Category Archives for "Administration"

Remove Old Click Dimensions System Jobs

Click Dimensions uses a variety of workflows to accomplish tasks behind the scenes and depending on your usage, you can build up quite a history of completed workflows, which are stored in the System Jobs entity.

Removing unnecessary data from your System Jobs table will make your overall Dynamics CRM system run better.

We can create a bulk delete job to remove the old workflow history. Here’s how:


The Process

1. Navigate to Settings, Data Management.

2. Select Bulk Record Deletion

3. On the toolbar, click the New button, to display the Bulk Deletion Wizard.

4. Create the following query:


The key points here are:

  • Find any jobs that were started on a date over a month old
  • Where the name of the system job contains ClickDimensions
  • And the type is Workflow

Note: Make sure ClickDimensions is one word.

5. Click the Next button.

6 Complete the recurrence properties:


The key points here are:

  • Run the job in off hours
  • Repeat the job on a frequent basis. 7 days is the minimum.
  • Receiving an email when the job completes is optional, but a nice feature

7. Click the Next button.

8. Click the Submit button to save your bulk delete job.


And that is it. It will run on the frequency you specified and remove the old Click Dimensions workflows.


Next Steps

If you would like additional Administration tips and tricks, check out my 21 Squared: Administration (OnPremise) self-paced training course.

2 Searching for Contacts with the Do Not Bulk Email Flag Set

Ok, this is actually a trick, because you can’t.  The attribute on this field that allows it to be searched using the Advanced Find has been set to No.

I’m not sure how long it has been this way, but at least as far back as Dynamics CRM 2011.  This is probably not a field that people use to search on, on a regular basis, so I am assuming this is why you don’t normally see it.

Here’s how you fix it:

1. Edit the Contact entity by going to: Settings, Customizations, Customize the System.

2. Expand the Contact entity.

3. Locate and edit the Do not allow Bulk E-mails of Contact field.

4. Set the Searchable property to Yes.


5. Click the Save and Close button on the toolbar.

6. Publish the Contact entity.


Now this field will be available to be searched using Advanced Find.

Note: We are doing this in preparation for some additional conversations we will be having shortly regarding Prospects and keeping your database clean and up to date.

How to find what does not exist

Using a static Marketing List to identify records where a specific criteria does not exist

Today we have a guest post from fellow CRMUG D/FW member Torrey Landry.


All Sales managers want to know what population of their target audience has not purchased a certain product.

How do you build a view to tell you where “Product X” does not exist?

If you have a dedicated field for each product that can indicate a “yes” or “no”, then the search for product purchase is much simpler. You can use Advanced Find to query for:

  • Does Not Contain Data
  • 0 or 1
  • Yes or No

But what if you do not have a dedicated field?

Using the Marketing Lists entity, you will essentially create and compare two lists of data, leaving only the records you wish to target.

IMPORTANT: It must be a Static list, as opposed to a Dynamic list, in order to use the “add” and “remove” options under the “Manage Members” menu option.


Sample Scenario

You want to know which customers in Texas, in John Smith’s territory, do not have Product X.


The Process

  • Step 1: Create an Advanced Find that pulls in all records from John Smith’s territory that have an address in Texas. This is your ‘initial’ list.
  • Step 2: Create an Advanced Find that pulls in all records from John’s Smith’s territory that DO have Product X (within Texas or not, it does not matter). This is your ‘remove’ list.
  • Step 3: Remove all of those records from the ‘remove’ list from the ‘initial’ list.

The Result

All that remains are those records, in John’s area, in Texas, that do not have Product X.


The Details










Final Thoughts

  • This add & remove process is limited to only a few entities within CRM: Account, Contact and Leads.
  • The CRM Administrator can define the fields that will be displayed in the resulting marketing list, but (I believe) these fields will be the same fields displayed for all marketing lists created.
  • The columns may differ between Account, Contact and Leads

CRM 2013: Modifying Administration Navigation

While we’ve already discussed using the Quick View Menu to help with Dynamics CRM 2013 navigation, I thought I’d take the opportunity to show a technique to assist Dynamics CRM System Administrators.

First of all, I would like you to download the CRM SiteMap Editor from Simpler Software:

It’s free and is very helpful in editing your SiteMap.

Note: This is a Windows-based application that you install on your workstation.

When you launch the SiteMap Editor, it will ask you to connect to Dynamics CRM by entering in the URL and login credentials, after which it will display the SiteMap for the selected organization.

After it has successfully connected to Dynamics CRM and downloaded the SiteMap, you should see something like this:


You can navigate around the SiteMap much as you would inside of Dynamics CRM itself. The pane on the right will change to reflect the type of item selected within the SiteMap itself.

Click on the Settings area, which will display something like this:


So what we will be doing is moving the most important Sub-Areas to the top of the list, which happens to be the Business Group.

This is accomplished with a simple drag-and-drop operation and this is the result:


In my mind, these are the most important things for me to see when I click on the Settings Area.  Your system will probably be different so rearrange things so that they make sense for you.

When you are finished with your modifications, press the Publish button on the toolbar:


This will push your changes back to Dynamics CRM.

Open a new web browser session to your Dynamics CRM instance and you can see the results.

Here is how the Quick View Menu looks:


And here is the normal Dynamics CRM navigation:



And that is it.  More goodness from the Simpler Software SiteMap Editor in the future.

Working with Queues

I was working on some queues at a customer last week when I discovered a design issue that I needed to correct.

During this process, I decided to write a quick article on the subject and in doing a bit of research, I found my friends at xRM Cubed had already done the hard work for me.

Here’s an great overview of working with Dynamics CRM queues:

xRM3, Inc.

Admin 101: Queues and Queue Management – Part 1

Admin 101: Queues and Queue Management – Part 2

Admin 101: Queues and Queue Management – Part 3


Assigning an Item to a Queue

One of the things you’ll notice as an Dynamics CRM administrator is the number of queues that are created automatically by CRM. Most of these queues are for users and can be identified by their name.

If you look at the following queue list, you’ll notice the queues with names that contain < and > symbols:


These are queues that are created and maintained by Dynamics CRM itself and represent users and teams.

The problem is that these are valid queues and they have a tendency to "crowd" the queue list.

For example:  You have a Queue Item open, and would like to add it to a queue, using the ribbon button:


This displays the queue selection dialog:


Clicking the lookup button displays the queue selection dialog:


As you can see, there are a lot of queues listed – most of which we really don’t care about at this point.

Let’s change that lookup to make it more usable.


Modifying the Queue Lookup View

To modify the Queue lookup, perform these steps:

1. Select Settings, Customization, Customize the System.

2. Expand Entities.

3. Expand Queues.

4. Expand Views.

5. Open the Queue Lookup View.

6. Click on the Edit Filter Criteria button.

7. Set the filter criteria as follows:


This will instruct CRM to ignore any user or team queue as well as queues that may exist from an upgraded CRM organization (4.0 or 3.0).

8. Click the Save and Close button on the toolbar.

9. Publish your changes.

Now when you open the Queue Lookup dialog, you’ll see something like this:


1 Tip o’ the Day: Working with Queues

At times, it can be difficult to manage queues, if you have a large number of users because the normal production queues get lost in the list of users ( who also have queues ). Here’s how to work around that problem.

1. Select Settings, Customization.

2. Expand Entities.

3. Expand Queues.

4. Click on Views.

5. Open the All Queues view.  It will probably look something like this:


6. Click the Save As button on the toolbar.

7. Give the new view a name like, All Production Queues:


8. Click the Edit Filter Criteria button on the Common Tasks task pane.

9. Add the following  filter criteria:


All users queues begin with a greater-than symbol ("<"). Normal queues do not. We are instructing CRM to show me only non-user queues.

10. Click OK.

11. Click the Save and Close button on the toolbar.

12. Publish your customizations.


Now you have the ability to filter the list of queues to remove user queues:


Defaulting Advanced Find to always show details

I was teaching a webinar on Thursday and I told the students about a personal options setting that will save you a click every time you open the Advanced Find dialog.

By default, the Details of the query are hidden, as you can see here:


To actually edit the query, you must click details button on the Ribbon:


Which will result in the query being editable, as you can see below:


To turn this option on permanently, select File, Options to display the personal options dialog.

Change the Advanced Find Mode from Simple to Detailed as shown below:


Click OK when you’re done.

From now on, the Advanced Find will default to showing details so you can immediately begin to alter the query.

1 Users with no assigned security roles

If you open Dynamics CRM 2011 as an administrator you may one day find the following notification:


As the message states, There are users within the system who do not have any security roles assigned.

A user without a security role is the same as no user at all, so CRM wants you to correct the issue.

Theoretically, you can do so by clicking the Assign Roles button located in the notification area.  This action will navigate to the User’s area within Settings and display a special view called: Users with no security roles.


But what if the user list is blank?

Interestingly enough, on my test system where I received this message, I found the view to be empty, which I thought rather odd.

Manually navigating to: Settings, Administration, Users, then selecting the Users with no security roles view, listed the users without security roles.


How can this happen?

Well, there are actually several possibilities:

  • The user was added manually ( not through the Add Users wizard ) and roles were not assigned.
  • The user was moved from one business unit to another and the security roles were removed because they did not exist in the destination business unit.



This is a very handy notification that will hopefully prevent users from having connectivity issues when accessing Dynamics CRM 2011.

Update Rollup 6 for Microsoft Dynamics CRM 2011 Released

You can download it here.

For more information about this release, see Microsoft Knowledge Base article 2600640:

Update Rollup 6 is available for Microsoft Dynamics CRM 2011

To maintain parity between the application components of Microsoft Dynamics CRM 2011, this update rollup includes packages for Microsoft Dynamics CRM Server, Microsoft Dynamics CRM for Outlook, Microsoft Dynamics CRM Language Packs, and Microsoft Dynamics CRM E-mail Router.

Dynamics CRM: There is a whole lot of clicking going on

People new to Dynamics CRM are sometimes a little confused, and sometimes baffled, by the user interface. The most important thing to remember is that Dynamics CRM is a web application, even though there are times when it doesn’t look or act like a web application.

Since it is a web application, we get all of the goodness that is a hyper-linked system built-in.  Let’s take a quick tour of some of the clickiy-ness that is Dynamics CRM 2011.


Grids and Views

Let’s take a look at a system view showing a list of system users:


At a basic level, anything with an underline is a hyperlink to another record.

Note: Sometimes you need to hover your mouse over the field to get the hyperlink underline to appear.



  • If you would like to open Mark Harrington’s user record you can either click once on Mark Harrison’s name or double-click on the entire row.
  • If you would like to review the East Territory, simply click on the word East and that record will open.
  • Likewise, to review Mark’s manager, Lori Penor, just click once on her name.

Selecting Multiple Records

Occasionally you need to perform an action on multiple records within a CRM view.  This can be done in one of two ways:

  1. Checking the box on the left side of the record.
  2. Holding the Ctrl key down and single-clicking with the mouse to select the desired records.

You may also select or deselect all of the records on the page by checking the box on the title bar of the View:


Note: Keep in mind that not all CRM operations allow you to select multiple records before performing the operation.



When you have a CRM record open, you get more of a feel for what is a hyperlink and what is not. In this sample below, any data entry field that is blue and underscored, is a hyperlink. Clicking the link will open that record in a new window.





Lookups are the data entry fields that have the magnifying glass on the right side of the edit box.:


Clicking that icon will cause a dialog to be displayed that will allow you to select one or more values, depending on the field in question. Here is a single selection dialog:



In the single-selection dialog, you may select an item in one of the following ways:

  • Double-clicking the item’s record.
  • Checking the checkbox beside the record, then clicking OK.
  • Clicking the primary field’s hyperlink once.
    • In this case, the Name field contains the hyperlink.
    • To select Retail, just click Retail.

Here is a multiple-selection lookup:



For a multiple-selection lookup, the following actions are available:

  • Clicking the hyperlink ( Full Name in this case ) will add that record to the selected records list at the bottom of the lookup dialog.
  • Checking the checkboxes beside an item then clicking the Add button will add the record to the selected records list.
  • In the selected records list, clicking an item and clicking the remove button will remove it.
  • Using a combination of the mouse and the Shift or Ctrl keys will select multiple items, checking their selection checkbox in the process.
  • Using the checkboxes to select multiple items then clicking the OK button will automatically add the selected items to the lookup field, like this:





Well, that’s a quick tour of some of the ways that the hyperlinked system that is Dynamics CRM 2011.  Let me know if I’ve missed anything.