Everyone knows that Dynamics 365 has many great ways to link entities together, however once they are linked what controls do we have over their behavior? Enter, Cascading Rules. Cascading rules are a set it and forget it setting which controls the behaviors between two related entities. Cascading rules in D365 allows users to control what actions are passed down from one entity to another.
A great example where cascading rules come in handy is when users want to reassign the owner for a specific account record. However, they do not want its related activities such as emails, tasks and appointments to change owner when this happens. This is when you would go into cascading rules and update the assign setting to prevent the assign action from being passed down to its related activities.
In D365 the out of box settings for cascading rules, for a good majority of relationships, is Set to Parental (Cascade All), which means the action taken on the parent entity will be passed down. Now this may be suitable for some relationships, but in the case of the assign action being applied to Activities, this typically causes some undesirable results.
Toggling the Type of Behavior to Configurable Cascading allows you to customize each of the relationship behaviors individually.
Below are the possible cascading options you can select for each action.
Cascade All: The action taken on the record will apply to its related entity records.
Cascade Active: Similar to Cascade All, except that the action taken on the record will apply to the related entity records, so long as the related records are in an Active or Open state. [Related records that have been deactivated will not be affected.]
Cascade User-Owned: Similar to Cascade All, except, that the action taken on the record will apply only to related entity records owned by the user.
Cascade None: The action taken on the record will not apply to the related entity records.
Global Search is one of the most widely used features in Dynamics 365 since everyone needs to lookup records on a regular basis. Global search makes finding records easy because it allows users to query the entire D365 database in a quick and easy way. The main difference between global search and entity search is that global search checks multiple entities in the system while entity search only looks through records for a specific entity type.
Global search is great for looking up records if you only have a rough idea or small piece of information to go on. This is because global search checks multiple entities and multiple key fields in those entities for your search word. Global search casts a wide net and finds anything with a close match. With that said, global search does not check every field for a match because that would simply take too long.
With the above in mind, do you know which fields are being checked in your company right now when you perform a global search query? To find out, you will need account admin privileges, allowing you to look at the system backend and customize your global search setup.
To start, let’s check which entities are currently enabled for global search. To do so, go to Settings > Administration in the navigation menu.
Within the Administration screen click on System Settings.
In the system settings pop up window, go to the General tab and then click Select for the option “Select entities for Categorized Search”.
From here you can see which entities are included when performing a global search and add and remove entities as needed. You can add entities by selecting the entity in the left-hand column and clicking Add to move it to the right-hand column. Similarly, you can remove entities by selecting them in the right-hand column and clicking Remove. Once you have the entities you want included, you can reorder them to impact the order in which they are displayed when results are returned. You can select up to 10 entities to query when performing a global search. This maximum is set to help balance the quality of results with performance.
Once you have setup which entities to be included in the global search, you can now customize which fields the system will query for when performing the search.
To do so, go to the entity you wish to view/modify the search fields for and in the action bar click on System Views.
In the new pop up window, select the entities Quick Find View. This view controls the information which is searched and displayed in your global searches.
In the view editor, use the Add View Columns and Add Find Columns to control which fields are searched (find) and displayed (view) in your global searches.
Once you have updated your view, based on your preferences, save and publish the changes and your global search criteria will have been updated.
Do you find that the data shown in your Dynamics 365 environment is not reflective of the business data which is relevant to you? There are a variety of out of the box tools in Dynamics 365 which can be used to achieve this vital need. Such tools include Views and Charts which can be brought together into Dashboards to give an overview of data components captured in Dynamics 365.
For Dashboards, Views, and Charts there are two definitive types, Personal and System.
You, and anyone else, who has at least User level access to the system can build their own personal dashboards, views and charts based on their privileges in the system. The system administrator can modify the access level for each action in the security role to control the depth to which people can create, read, write, delete, assign, or share personal views.
All three components are owned by individuals and because of their default User level access, they are visible only to that person or anyone else they choose to share them with.
As a system administrator or system customizer, you can create and edit system dashboards, views or charts. System Views and Charts are viewable by all users who have access to the system, while System Dashboards can have controlled access by associating explicit security roles.
Views define how a list of records for a specific entity are displayed in the application. A variety of views are available to select from right out of the box, and their variance is based on the filtered criteria which has been defined. Click the drop-down arrow next to a view name to reveal the additional views you can select from.
You can create personal views by saving a query that you define by using Advanced Find or by using the Save Filters as New Views and Save Filters to Current View options in the list of views. These options and saved Personal Views are included at the bottom of system views in the application. Do note, that while you can create a new personal view based on a system view, you cannot create a system view based on a personal view.
A System Administrator or System Customizer can create and modify system views by navigating to the organizations solution, and selecting an entity to modify or create a view for. These are viewable by all users who have access to the system.
Want to learn more about creating Personal Views? Check out our blog.
A chart is a graphic representation of data from multiple records of an entity. Charts interact with the views and filters which are currently applied to the active view and a chart is refreshed each time you change your view. So, if viewing My Leads, the chart will depict that information, if you switch the view to All Leads, the Chart will change to reflect the data of the newly selected View.
From a View, refer to the righthand side of the window to expand and collapse the Chart pane. Click the drop-down arrow next to a chart name to reveal the additional charts you can select from.
You can create personal charts by performing a “save as” on an existing chart or create a new chart from scratch. These options are included in the chart toolbar and your saved personal charts will display beneath the system charts. Do note, that while you can create a new personal chart based on a system chart, you cannot create a system chart based on a personal chart.
A System Administrator or System Customizer can create and modify system charts by navigating to the organizations solution, and selecting an entity to modify or create a chart for. These are viewable by all users who have access to the system.
Want to learn more about creating Personal Charts? Check out our blog.
Dashboards are collections of views, charts, web resources, and iFrames, which display key metrics which are vital to your organization. Click the drop-down arrow next to a dashboard name to reveal the additional dashboards you can select from.
A personal dashboard allows you to design a dashboard which is unique to you, displaying the views and/or charts which contain the information which your world revolves around. You can choose from both System and Personal Views and Charts to incorporate into your Dashboard. Create personal dashboards by performing a “save as” on an existing dashboard or create a new dashboard from scratch. These options are included in the dashboard toolbar and your saved personal dashboards will display beneath the system dashboards. Do note, that while you can create a new personal dashboard based on a system dashboard, you cannot create a system dashboard based on a personal dashboard.
A System Administrator or System Customizer can create and modify system dashboards by navigating to the organizations solution, and selecting Dashboards to modify or create a chart for. Unlike Views and Charts, you can control the visibility of Dashboards by selecting a Dashboard and clicking on Enable Security Roles.
Want to learn more about creating Personal Dashboards? Check out our blog.
Is Microsoft Dynamics GP Dead?
Is Dynamics GP dead? For 20 years Dynamics GP has helped business become digital. Rest assured Microsoft Dynamics GP has made its mark in the Dynamics ecosystem, and it’s here to stay. Join our webinar and find out where Microsoft Dynamics GP is headed.
This webinar will cover
-The future of Dynamics GP
-What it means for your business
Date: Wednesday August 29, 2018
Time: 11:00AM - 11:30AM EST
Key Differences and Comparison:
Dynamics GP & Dynamics 365 Business Central
Microsoft Dynamics GP has been around for over 20 years and Microsoft Dynamics 365 Business Central is Microsoft’s newest accounting system. Both systems are geared to manage core finances for small and medium-sized businesses, but they also have some key differences. This webinar will be comparing the differences between Business Central and Microsoft GP, topics will include:
-G/L Account Structure
Date: Wednesday August 22, 2018
Time: 11:00AM - 11:30AM EST
Dynamics 365 Teams are a great way to manage records and tasks because teams can own records and have a definitive security role associated outside the scope of a Users default role. This provides enhanced visibility to managers regarding which group is responsible for which objective; extends a Users reach enabling them to access and work with records they otherwise would not have privileges for; and allows for a simplified security structure, particularly when managing a large group of users.
A few examples of situations wherein teams are best utilized include:
- When Users span multiple business units but share a logical association
- Security Roles within a Business Unit are primarily restricted to User Access Only
- In Customer Support where work is routed to a Support Queue and the management of the Cases is best done through team ownership
To setup a new team in D365, go to the Settings tab in the navigation menu and select Security.
In the Security section click on Teams.
In the team view window, click the New button on the command bar. This will open a new team form.
In the new team form, simply fill out the required information and click save. A team can take on one of two types, Owner and Access. An Owner Team can own records and the Team must have an associated security role or roles. An Access Team is not assigned a security role and the team does not “own” any records, records are shared with members of the access team. (The example follows the path of creating an Owner Team.)
Once the record is saved, you can begin adding members to the team by going to the Team Members (Users) subgrid. Click on the plus sign and then the search icon. This will provide a user drop down list, simply click on the user you wish to add.
If the user you are looking for is not in the list, click on the Lookup more records option at the end of the list. This will open a lookup window, here you can view all users in the system. To add a user from this window, click on the check box next to the user name and hit select. Once all the desired users are selected, Click Add to add all of them to the team.
Now that the users are added, you will need to assign the team a security role which will be passed down to all members of the team. To do so, select Manage Roles in the command bar.
Next select the role(s) you wish to assign and select OK once you are finished.
Microsoft Dynamics 365 offers the ability to streamline your business process through an often overlooked and underutilized feature called Business Process Flows. Business process flows are displayed visually in Dynamics 365 as a heading across the top of an entity form, and can carry from one entity to another, and can be configured for both out of the box and custom entities. Not only that, you are not limited to a single business process flow; you can configure one or more distinct business process flows, allowing different departments to have a flow unique to their daily requirements.
A business process flow is composed of Stages (highlighted in red below), which contain multiple Steps (highlighted in green below). In the business process flow heading, a user can see which stage they are currently working through (which is indicated by the flag), and the steps they need to complete (what fields need to be filled in) before they can advance to the next stage in the process.
Business process flows enable you to require users to complete certain steps before advancing to the next stage of the process. They also allow for branching logic based on data elements collected which may require a different path. There are a couple out of the box business process flows pre-configured for system entities, but you can modify these and create your own business process flows to meet the particular needs identified for your organization.
Create a Business Process Flow:
1. Go to Settings > Processes to create a new Process
2. Select Business Process Flow for the Category
3. Select the entity you want your business process flow to begin in
4. Click on OK and the system will direct you to a new window where you can set up the details of your business process flow
5. You can drag and drop components and properties from the right side of the window to the canvas on the left side.
The Components tab provides the core items which can be defined for the business process flow
- Stage: allows you to differentiate different major stages of your business process
- Condition: allows you to set up criteria and branching considerations
- Data Step: the fields of the entity you wish to include in a given stage
- Workflow: allows you to trigger a workflow at stage entry or exit
The Properties Tab allows you to define the properties associated to the stage/data step/workflow
- Choose the definable element and the display name
- Choose the elements requirement
- For workflow, choose what the trigger is
6. Save and activate your business process flow once you are done with it, and it will now show up on the associated entity form.
7. Be sure to customize your security roles to provide access to the business process flows as needed.
Navigating Business Process Flows
Each entity in Dynamics 365 can have multiple business process flows and you can switch between them by clicking “Switch Process” while in a record. Doing so will display all business process flows available, based on the user’s security role.
As you proceed through the steps within a given stage, and you have completed all required steps, select the “Next Stage” button on the right of the business process flow to advance to the next stage. Be advised that if you have not completed all required steps, you will be prevented from advancing the flag to the next stage.
Directly beside the “Next Stage” button, there is a timer which displays how long ago you began the process, and each stage also displays the amount of time spent in the given stage. These timers provide useful metrics for calculating KPIs and for business intelligence reporting.