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

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Map drop-down list values Yes No (To map list values, you mustmanually edit a data map.)Set value of Created On attributefrom source dataNoYesCustomize Microsoft Dynamics CRM tomatch dataNo (Customization must be performedprior to import.)Yes (Data Migration Manager cancreate custom record types andattributes.)Transform dataNo (You must use a one-to-onemapping of attributes.)Yes (Complex data transformationsare possible.)Send e-mail message to user whentask is doneYesNoImporting Your Data Using the Import Data WizardThe Import Data Wizard is useful for importing data you have stored in a spreadsheet or importing leads that you havepurchased. It can be used for importing data into most record types. The Import Data Wizard is designed for use bypeople in sales, marketing, and customer service to use with their own data. All data imported will be owned by theuser who does the import, or, if the user has permission to assign records, all records in an import can be assigned toanother user.The data must be in a comma-separated value (CSV) file or in a delimited text (.txt) file with columns delimited bycommas. You can export or save data in comma-delimited format from many applications, such as Microsoft OfficeExcel or Microsoft Office Outlook contacts, and most databases.If your import file uses column headings that match Microsoft Dynamics CRM display names, the file is automaticallymapped. If you frequently import data that is in the same format, you can use a data map to map your data to speedthe import process.Microsoft Dynamics CRM processes imports in the background, and you can select to receive an e-mail message whenthe import completes. Once an import completes, you can review the records that succeeded or failed to import. Youcan export failed records into a separate file so that you can fix them, and then try to import them again. Or, you candelete all records associated with an import.If your system administrator has enabled duplicate detection during import, you can select whether to importduplicates. After an import completes, you also can run a duplicate-detection job to detect potential duplicates.Migrating Data Using the Data Migration ManagerThe Data Migration Manager is a downloadable tool that can be used to migrate data from another customerrelationship management system to Microsoft Dynamics CRM. The tool typically is used when Microsoft Dynamics CRMis first installed to migrate data from previous systems, but also can be used later. It can migrate:Multiple files containing record types that are related to each other, such as accounts with relatedcontactsRecords that need to be assigned to different Microsoft Dynamics CRM users62 Microsoft Dynamics CRM 4.0 User’s Guide
Notes and attachmentsYou can delete all records associated with a specific data-migration job.Data to be migrated must be stored in comma-separated value (CSV) files.To simplify the migration process, a data map can be used to map data from your source data to Microsoft DynamicsCRM. Data maps can be exported and imported, and can be edited manually if needed.The data migration tools must be used by a person with the System Administrator security role in MicrosoftDynamics CRM.More information: Install and Run the Data Migration Manager Back to the topWork with ImportsData that can be importedData can be imported into system attributes and custom attributes in most record types, and can also be importedinto custom record types.For a complete list of record types you can import into, on the second page of the Import Data Wizard, view thevalues in the Record Type list.Prepare a file for importCan 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 PermissionsFollow the guidelines in this topic to ensure that your file imports successfully.1. Put records for each record type in a separate file.You can import only one record type at a time. For ease of use, name the file the same name as therecord type in Microsoft Dynamics CRM. For example, put all your contact records in a file namedcontacts.txt or contacts.csv.2. Only put records that need to be assigned to one user in each file.3. The file must be in delimited text format (.txt) with columns separated by commas, or in a commaseparatedvalues (.csv) format.You can easily create delimited.txt or.csv format files by using Microsoft Office Excel.If your file uses only ASCII characters, save the file as a comma-delimited values (.csv) file.In Microsoft Office Excel, click Save As, and select CSV (Comma delimited)(*.csv).If your file uses non-ASCII characters, save the file as a Unicode text (.txt) file and change the fieldseparator to commas.If your import file contains non-ASCII characters, the import file must be in a Unicode or UTF-8 format.Microsoft Dynamics CRM 4.0 User’s Guide 63
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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
Page 17 and 18: In any list, select multiple record
Page 19 and 20: Clear, delete, or group search crit
Page 21 and 22: a. In the Activities list, in the T
Page 23 and 24: Delete a saved search3. On the Stan
Page 25 and 26: Microsoft Dynamics CRM.Business Uni
Page 27 and 28: NoteYou cannot update an attached f
Page 29 and 30: From the Reports areaa. In the Work
Page 31 and 32: 3. Click Enter Value, and enter a v
Page 33 and 34: The following export formats are in
Page 35 and 36: DueEnter the date and time that the
Page 37 and 38: is displayed as long as the receipi
Page 39 and 40: NotesWhen you close an activity, th
Page 41 and 42: CustomerYou must click the Lookup b
Page 43 and 44: In the Assign to Queue or User dial
Page 45 and 46: Attach a fileCan I do this task?Thi
Page 47 and 48: 5. On the General tab, in the Recor
Page 49 and 50: To search all records on all pages
Page 51 and 52: ooYou can use the Modified On colum
Page 53 and 54: 2. Select the record or records tha
Page 55 and 56: You cannot create a new contact or
Page 57 and 58: Assign to another userClick the Loo
Page 59 and 60: Or, select multiple recordsSelect s
Page 61 and 62: use Track in CRM.Copy a shortcut. O
Page 63 and 64: width (in pixels) that you want, an
Page 65 and 66: There is potential for data loss if
Page 67: To ensure that the file is exported
Page 71 and 72: A record will only import if all Mi
Page 73 and 74: 9. After reviewing the details, if
Page 75 and 76: The Created On and Modified On attr
Page 77 and 78: . Click Browse, select the comma-se
Page 79 and 80: TipIf you create a data map that yo
Page 81 and 82: Add any file or link to a Web page
Page 83 and 84: To adjust the width of a column, cl
Page 85 and 86: 6. In the list of available records
Page 87 and 88: Configure sortingTo change the sort
Page 89 and 90: If you export a dynamic worksheet o
Page 91 and 92: If the recipients are in the same d
Page 93 and 94: To select a report from a record or
Page 95 and 96: To install the required control, cl
Page 97 and 98: Competitor Win Loss ReportUse this
Page 99 and 100: Web linksStatic filesDynamic files
Page 101 and 102: - OR -To start from a copy of an ex
Page 103 and 104: Column width. Width of the column h
Page 105 and 106: ooForms for related record typesRep
Page 107 and 108: Only reports that relate to the cur
Page 109 and 110: To page through the report, on the
Page 111 and 112: Add a report without using the Repo
Page 113 and 114: If you use the Microsoft Dynamics C
Page 115 and 116: share the.RDL file with the report
Page 117 and 118: 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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3. Under Details, click Contract Li
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Renew a contractCan I do this task?
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Recording Entitlements Through Cont
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Resolve potential duplicate records
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3. On the Actions menu, click Resol
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Chapter 5: Microsoft Dynamics CRM f
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RemindersAfter synchronization with
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5. To save your changes and close t
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ContactsSelect this option if you w
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More information: Set Personal Opti
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when you are working offline, they
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If a tracked activity is deleted fr
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3. Save Outlook tasks as Microsoft
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In your personal options, you can s
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2. Do one of the following:Create a
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Outlook, the attachments do not syn
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6. You can also attach an article,
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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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Save Record.- OR -NotesIf your new
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NotesIf your new or updated record
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Before you go offline, you can sele
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The Data Group tab lists existing d
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More information: Set Personal Opti
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Set address book options in Microso
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Synchronize with Microsoft Outlook
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Resolve data synchronization errors
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TroubleshootingAccessing Parts of t
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Work with Security RolesControlling
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Importing DataHow do I link address
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What does the message mean that I g
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How can I find all records that don
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Export Data to ExcelRunning Reports
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4. In the Encoding list, click Unic
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e-mail activities created?Microsoft
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Why am I receiving e-mail messages
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Why can't I fix some of the synchro
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Why are Outlook appointments not ap
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General Issues with Microsoft Dynam
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Synchronizing InformationWhen I upg
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Why can't I go back online?This usu
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Running Reports - TroubleshootingCr
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Why do I receive the error "SRS soa
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GlossaryAaccept (To move a case int
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ase currency (The primary or defaul
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conditional branch (An element of w
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number of recipients. The e-mail go
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Import Data Wizard (A wizard used t
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opportunity (A potential revenue-ge
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qualify (To verify that a record fi
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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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