Are you juggling two CRM systems because you have an overwhelming amount of data in your existing system, and you do not even know where to begin as you make the transition to Dynamics 365? Data importing aside, is a bigger concern loss of data and/or data integrity? Or do you have salespeople attending events and need a quick and easy process for getting all the data which has been gathered into D365?
Your search is over. Importing data is an important task you will need to perform at one point or another. Whether it be when your Dynamics 365 environment goes live or later when you need to bring in data which has been collected in another application. No matter how you slice it, the need will arise! You can import data into standard and customized fields of out of the box and custom entities in Dynamics 365. Not only that, you can also include related data, such as activities and notes. To assure data integrity, you can enable duplicate detection to prevent importing duplicate records.
A few pointers as you prepare your data for import:
Export data from your existing system in one of the following formats: comma-separated values (.csv), XML Spreadsheet 2003 (.xml), Compressed (.zip) or text files. Or save an Excel file, which has had data entered into it, as a .csv or .xml.
Once you have your raw data ready, the next thing you need to do is to prepare your data import template. There are a handful of ways to create a template for your data import into Dynamics 365.
1. Use Preconceived Templates. Go to Settings > Data Management > Templates for Data Import > Find the template for the entity you want to perform a data import for.
2. Create an Advanced Find Query. Perform an Advanced Find query, add the necessary columns, and then Export to Excel. Once exported replace the existing data with your own data.
3. Use an Existing Entity View. Navigate to the desired entity, select your preferred view, then select Export to Excel from the command bar. Once exported replace the existing data with your own data.
4. Create Your Own Template. In Excel, create your own template by adding column headers, which represent field names.
Once you have the template ready, you can copy and paste your data into the template. Be careful, Dynamics 365 is picky on formatting, make sure you paste as plain text.
Now you are ready to import your data. Go to Settings > Data Management > Imports and from the navigation area choose Import Data.
Browse to the location where you have saved the file, and select Next. On the next screen, confirm that the file is correct and select Next again.
Choose to have the system map the data automatically, the first selection in the list. Conversely, you can also use a Customized Data Map. After making your selection, select Next.
Choose the entity that you are mapping to.
The system will detect the fields. Verify that they match as you intended. For any fields that do not map automatically or are flagged, select the field that you want to map it to, or if needed, create a new field at that time. Once completed, select Next.
Verify the import file again and select Next.
On the next screen make your desired selections. To save the data map you have created, to use in the future, enter a descriptive name in the Data Map Name field shown below. Select Submit to execute the import. You can check the status of the import or view errors by navigating to Settings > Data Management > Imports.
What’s new in the October 2018 release webinar for Business Central?
Back in October, Microsoft launched a massive update for Business Central and we want to tell you all about it. In this webinar, we’ll be reviewing the updates and demonstrating how they can change the way you run your business. We’re excited to share the newest updates in Business Central and keeping everyone informed of the latest industry news. Some of the updates that we’ll be discussing are:
1.New Search Experience
2.List enhancements and smart list smart list-type functions
3.New G/L entry user experience
Date: Wednesday November 21, 2018
Time: 2:00PM-2:30PM EST
Power BI 101 Series: Sales Reporting Dashboard with Power BI Webinar
In the third part of our webinar series, we’ll be demonstrating how to build a Power BI sales reporting summary from scratch. The sales dashboard will provide not only an overview of your business’s sales performance but also make it easier to drill into sales performance analytics. You will learn all the steps needed to connect your sales data from within Microsoft Dynamics and transfer it into Power BI. Watch us step-by-step as we show you all the calculations needed to make a sales reporting dashboard. By the end of this webinar, we'll show you how to create the following:
1.Sales by Product Line
2.Customer by Location
3.Sales by Customers
4. Top Salespersons
Date: Wednesday November 14, 2018
Time: 2:00PM-3:00PM EST
Did you know that there is an auditing feature which comes standard out of the box with Microsoft Dynamics 365? All you need to do is enable and configure it to your needs and going forward all enabled actions will be logged. Auditing allows organizations to easily track high level record changes, granular field level changes, and user log in within the system.
By default, auditing is not turned on in Dynamics 365, so if you are interested in this feature you will need to enable and configure your auditing preferences. D365 provides the flexibility to enable/disable auditing at the organization, entity and attribute levels. It is worth mentioning that to audit at the field level, auditing must be enabled for the organization and the entity.
Enable auditing at the organization level
1. Auditing setup is under the Settings Tile. Click on Auditing and go to Global Audit Settings. To enable auditing, if not ticked already, tick the box Start Auditing.
2. After either ticking the box to start auditing or confirming it is ticked, you will then need to choose specific entity categories that you want to enable auditing for. In this step, you are simply defining the entity clusters, you will still need to enable auditing for each entity you want to audit within the grouping. Do note that as you hover over each group, a tooltip appears which defines the included entities.
Enable auditing at the entity level
To enable auditing at the entity level, go to Settings > Customizations > Customize the System. Expand the Entities tab and select the entity that you want to turn on auditing for.
The Auditing checkbox is unchecked by default for all entities, once checked, you will be prompted that all fields in the entity are enabled for auditing. If you don’t want a field to be audited, you can either disable auditing on a field-by-field basis or mass select fields and edit their audit setting (enabled or disabled).
Check auditing history
Audit history is stored under each record, you can simply open a record in Dynamics 365 and click on the drop down beside the record on the top navigation bar. You will be presented with an “Audit History” where you can view all audited data changes.
You can also access a summary of all audited data by navigating to Settings > Auditing > Audit Summary View.
The ability to retrieve and display the audit history is restricted to users who have certain security privileges: View Audit History and View Audit Summary. There are also privileges specific to partitions: View Audit Partitions and Delete Audit Partitions.
The following list identifies the data and operations that can be audited:
- Create, update, and delete operations on records
- Changes to the shared privileges of a record
- N:N association or disassociation of records
- Changes to security roles
- Audit changes at the entity, attribute, and organization level. For example, enabling audit on an entity
- Deletion of audit logs
- When (date/time) a user accesses Microsoft Dynamics 365, for how long, and from what client
What if your most depended upon customer service rep leaves the company and no one else on the team has the level of knowledge he had on various topics? Or at the most granular level, wouldn’t it be incredibly useful if canned suggestions surfaced when opening a service case for a customer?
There is no reason to spend excess time and money researching and troubleshooting the same (or similar) issues repeatedly. Plan ahead and build a knowledge base which withstands the test of time (and turnover) and is shareable both internally and externally.
Knowledge Articles in Microsoft Dynamics 365 provide the ability to create articles with versioning and translation functions. Building a base of Knowledge Articles allows Customer Service Reps to reference and utilize the information to deliver accurate and consistent information to customers, while following the organization’s processes.
By providing access to the article directly from a Case record, the rep can link the article to the case, thereby documenting its inclusion as a step for resolution. Not only can the rep use the information as an assist to themselves, they can opt to share the article with their customer, who may prefer to “do it themselves.”
Knowledge Articles not only benefit reps, who now have answers at their fingertips, those that administer the articles also have something to gain. Analytics are measured which provide article insights for content managers. A couple key stats are how many views each knowledge article has, and the Cases which have been associated to the article. These statistics allow administrators to not only evaluate which articles provide the most value, but ultimately it may provide intel into where there may be a bigger issue which needs attention.
It is worth mentioning that the topic discussed herein is an updated feature which has gone through a handful of iterations throughout the years with Microsoft Dynamics CRM. This most current version introduces some major improvements and enhancements over previous iterations. Do note, that while you can continue to use the legacy Knowledge Base Articles, it is good practice, and a Microsoft recommendation, to transition to the Dynamics 365 Knowledge Articles, as they provide improved capabilities and translation support. Microsoft has confirmed that the legacy Knowledge Base Articles will be deprecated sometime in the near future.
Ever wonder how your team can work more efficiently in D365? The answer is automation, and the number one tool to automate processes in D365 is workflows. Many of the simple (and complex) tasks users perform in D365 can be automated using workflows. Workflows evaluate given parameters and perform actions based on predetermined logic. Such an example is the automation of sending a welcome email when a new contact is created without you having to lift a finger.
Workflows in D365 are processes that typically work in the background to automate the flow of information. D365 Workflows are comprised of triggers, conditions, steps and actions. These properties determine the behavior which you want to have occur which impact your D365 records.
There are many functions you can accomplish using workflows in D365, below are some of the most common:
- Automate Emails – Send out Emails to accounts, contacts or users when a certain criterion is met
- Transfer Information – Automatically pass data from one entity to another entity
- Update Fields – Update fields value based on different conditions and field value changes
Join us for the second part of the Power BI 101 series as we drill into how to create a financial dashboard. Displaying financial data on a single dashboard allows you to monitor and optimize any financial trends. In just a few clicks we’ll show you how to create a dashboard using your own financial data.
- View all of your financial data on a single dashboard
- Drill down into specific metrics that are important to your business
- Monitor finances to help with future forecasting
Date: Tuesday October 30, 2018
Time: 11:00AM - 12:00PM EST