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Dynamics 365

Dynamics 365 (30)

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!

Monday, 29 October 2018 12:35

Your Dynamics 365 Library: Knowledge Articles

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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.

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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.”

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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.

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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.

If you need assistance or have any questions about either writing a knowledge article or linking articles to cases, 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, 16 October 2018 00:07

D365 Workflows, your personal assistant

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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.

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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.

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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

These are just some of the automated processes which workflows can perform. The true possibilities of workflows are endless because they are custom built and can be created for just about every entity in D365. Contact This email address is being protected from spambots. You need JavaScript enabled to view it. today to learn more about how these quiet helpers can be implemented in your D365 environment, allowing you to be more efficient, organized, and on top of your day to day responsibilities.

Dynamics 365 Business Rules help organizations achieve automation by performing tasks for users based on predetermined logic. This means less time entering data and more time making key decisions. Business Rules can also be used to enforce behavior by controlling certain field properties. This allows upper management to ensure proper steps are taken daily. If these controls are implemented properly, both the organization and users will see the benefit afforded through the configuration of Business Rules.

Business Rules in Dynamics 365 are a simple way to apply logic to your business data without the need for any code. D365 Business Rules are effective, yet easy to manage. The typical Business Rule follows the “if, then” statement structure and often contains two or more parts. The first part is always a condition statement where you state the condition which will trigger the business rule to take effect. The second part is the action, meaning once the set condition has been met, what action should be performed.

Below is sample Business Rule diagram to illustrate how a typical Business Rule is setup.

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As you can see, the condition statement is checking the Estimated Revenue for an opportunity, if the Estimated Revenue exceeds a certain threshold then an account manager must be associated to the opportunity. Simple rules like these can help organizations improve their daily process and grow more effective to achieve their goals.

Business Rules in Dynamics 365 can perform an explicit set of functions against records. Below is a list of the actions and what each does.

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  • Create Business Recommendations: Provide users a recommendation on suggested next action
  • Lock/ Unlock Fields: Lock/Unlock fields to control user input
  • Show Error Message: Alert users when certain key information is missing or entered incorrectly
  • Set Field Values: Automatically populate fields based on set conditions
  • Set Default Value: Enter default value on normal conditions
  • Set Field Requirement Levels: Enforce data capture to ensure fields are completed
  • Set Visibility: Show and hide fields based on conditions

Now that you know what Business Rules are capable of, why not try creating one for yourself. Checkout our step by step instructional video on how you can setup your own business rules.

As always if you require any assistance with setup or require a better understanding of Business Rules, contact This email address is being protected from spambots. You need JavaScript enabled to view it..

Microsoft provides a robust connection between SSRS reports and Dynamics 365, allowing a user to run a report providing a summary of defined records. To create custom reports though, you will need to have a high-level knowledge of SQL/XML, or hire a consultant to build the report for you.

Why not take matters into your own hands and build your reports using out of the box components in Dynamics 365? Dynamics 365 offers both Excel Templates and Word Templates, empowering you to create reports which best suit your business needs, using the application that fits the bill.

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Excel and Word templates allow you to create and share templates, so documents always have a consistent look and the necessary details included. Excel and Word templates are easily configured by selecting fields from your starting entity (i.e. Opportunity) to use as dynamic values in both Excel and Word. Not only can you select fields from the entity you began from, you also have the ability to select fields from related entities which have either a 1:N or N:N relationship with the starting entity.

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With the help of Excel and Word templates, you can prepare beautifully crafted reports, which include data elements dynamically pulled in from D365. Should needs change, you can always modify and upload the revised template into D365, allowing you and your colleagues to always have the most current templates at your disposal.

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Some benefits of using Excel and Word templates:

  • One-click away from summary reports
  • Flexible formatting
  • Save time and money
  • Simple to configure
  • Ability to use Excel functions to analyze data
  • And so much more…

If you need assistance or have any questions when creating Excel and Word Templates, 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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