Category Archives for "Misc"

1 Changing the Lead Qualification Status Values

The Lead Entity within Microsoft Dynamics CRM 2011 is used to track your relationship with prospective customers. At some point in the relationship, they change from being simply a Lead into either a customer or someone who is no longer a prospect.

The Lead Qualification Process

Here is how leads are generally worked by a salesperson:

New Lead

When a Lead is first entered into the system, you may not know much about them so the status is simply New:

image

First Contact

After you make the initial contact, via email or phone, for instance, you change the Status Reason to Contacted:

image

Qualified

If the relationship progresses to the next step, or if the relationship doesn’t progress at all, you can Qualify the Lead as either Won or Lost by clicking the Qualify button on the toolbar:

image

This will display the Convert Lead dialog:

image

At this point you have two choices:

  1. Qualify the Lead
  2. Disqualify the Lead

Both offer you a status to help further identify the reasoning behind the qualification/disqualification.

Now the dialog you see above cannot be changed because it is part of the CRM itself, but we can change the values of the Status’ to better match your business and its processes.

Let’s walk through the steps required to change the Status Reason fields:

 

Changing the Lead Status Reason Field

1. Click Settings, Customizations, Customize the System.

2. Click the Entities group:

image

and the list of Entities within Dynamics CRM will be displayed.

3. Scroll down until you find the Lead Entity. Double-click the Lead Entity:

image

4. Click Fields, to show the field list:

image

The list of fields found within Lead will be displayed.

5.Scroll down the list until you find the statuscode (Status Reason) field. Double-click the field to view it’s properties.

image

The Lead statuscode field has three status’:

  • Open
  • Qualified
  • Disqualified

Each status has a variety of sub-status’:

 

Status Sub-Status
Open New
  Contacted
Qualified Qualified
Disqualified Lost
  Cannot Contact
  No Longer Interested
  Canceled

 

You can change any of these status’ to match your business processes.

DO NOT delete any of the built-in status values. If you need to add your own, consider simply changing the name of an existing status.

Deleting a built-in status can lead to very bad things happening to your system and you can’t replace the deleted value without a lot of work.

SO DO NOT DO IT.

 

6. After you have made your modifications, click the Save and Close button on the toolbar.

7. When you have returned to the Lead field list, click the Publish All Customizations button to activate your changes.

8. Test your work by opening a lead and clicking the Qualify button on the ribbon and verify your new values are in place.

Multi-Column Sorting Views in Dynamics CRM 2011

Views within Microsoft Dynamics CRM 2011, by default, support up to two pre-defined sortable columns, which are selected when the view is defined.

However, it is possible to manually sort any View on multiple columns using a combination of your mouse and keyboard.

Let’s walk through the process:

Here is a view of some Contact sample data which has been sorted by the Contact’s full name. 

image

We would like to re-sort this View by address information.

Step 1: Click Address 1: State/Province

The view will be sorted by the State/Province:

image

Also notice that the background color of the column is now grey and an arrow has been placed on the right-side of the column header.

A arrow pointing up indicates that the column is sorted in Ascending order, an arrow pointing down indicates that the column is sorted in Descending order.

Note: If the full text of the column header is not displayed, then the arrow will not be displayed either. You must expand the width of the column to show both.

 

Step 2: Hold down the Shift Key, then click City

Again we have an arrow on the right-side of the column header and column shading to indicate this is a sort column.

image

 

Step 3: Hold down the Shift Key, then Click ZIP/Postal Code

Will result in all three columns being sorted:

image

 

Sorting in Descending Order

If you wish to sort a column in Descending order, just perform the shift-click on that column and you will see the results resorted, like this:

image

 

Additional Notes:

  • The order that you choose your columns is important with the first selected column controlling any additional sub-sorts – so make sure you start with the most important column first.
  • The selected sort order will disappear and be replaced with the default sort order as defined by the View definition, should you leave the View.
  • I don’t actually know the maximum number of sort columns because, quite frankly, I ran out of columns during my tests.  But, it is at least 7.

1 Be careful changing the full name format within Dynamics CRM

One of the settings that is available to a Dynamics CRM administrator is the ability to change the format of the full name.  The options can be seen below:

 

image

 

I’ve seen a few customers change the the format from the default, First Name Last Name, to Last Name, First Name.  This allows you to Contacts and Leads sorted by last name.

The Issues

This is very effective, but here are some issues:

  • when performing a quick search ( typing in a name in the search box at the top of a view ), you must enter the full name as Last Name, First Name, instead of First Name Last Name. For example: Smith, Bob instead of Bob Smith.  This is usually counter intuitive to most users.

 

  • Mail Merge operations can no longer use Full Name as a field. You must use the First Name and Last Name fields.  Otherwise, the person’s name will be displayed in reverse order.

 

Those are just a couple of things to keep in mind when you start changing the default system settings.

Please let me know if you have any comments or have found additional issues.

CRM 2011 Tip o’the Day: Keyboard Shortcuts

It’s amazing what you can find browsing through the help file or manual sometimes.

Case in point: Did you know Dynamics CRM had hotkeys for certain operations?

Well it does.  Here they are, grouped by functional area:

 

General Keyboard Shortcuts

Action

Press

Copy text

Ctrl+C

Paste text

Ctrl+V

Undo previous text change

Ctrl+Z

Save a record

Ctrl+S

Close a record

Esc

Cut text

Ctrl+X

Delete text

Delete

Delete selected text immediately without putting it on the Clipboard

Shift+Delete

Move to the first tab on the ribbon

Ctrl+[

Move to the last tab on the ribbon

Ctrl+]

Move the insertion point to the start of the next word

Ctrl+Right Arrow

Move the insertion point to the start of the previous word

Ctrl+Left Arrow

Select all text in the current field

Ctrl+A

Display the System menu for the active window

Alt+Spacebar

Display the shortcut menu for the selected item

Shift+F10

Cancel the current task or command, or close a selected list or dialog box

Esc

Move up through a list of records

Up Arrow

Move down through a list of records

Down Arrow

Open the selected record

Enter

Select all records on the current page

Ctrl+A

Jump to the sitemap

Ctrl+Shift+3

Open the recently viewed pages and view menu

Ctrl+Shift+7

Select multiple rows in a list sequentially

Shift+Up Arrow or Shift+Down Arrow

Select multiple rows in a list non-sequentially

Tab to the check box and Spacebar

Publish Form Editor customization

Ctrl+Enter

 

Dialog Box Keyboard Shortcuts

To

Press

Move to the next option or option group

Tab

Move to the previous option or option group

Shift+Tab

Complete the command for the active option or button

Enter

Move between options in an open list, or between options in a group of options

Arrow keys

Cancel a command, or close a selected list or dialog box

Esc

 

Form Keyboard Shortcuts

Action

Press

Save

Ctrl+S or Shift+F12

Save and close

Alt+S

Cancel edits and close (Close)

Esc

Open search

Spacebar or Enter

Delete text from search field

Backspace

Delete the record

Ctrl+D

Save and then open a new form (Save and New)

Ctrl+Shift+S

Move forward through the form’s fields

Tab

Move backward through the form’s fields

Shift+Tab

Open the lookup menu with the most recently used items in alphabetical order

Alt+Down Arrow

Open the list menu

Ctrl+Shift+2

Navigate to the next item on the list

Ctrl+>

Navigate to the previous item on the list

Ctrl+<

 

Accessibility Keyboard Shortcuts

To

Press

Switch Sticky Keys on and off

Shift five times

Switch Filter Keys on and off

Right Shift for eight seconds

Switch Toggle Keys on and off

Num Lock for five seconds

Switch High Contrast on and off

Left Alt+Left Shift+Print Screen

Switch Mouse Keys on and off

Left Alt+Left Shift+Num Lock

CRM 2011 Tip o’the Day: Moving to the next and previous records

By any odd chance have you ever noticed this new piece of chrome in the upper right corner of the CRM data entry forms:

image

Those arrows allow you to move to the previous and next record in the current view without closing the form.

Here’s a summary:

image

Moves to the Previous Record.

You may also use the hotkey: Ctrl+<

image

Moves to the Next Record.

You may also use the hotkey: Ctrl+>