page 481 and 482: GlossaryAaccept (To move a case int
Page 483 and 484: ase currency (The primary or defaul
Page 485 and 486: conditional branch (An element of w
Page 487 and 488: number of recipients. The e-mail go
Page 489 and 490: Import Data Wizard (A wizard used t
Page 491 and 492: opportunity (A potential revenue-ge
Page 493 and 494: qualify (To verify that a record fi
Page 495 and 496: subset of that type. )schedule (A l
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Tteam (A group of users who share a
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workflow scope (The range of record
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