D&B Hoovers Microsoft Dynamics 365 Customization Guide Version 1.2 October 10, 2017
This guide assumes the successful installation and configuration of D&B Hoovers in the Microsoft Dynamics 365 environment. If not, please see the D&B Hoovers Microsoft Dynamics 365 Installation Guide. To customize D&B Hoovers Dynamics 365 after installation, follow these steps: D&B Hoovers CRM Admin Page To configure any site wide settings for D&B Hoovers, start at the CRM Admin page within the D&B Hoovers application. Follow the steps below to access this page: a. From the Account section of Dynamics 365, choose the ellipsis menu icon, then select D&B Hoovers. b. OR, from the Sales menu, select D&B Hoovers. Tip: Sign in with a Dynamics 365 username and password if not already logged in. 1. Select the username in the upper right corner and then select CRM Admin. 2
User Access (Assigning Licenses) Once on the CRM Admin page, adding and removing user access to the D&B Hoovers platform is quick and easy. Follow the steps below to Add/Remove Dynamics 365 users. 1. Find the Dynamics 365 user(s) under the Available Dynamics 365 Users Section Hold the [Ctrl] button to select multiple users at once. 2. Select Add/Remove to grant/disable access to the D&B Hoovers platform for the selected Dynamics 365 user(s). Note - The D&B Hoovers Users column indicates the number of available seats in parenthesis next to the column heading. 3. Mass upload a list of Dynamics 365 users to D&B Hoovers in a CSV format (Commaseparated values) by clicking on Choose File. The imported users replace the Available Dynamics 365 Users and can be administered as in the previous steps. CSV COLUMN FORMAT: profileid, userid, lastname, firstname 4. To determine if any D&B Hoovers license(s) is being allocated to an inactive Dynamics 365 user(s), select the View only inactive users in Dynamics 365 checkbox. Removing D&B Hoovers access from these inactive Dynamics 365 users will free up licenses to assign D&B Hoovers to new users. 3
User Rights (Governing Dynamics 365) The User Rights screen enables administration of permissions by User Role. These settings are specific to pushing and pulling Account, Contact and Lead data from D&B Hoovers to Dynamics 365. Select the desired role to customize from the Role dropdown. Send to CRM Sending data to Dynamics 365 from the D&B Hoovers tab interface. 1. Send to Accounts: Enables users to create new or update existing Dynamics 365 Accounts. 2. Send to Contacts: Enables users to create new or update existing Dynamics 365 Contacts. 3. Automatically Update Accounts when Sending or Updating Contacts: Updates mapped Account fields for corresponding Contacts when pushed to CRM. 4. Send to Leads: Enables users to create new or update existing Dynamics 365 Leads. 5. Limit Volume Sent: Limits how many records the user may simultaneously send to the CRM for a single push from the D&B Hoovers tab. 4
a. Maximum Sent at a Time: Sets the actual number of records the user may simultaneously send to the CRM for a single push. The default and max value is 200. 6. Use Key ID for Dupe Identification: Use KeyID only to detect duplicate records when creating new accounts or leads. If this switch is off, then a fuzzy logic is used to determine duplicate records based on name and address elements. Account Quick Profile Controls the display and update options for pulling data to Dynamics 365 from the D&B Hoovers QuickView Profile in the Account, Lead, Contact, and Opportunity pages. 7. Send Contacts: Enables users to create new or update existing Dynamics 365 Contacts. 8. Limit Volume Sent: Limits how many records the user may simultaneously send to the CRM for a single push from the D&B Hoovers tab. a. Maximum Sent at a Time: Sets the actual number of records the user may simultaneously send to the CRM for a single push. The default and max value is 200. 9. Update Account: Enables users to update the existing account fields from the Account QuickView Profile. 10. Automatically Update Mapped Fields: When a record becomes associated with a D&B company (KeyID) automatically update mapped fields with available data, bypassing the Stare & Compare functionality. 11. Wrong Company Link: Enables users to re-map an account on the D&B Hoovers QuickView Profile. Lead Quick Profile 12. Update Lead: Enables users to update the existing Lead fields from the Lead QuickView Profile. 13. Automatically Update Mapped Fields: When a record becomes associated with a D&B company (KeyID) automatically update mapped fields with available data, bypassing the Stare & Compare functionality. Administration 14. Admin Access: This setting enables the user to access the Administration pages - whether or not the user is authorized with a license. **The Save to all Profiles button will push Admin Access settings to all user profiles, turning it on or off for all users. The suggested solution, if using this feature, is to: Setup the Admin user profile as desired for all user profile types with Admin Access turned OFF. Click Save to all Profiles and DO NOT LEAVE THE PAGE. Change the Admin Access back ON for Admin user profile types and click Save. 5
Company Information 1. Read and Write Currencies As: Millions, Thousands or Single units D&B currency fields are written to Dynamics 365, as well as the assumed scale when these Dynamics 365 fields are displayed in either the Updated Account or Update Lead pages. 2. Automatically Flag Existing Records in CRM: Automatically flag records that already exist in the CRM and are associated with a KeyID. 3. Content Settings: Enables and disables specific content types for users: a. US/CAN Professionals: Allows users to access U.S. and Canadian professionals records within D&B Hoovers. Professional records represent individually listed physicians, attorneys, accounts, real-estate agents, etc. Use the ON/OFF radio buttons to specify a default option for users. 6
Account, Contacts and Leads Field Mapping (Select which fields are used to populate the CRM) Field mapping allows the administrator to map data types between D&B Hoovers and Dynamics 365 fields (both standard and custom fields) when populating CRM records with D&B data. These settings also control rules for overwriting or protecting existing data points in Dynamics 365 and setting required fields. For example, when sending company information from D&B Hoovers, fields like address, company name, and revenue can be required so all accounts have uniform information. 1. Matching Fields: Record matching and duplication detection use CRM billing and/or shipping standard address fields by default. To use different address fields, map the desired fields using the drop-downs. These Matching fields are used when manually matching a record from the QuickView Profile or when CRM duplicates are detected. 2. MS Dynamics Fields: List of available standard and custom Dynamics 365 fields unique to each customer s environment. 3. D&B Fields: Drop-down list of available D&B fields to map to the specific Dynamics 365 field. 4. Protected Fields: This setting protects a field from being overwritten once it has been set with a non-empty value. 5. Required Fields: This setting requires a field s value to be updated every time the user updates a Dynamics 365 record from either the Update Account or Update Lead pages. 7
Account Options Updating accounts with D&B Hoovers provides the option to link to Parent Accounts. If there is no parent account, then D&B Hoovers will create one. Accounts can be linked to Parent or Ultimate Parent from the QuickView Profile or when sending an Account to CRM. See the image above for all available options. Configure Business Contacts (when applicable) If a pool of Business Contacts credits is part of the subscription, D&B Hoovers administrators see an additional link in the user name menu: Manage Business Contacts. New clients onboard with the following settings: 1. Site Credit Cap Setting: All users have the default pool size 2. Default User Pool Size: 0 3. Users will not be able to Send to CRM or Download contacts with emails or direct dials until an administrator changes these settings. 8
Reference the Appendix for information on the various settings available to D&B Hoovers administrators to configure Business Contacts access. Pushing Company Information to Dynamics 365 from the D&B Hoovers Application Users can send company information to Dynamics 365 directly from the D&B Hoovers tab. In this example, information is being sent to Dynamics 365 from the company profile in the D&B Hoovers application. 1. Select the Actions button located at the top of the page. 2. Then select the Send Company to CRM option. 3. Select the relevant destination for your company to be sent - either Account or Lead. 4. Choose the Account/Lead Owner by selecting a name from the dropdown. 9
5. Press Continue D&B Hoovers completes a search of all the customer s Accounts and Leads for duplicates. The application uses fuzzy matching on variations of the company name and prioritizes the matches based on available KeyID numbers. 6. Potential duplicates are presented for resolution. Users can: Update Matching Accounts/Leads/Contacts, Create new Account/Leads/Contacts, or Do Nothing for each duplicate one by one. 7. Upon completing these steps, the user receives a message that states Sent [number] records to CRM Successfully. The records are then available in the Dynamics 365 environment populated with D&B data. 10
Populating an Account/Lead in Dynamics 365 Using the D&B Hoovers QuickView Profile 1. Populate the new account with a name (If it s an existing account it will already have an Account or Lead name). 2. Match the Account to the correct company in the D&B Hoovers QuickView Profile by clicking the Radio button. 3. Click OK to sync the D&B Account to this page. 4. Populate a Dynamics 365 Record with D&B Data: Once a D&B record is synced to an Account in Dynamics 365, users can select the Update option in the upper left corner of the QuickView Profile to initiate a Stare & Compare analysis of CRM data vs. D&B data. This is only necessary for new records when the Administrator does not have Automatically Update Mapped Fields enabled or if a user wishes to update an existing 11
record with fresh data. 5. The Stare & Compare view shows information already in the record alongside D&B Hoovers values for that field and highlights any differences. 6. Information highlighted in yellow identifies data that does not match between D&B Hoovers and Dynamics 365. Information highlighted in blue indicates a direct match. 7. Users can select the Check All/None box to action all data elements at once, or individually check/uncheck the desired elements. 8. Elements that are not selectable (if any) indicate fields that are set as required (contain a checkmark) or protected (remain blank and cannot be checked) by an Administrator. 9. Selecting Update at the bottom completes the process and the record reflects the new data. 12
Other Resources The Dun & Bradstreet Customer Service team is available 24 5, M-F. We recommend that implementations into Production environments be conducted during these business hours when the Customer Service team is available, should you require assistance. For help with installation or configuration, email support@avention.com or call the one of the following numbers: US: 800-433-0287 UK: 0800 389 4265 Rest of Europe: +44 (0)207 382 8840 Asia Pacific: +91 124 4538911 Rest of World: 001-978-318-4650 13
APPENDIX Business Contacts Configuration The Business Contacts checkbox authorizes CRM users to: Download contacts with emails and direct phone numbers up to their respective Credit Caps and a maximum of 10,000 per transaction. Send to CRM contacts with emails and direct phone numbers across multiple companies at once up to their respective Credit Caps and the lower of 2,000 or your organization's custom limit per transaction. CRM users with a Credit Cap but without this checkbox enabled can send one contact at a time with email and direct phone or multiple contacts from the Contacts tab of a company record. 14