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Dynamics 365

Dynamics 365 (34)

Tuesday, 12 February 2019 00:28

Manage your KPIs with Dynamics 365 Goals

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Goal management in Dynamics 365 is a tool which provides the ability to manage KPIs in just a few clicks. You can use goals to compare targets and actuals for a defined period. And given the fact that Goals is an out of the box feature with Dynamics 365, you can set them up in no time at all. Additionally, since Goals are native to the system, they work seamlessly with workflows, business rules and other various Dynamics 365 functions.

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To help you understand how goals work, consider the following scenario:

Your company sells drywall, you, as the sales manager, want to set a revenue target for the overall sales team and then targets for each individual sales team rep who will contribute to the sales team target. With the given targets you want the ability to monitor progress throughout the fiscal period.

To get the results you desire you will need to utilize a couple entities in Dynamics 365 and create a handful of records:

1. Goal Metric: this allows you to set the detailed measurement (amount or count) for the defined goals. You can create multiple goal metric records to measure different elements, revenue and number of panels sold for example.

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2. Rollup Fields: the goal metric includes a section where you identify the rollup fields which will be used to track against the metric. You will define rollup fields which will be used to measure both the in progress and actual values.

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3. Goal: the entity where you will define who is responsible for the goal, the metric being measured and the target. In the scenario where you are setting an overall sales team goal and then individual goals, you will create multiple goal records (1 for the overall cumulative goal, and then 1 for each sales team member).

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All sales records identified will be rolled up against each sales agent’s goal, which are the child goals. Then the child goals will be rolled up to the parent goal, which is the overall sales team goal. You can then set up a dashboard with data components which display goal metrics, allowing you to sit back and monitor results as they start rolling in.

If you need assistance or have any questions while setting up goals, please reach out to our support team at This email address is being protected from spambots. You need JavaScript enabled to view it.. We are always happy to help you increase the productivity of your Dynamics 365 environment!

Tuesday, 05 February 2019 12:55

Setting up D365 Sales and SharePoint Integration

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Setting up the native SharePoint integration in Dynamics 365 can greatly benefit your organization. SharePoint allows users to store files, organize them, and provide ease of access to their colleagues. One of the biggest upsides of enabling this integration is that SharePoint offers much more storage space then D365 Sales, so you do not need to worry about your D365 instance running out of storage, thereby incurring steep costs to increase storage limits.

D365 SharePoint integration allows records in D365 Sales to have their own folders in SharePoint, this ensures all files have their own place in the system. This blog will walk you through the step-by -step process on how to setup your D365 SharePoint integration.

Before you get started, ensure you meet the following criteria so the process runs smoothly.

Requirements:

  • Dynamics 365 Sales License with System Admin Access
  • Office 365 Global Admin Access

Once you have verified the requirements, log into your Dynamics 365 for Sales web client and go to the Settings tab, in the drop-down menu select Document Management.

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In the Document Management screen, Click on Enable Server-Based SharePoint Integration.

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This will open a pop-up window to walk you through the setup, first simply click Next to start the process.

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Next select whether your SharePoint is Online or On-Premises, once done click Next.

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On the next screen, enter your SharePoint site URL. Keep in mind your SharePoint should be under the same tenant as your D365 environment, once done click Next.

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Once your site has been validated, click Enable and this completes your setup process.

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Now that your Server-Based SharePoint Integration has been enabled, you can go back to your Document Management screen and select which entities should be enabled for SharePoint folders.

Click on Document Management Settings and in the pop-up window select the entities which you anticipate storing documents against and click Next.

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On the next screen, you can define the folder structure. It is suggested that you choose Account, thereby creating the structure wherein the Account is the primary folder, and associated records fall as sub-folders beneath it. Make your selection and click Next.

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Once this is done, click Finish.

That’s it! If all the steps were performed successfully you will now see a document option under your enabled entities which will allow you to store and manage files using SharePoint directly inside D365.

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Enabling the D365 SharePoint Integration can be a huge boost to your office productivity. Users will no longer need to switch between windows and tabs looking for files; instead everything will be linked and managed, so your entire team can access them with ease. If you have any questions contact This email address is being protected from spambots. You need JavaScript enabled to view it..

One of the newer modules in the Dynamics 365 family, Field Service, leverages the latest technology offered by Microsoft and combines it into one powerful solution. D365 Field Service is an integrated solution with your current D365 environment, enabling you to be field ready with your already configured environment, filled with customer data.

D365 Fields Service has tools to help organizations optimize their resources, effectively manage team members and automate work order creation to save you time and money. Field Service can even be used with IoT devices to alert you of an issue even before your customers are aware there is one.

In D365 Field Service, Work Order Management, Service Scheduling and Resource monitoring are 3 key capabilities provided by D365 Field Service.

Work Orders in D365 Field Service are records that track service jobs. Work orders can be created automatically based on set criteria from your opportunity or case records or created manually. Within a work order you can track specific incidents types, estimated time required to complete a job and create the bookings for the work orders With Work Orders stored in D365 you also can create rich reports to identify which phases of your services can be improved upon.

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Scheduling Service has never been easier with D365 Field Service. With the Field Service Schedule Assistant, all you must do is specify your criteria and the system will find the best resource to get the job done. Field Service considers factors such as skill set, availability and even current location of your resources to help make the best decision possible. If you want to get even more efficient, you can setup up resource scheduling optimization to let the system handle all the scheduling for you.

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Finally, Resource Monitoring gives your manager and dispatch team a 360-degree view of where all your resources are. The Field Service schedule board tracks your resources’ schedules and where they currently are based on job sites. The schedule board also displays the status of the job in different colors to easily distinguish the various statuses of jobs, from Traveling to In Progress to Completed.

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D365 Field Service is a great asset to have for any service organization. It helps business stay on top of their field work and provide great insight on how the organization is performing. D365 Field Service is a modern workplace necessity. To learn more about how D365 Field Service can benefit your organization, contact This email address is being protected from spambots. You need JavaScript enabled to view it..

Tuesday, 18 December 2018 12:54

Ease Navigation, Edit the Site Map in Dynamics 365

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There is a standard site map for all Dynamics 365 instances, but chances are the default site map does not scream ease of navigation for your organization. It is important that Users can easily find the entities they need without hunting column by column, and more importantly they see what they need to see, and ONLY what they need to see.

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Dynamics 365 provides the ability to modify the standard site map without coding, allowing everyday users to easily modify the layout, making it a better fit for your business. You will need either the System Administrator or System Customizer role to perform the following actions.

To customize the site map, simply go to Settings > Customizations > Customize the System.

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You will find multiple site maps under Client Extensions, there is typically one which contains all apps, and then others which are each tied to a specific app.

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In this case, we are using the default one which is labeled “Site Map”.

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There are three components that you can easily drag and drop to create/modify your site map. Once you have each of the components added, you can click on each one and configure the properties for each component. And if necessary you can drag and drop the components around to change their order and/or the column they display in. You can also remove components which are not needed.

Tips:

1. You will need to check the Show Groups checkbox to enable the Group before dragging the Group to your site map.

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2. You can choose different Types of components for a subarea, and once you choose an option, irrelevant fields in the pane will be greyed out.

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If you need assistance or have any questions when configuring your site map, please feel free to reach out to our support team at This email address is being protected from spambots. You need JavaScript enabled to view it.. We are always happy to help you increase the productivity of your Dynamics 365 environment!

Monday, 10 December 2018 19:06

Dynamics 365: Share and Share Alike

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Have a dashboard that is the envy of your colleagues? Created a view that would benefit your office mate? Is there a Dynamics 365 User that cannot access a record of yours and needs to, but security provisions are preventing him from doing so? If any of these apply, I encourage you to read on.

Sharing personally created views, charts, dashboards, and even records in Dynamics 365 could not be easier. Follow the steps below, and within seconds you will see just how simple it is to grant and give access to components within D365.

To Share Records:

1. Navigate to the entity that contains the records you want to share.

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2. Select the records to share.

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3. Click Share in the command bar.

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4. Select Add User/Team.

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5. Select the user or team you want to share the view(s) with.

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6. Then select the level of access and click Share.

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To Share Personal Views:

1. Navigate to the Advanced Find Query feature.

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2. In the Look For dropdown, select the entity which contains the View you want to share.

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3. Next select, Saved Views.

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4. Place a check next to the view(s) you want to share and select Share in the ribbon. Note: You can select 1 or more.

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5. Select the user or team you want to share the view(s) with and then select the level of access.

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To Share Personal Charts:

1. Navigate to the Entity which contains the chart you want to share and select the chart.

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2. Click the ellipses to display more options and choose Share.

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3. Select the user or team you want to share the chart with and then select the level of access.

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To Share Personal Dashboards:

1. Navigate to your Dashboards and select the Dashboard you wish to share.

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2. In the command bar, choose Share Dashboard.

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3. Select the user or team you want to share the dashboard with and then select the level of access.

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And just like that, you can give licensed Users just the right amount of access to records and analytics they otherwise would be unable to surface. If you have any questions or need assistance, we are always available at This email address is being protected from spambots. You need JavaScript enabled to view it..

Running multiple business applications is a common practice nowadays, and it is often labor intensive or darn near impossible to make your applications talk to one another. This often leads to an awful lot of open tabs as you perpetually switch between applications updating information, or worse yet data becomes disconnected and disparate.

Microsoft has published their Business Application Platform including Flow, PowerApps and Power BI which are powerful tools that you can use to seamlessly allow your applications to talk to each other. Maybe even more importantly, these applications combine and merge the data from multiple applications, making the most out of your data.

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Think of Microsoft Flow as a bridge which connects your applications and performs Actions automatically based on specified Triggers.

There are many out of the box Flow templates, built on applications used daily, which can be consumed. Additionally, you can create your own multi step Flow across several apps using supported Actions and Triggers.

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Save time and invest your energy in other areas which require your focus. Let Microsoft Flow handle it, by sending you a notification about something which requires your attention, managing backend processes which up until recently were done manually, handling approvals…just to name a few. All of this can be done from the web, your phone or tablet, or even from your inbox! The functionality afforded by Microsoft Flow works with records stored in SharePoint, Dynamics 365, Tweets and over 100 other applications. The image below is just a small sample of the applications that you can connect with Flow.

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Microsoft Flow is the simple, no-nonsense way to get technology talking. So, what are you waiting for? Embrace it! Drop us an email at This email address is being protected from spambots. You need JavaScript enabled to view it. to learn even more about Microsoft Flow, and how it can benefit your organization today!

Tuesday, 27 November 2018 00:17

DocuSign with Confidence

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DocuSign for Dynamics 365 brings all the benefits of the DocuSign electronic signature solution to your finger tips inside D365. With a seamless integration into Dynamics 365, you can access DocuSign functions directly from your form’s tool bar. Some of the key functions include the ability to sign and get signatures, track document status, and dynamically pull data from records.

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The most known function of DocuSign is the ability to capture electronic signatures which are encrypted and secure, allowing for accelerated turn around on getting those all-important signatures. Consider all the sales transactions in your pipeline which are slated to close, why not simplify the process for you and your customers by providing the option to sign electronically. DocuSign takes the hassle out of the traditional pen and paper approach by allowing users to sign on any device and have it integrated back to D365.

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An added benefit is that elements of your DocuSign documents can be dynamically populated from your D365 records. This is a real timesaver, eliminating the need for your team to customize the document each time it needs to be sent to a new customer. In addition to being time saving, it also eliminates human error along the way, providing you the confidence of knowing the document was sent correctly the first time.

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A final noteworthy feature of the DocuSign/Dynamics 365 integration is the ability to track the progression of your email and document. This level of transparency provides 100% visibility into the entire process, affording you piece of mind every step of the way.

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To find out more about DocuSign for Dynamics 365 or to implement it for your business, contact This email address is being protected from spambots. You need JavaScript enabled to view it. today!

Tuesday, 20 November 2018 21:16

Relationships made easy!

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Ever find that two or more of your Dynamics 365 contacts are related and want a quick way to record that relationship? Or have a Contact that is related to an Account record even though it is not directly associated? Well look no further because we have your answer.

Connections in Dynamics 365 are a great way to link records together without any hassle. Sometimes you may want a quick way to link records together without having to spend hours coming up with a custom solution to satisfy this everyday requirement. Connections is your answer for that, whether it be linking records of the same type or of completely different record types.

To connect two records together, all you need to do is click on the Connect button in the tool bar.

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This will open the new connection window.

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From here, lookup the record you wish to connect to by clicking the name field and then selecting search for more records.

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Once the Lookup window opens, find the record you wish to connect to by adjusting the Look for and Look in settings. You can use the search feature to help you narrow down items in the list.

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Once you have located your desired record, select the record and click add.

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Once the connect to record has been added, choose the relationship (role) which associates it to the current record. You may add additional details in the description field to further describe the relationship.

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Once all the information has been added, hit save and close to create the connection.

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To view Connections which have been associated to a record, click the down arrow next to the record name in the command bar, and select Connections.

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Now that you know how Connections work, you can link multiple records together with ease. To learn more about the Connections feature please reach out to us at This email address is being protected from spambots. You need JavaScript enabled to view it..

Tuesday, 13 November 2018 00:34

Importing Data is as easy as 1-2-3!

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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.

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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.

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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.

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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.

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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.

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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.

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Choose the entity that you are mapping to.

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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.

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Verify the import file again and select Next.

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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.

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And with that you have the basics of how to successfully import data into Dynamics 365. We have only scratched the surface with this amazing tool, if you need assistance or would like to learn even more about importing data, please feel reach out to our support team at This email address is being protected from spambots. You need JavaScript enabled to view it..

Monday, 05 November 2018 12:33

Track changes with Auditing in Dynamics 365

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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.

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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.

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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).

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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.

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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.

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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

If you need assistance or would like to learn more about the auditing feature in Dynamics 365, please reach out to our support team at This email address is being protected from spambots. You need JavaScript enabled to view it.. We are always happy to help you increase the productivity of your Dynamics 365 environment!

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