Microsoft Dynamics CRM User Group August 2016

Transcription

1 Microsoft Dynamics CRM User Group August 2016

2 Host-Kristina Felchlin Kristina Felchlin Support Manager

3 Agenda Duplicate Detection Duplicate Detection Settings Duplicate Detection Rules Tips for Duplicate Detection Rules Duplicate Detection Jobs Merge Records Advanced Find Data Management Quick Ways to Update Records Bulk Delete Records Imports User Questions Upcoming Webinars

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5 Presenter-Michael Dodds Michael Dodds Support Consultant

6 Data Management Duplicate Detection Settings Where you turn on Duplicate Detection Set when Duplicate Detection Rules would trigger When a record is Created or Updated When the Outlook Client goes from Offline to Online When data is Imported

7 Data Management Duplicate Detection Rules Duplicate Detection Rules: Set the Entity for the Duplicate Detection Can look at two fields from two different Entities Set the Parameters of when there is a Duplicate Case Sensitive Exclude Inactive Records Multiple Criteria for one Rule

8 Duplicate Detection Rules - Demo Create 3 Rules Contact with the same Address Account Name with the same first 5 Letters and same Business Address Lead with the Same Full Name and address as a Contact

9 Tips for Duplicate Detection Rules Make the rules strict enough so duplicates are detected Do not make the rules so strict that everything is detected Utilize 2 conditions Same Last Name and Address Look at Case Sensitive and Including Inactive Records Set up Rules to look at other Entities, especially with Leads You can only have 5 Duplicate Detection Rules per base Entity

10 Data Management - Duplicate Detection Jobs Duplicate Detection Jobs help locate Duplicates that already exist in CRM Utilize Advanced Find Filtering to narrow down the data where you are looking for Duplicates Utilize the Published Duplicate Detection Rules to locate Duplicates Duplicate Detection Jobs can be run on any Entity you have Duplicate Detection Rules set up for

11 Merge There are 3 main locations where you can Merge Records: A View within an Entity Advanced Find Results Duplicate Detection Job To Merge two records together: Checkmark the two records you want to merge(can only merge two records at a time) You can Merge multiple Cases into one Case Click Merge in the Upper Ribbon Determine the Master Record Utilize all fields from the Master Record or pick and choose the fields you would like to be on the Master Record Click OK Child Records of the Merged accounts will be affected by the Merge depending on your Cascading Rules Set Up Record that was Merged will be deactivated and the Master will remain Active

12 Advanced Find Data Management Bulk Edit Capabilities through Excel Spreadsheet Bulk Edit in Advanced Find Bulk Assign Records Add to Marketing List Deactivate/Activate Records Share Delete Records Run Workflows

13 Quick Ways to Update Records Assign Share Records Edit Activate/Deactivate Delete Qualify/Disqualify Leads Detect Duplicates from View Add to Marketing List(Accounts, Leads and Contacts) Re-Open Opportunities Mark Complete and Cancel (Same Activity Type) Set Regarding (Activities) Add Activities to a Queue

14 Bulk Delete Records Bulk Duplicate Detection utilizes a Wizard Determine Records to delete through Advanced Find Filtering logic You can utilized previously created and saved Views Set when the Bulk Deletion Job will begin Have an sent to you when completed

15 Importing Data Demonstration of Importing a list of new Account Records into CRM Best Practices: Have all required columns(fields) completed on the Import File (for record creation) Only include the columns(fields) you want to update on the Import File (for existing record update) File must be.csv for Record creation File must be.xls not.csv for Record Update

16 User Questions

17 Along the same lines of duplication detection, once we detect this - is there a way to show that this individual has worked for prior companies? For example Bob Smith at ABC Company shows as a duplicate at 123 Company - how can we merge them but keep the historical info? There is not a current process to capture this Historical Information Two work around options to capture this information: Deactivate the Old Contact, the historical information will stay in CRM Add a field to the Contact Form that User s can enter Past Companies the Contact has worked for

18 Would like Quote templates for common/standard products/services. Also, marketing Campaign Lists get confusing to manage when we have literally dozens of active campaigns. Quote Templates is a Custom Entity, Ledgeview Partners would be happy to help set up a Standard Quote Template If you are interested in the Quote Template Entity, Ledgeview Partners can help set this up for you Marketing Lists can be used on several different Campaigns and Campaigns can use multiple Marketing Lists This is called a 1 to Many Relationship and why you cannot pull a view or Out of the Box Report to show which Campaigns are using which Reports A potential option to help organize would be to create a customized report

19 After I authorized my organization to upgrade to CRM 2016, through the admin portal, the Outlook client caused Outlook to hang. I eventually had to remove the link to CRM from Outlook Data Files using the Mail utility in Control Panel, for some users. Prior to upgrading ensure that everyone is on Outlook Client 2015 If anyone is on Outlook 2013, upgrade them to CRM Outlook Client 2016 after you upgrade CRM to 2016 If there are a large number of Add-Ins in Outlook, this can cause Outlook to crash after Configuring the CRM Client I recommend removing any Add-Ins not being used

20 We have a lot of duplicates and it seems when you enter a screen says there is one and you can't save yet we have so many that are saved and I'm not sure how this happens? If you have Duplicate Detection Rules turned on, you will be notified if you are creating a duplicate, but will allow you to bypass this warning and save If you are doing an import, the duplicate records based on your duplicate detection rules will fail The duplicates that are currently in the system could have been created prior to Duplicate Detection Rules being Published I recommend utilizing Duplicate Detection Jobs to locate duplicates and merge them You can utilize Bulk Record Deletion to Delete records I recommend Merging Records in case there is any additional information in the Duplicate Records

21 Resources On Demand CRM User Group Webinars

22 Support Consultant Team Contact Information: Phone: Monday-Friday 8-5pm Central Michael Dodds Tyler Felton Josh Philipps Taylor Nassen

23 Upcoming Webinars Ledgeview s CRM for User Group Webinar Topic: Advanced Find Tuesday September 20 th, 2016 Automating Field Service through Work Orders and Mobile Wednesday September 21 st, 2016

24 Upcoming Webinars Driving Sales with Targeted Lead Nurturing Strategies Thursday September 22 nd, 2016 To Register: Visit LedgeviewPartners.com Click News and Events, Scroll to the Upcoming Webinars section.

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