Microsoft Dynamics CRM 2011 Keyboard Shortcuts

Today I read the Quick Start Guide for Microsoft Dynamics CRM 2011 and found the top keyboard shortcuts are very handy, so want to re-quote and also add a few others that I often use.

Top keyboard shortcuts in Microsoft Dynamics CRM

To do this	Press
Select all text in the current field or current list	CTRL+A
Close an active form	ALT+F4
Move forward through a form's fields	TAB
Move backward through a form's fields	SHIFT+TAB
Save a form	CTRL+S or SHIFT+F12
Save and New	CTRL + SHIFT + S
Open the Lookup Window through a form’s lookup field	Enter
Wildcard character to search on partial text on a form’s lookup field	*text
Through a form’s picklist field, if you have a very long picklist and just want to go straight to the picklist item without seeing the entire list	Type the first few letters of the picklist item

Enjoy!

Microsoft Dynamics CRM 2011 Online Change User License Step by Step

 

From time to time, organisations may have staff change over.  In this case, you want to transfer the Microsoft Dynamics CRM 2011 Online license from the departed user to a new user.  In summary, it involves 2 main steps.

1) Disable the exited user in CRM Online

2) Add new user to CRM Online

Disable the exited user in CRM Online

You must have System Administrator role to disable other users in CRM Online.  To disable a user (not yourself) in CRM, follow steps below:

Step 1) Log onto to CRM Online.  Go to Settings – Administration – Users

Step 2) Highlight the user and click Disable.  You have now successfully disabled an existing user from CRM Online and spared 1 user license for reallocation.

Add New User to CRM Online

There must be at least 1 spare user license before you can add a new user to CRM Online. 

Step 1) Log onto CRM Online.  Go to Settings – Administration – User

Step 2) Click New button to add a new user.  You will see a new user screen pops- up.

Step 3) Assign the appropriate role( s )  and click Next.

Step 4) Populate the new user form (First Name, Last Name, Email Address) and click Add to New users pane.  Click Next to continue.

Step 5) Check Add new users and send invitations now, then click Create New Users

Step 6) Click Close to complete the add user wizard.

You have now successfully change the CRM Online user license from 1 user to another.

Sharepoint 2007 URL referencing Lotus Note database

 

With one of the recent projects, I got the chance to experience Lotus Note.  To a everyday Outlook user like myself, I have certainly found lost of productivity at the beginning.  However, I must admit Lotus Note impressed me with what it can do.

Back to my subject, a user was asking me about an error they experienced with Sharepoint 2007 Summary Link web part.  “invalid hyperlink” when they use note:/servername/databasename.nfs . 

Sharepoint 2007 accepts url in the following format by default.
-http://
-https://
-mailto://
-file://

To workaround the error, I’ve asked the user to use Sharepoint 2007 Content Editor web part instead. 

Step 1): Add a web part –  Content Editor web part

Step 2): Modify Shared Web Part

Step 3) Rich Text Editor, add the text, highlight the text, use the hyperlink button to insert http://tempurl.  Save

  Step 4) Click on the Source Editor – replace http://tempurl with your note url note:/servername/databasename.nfs

Save and publish.  It should work now.

Microsoft Dynamics CRM 2011 Online Localisation Info

Country/Region:

The country or region of your subscription determines the offers and pricing for which your organization is eligible, if you decide to activate your subscription after the trial period. The country/region must match the billing address of the credit card or invoice. You cannot complete setup without setting this option and you cannot change it after it has been set.

Base language:

The base language determines default settings for regional and language options in Microsoft Dynamics CRM Online. The base language for your subscription is determined by the language you select here. It cannot be changed after the sign-up process is complete, but you will be able to install additional languages from within the application.

Base Currency:

Selecting the base currency for your organization is a one-time decision that sets the primary or default currency that is most used by your organization and the currency in which your organization does its financial reporting. You cannot complete setup without setting this option and you cannot change it after it has been set.

If your organization records transactions in other currencies, you can add records using that currency, including the currency symbol and the exchange rate. When you save financial information in a record, Microsoft Dynamics CRM Online converts the monetary values to the base currency. This conversion ensures that all financial information is available in one currency for data analysis and reporting.

Setting the base currency

To set the base currency, you may either select a currency by country or specify a custom currency.

To select a currency by country

1. Choose Select currency by country.
2. Select the Country/region that you wish to base your currency on from the list.
3. Select the Currency from the list.
4. Click OK.

To specify a custom currency

1. Choose Specify custom currency.
2. Specify the Currency Code. The code must be three letters, for example, USD, JMD, or CAD. Do not add spaces between the letters.
3. Specify the Currency Symbol. The symbol must be between one and four characters, for example: $, J$, or €.
4. Specify the Currency Name. The name must be between 1 and 100 characters, for example, United States Dollar, Jamaican Dollar, or Euro.
5. Select the Currency Precision from the drop-down list. Currency precision determines the number of decimals to display after the currency’s decimal separator.
6. Click OK.

Should you don’t want to have CRM Contacts synchronised with Outlook…

Microsoft Dynamics CRM users sometimes face the following situation when it comes to CRM Contacts and Outlook Contacts:

• The CRM Contact and Outlook Contact synchronisation logic and local data group can be challenging for all CRM Outlook users to understand
• Employees working in the office do not need CRM contacts to be copied down to their Outlook contact folder
• Employees having their mobile phone synchronised with their business Outlook may not want to have CRM Contacts on their mobile phone
• Employees work outside the office would have access to CRM mobile express in case they need to access CRM Contact information
• There are too many local copies of contacts in users Outlook contact folder and employees track lots of duplicate Contacts in CRM
• Only the CRM Contact email address is relevant when it comes to Outlook contact or emailing
• When we record or tack communications in CRM, we should always refer to a Contact

In summary, organisations does not necessarily want to have CRM Contact synchronised with users’ Outlook, but having all CRM Contacts’ email in Outlook for emailing is handy.

In this particular situation, we have suggested CRM users to setup their CRM and Outlook personal options this way:

• In CRM for Outlook Option settings, leave Contact synchronisation unchecked.
• In CRM for Outlook Option settings, check ‘Match all contacts in Microsoft Dynamics CRM’ under Contacts
• Set CRM Contact address book to be the default Outlook address book

For more information on how to update your CRM for Outlook Options and setting default Outlook Address Book list, please refer to my other post here.

Set Microsoft Dynamics CRM address book as the default Outlook address book in Outlook 2010

 

Since CRM would probably capture all of your business contacts information and will possibly be the database has the latest and up to date contact email addresses, you may just want to download all CRM contacts address book and use it as your default Outlook address book.

To update your CRM for Outlook Options:

1. From Outlook menu bar (2003/ 2007), locate the and click the CRM menu button. Usually it located next to the Help button. Then from the CRM drop down list, select Options to bring up your personal settings for CRM
   For Outlook 2010 users, your CRM Options is located in the CRM ribbons, More dropdown list.
2. From the CRM Options page, go to Address Book tab, check "Match all contacts in Microsoft Dynamics CRM” for Contacts

To setup default Outlook Address Book in Outlook 2010:

1. From Outlook, make sure you are on Home ribbon
2. From the Find group, click Address Book to open Address Book settings
3. From the Address Book setting page, click Tools
4. Under When sending e-mail, check address lists in this order, setup your perferences
5. Under When opening the address book, show this address list first to be CRM Contacts
6. Click OK
7. Exit

To find out more about how to setup default Outlook Address Book for other Outlook versions, please visit
http://msmvps.com/blogs/kwsupport/archive/2004/05/10/6198.aspx .

Now you would have access to all CRM Contact email address and have it listed as the first address book for emailing within Outlook.

Security prompt “The current webpage is trying to open a site in your Trusted site list…” when launching CRM2011 Online

After you have installed and configured Microsoft Dynamics CRM 2011 Outlook client, you may experience multiple login prompts when accessing CRM records.  To resolve this multiple login prompts, add the following urls into your Internet Explorer Trusted site list. 

1. https://login.live.com  
2. https://signin.crm.dynamics.com
3. https://*.crm.dynamics.com

Sometimes, after you added the above urls to the trusted site list, you may find you still can’t open up a CRM record from Outlook successfully.  Internet Explorer is now prompting you for the following message.

The current webpage is trying to open a site in your Trusted Sites list. Do you want to allow this?"

To remove this security prompt, enable the “Websites in less privileged web content zone can navigate into this zone” option as shown below.