c360 Group Calendar for Microsoft Dynamics CRM 4.0 Users s Guide (How to use GroupCalendar for MS CRM 4)
Users s Guide 30/06/2008 Table of Contents 1 WELCOME 3 2 USER S GUIDE 4 2.1 Introduction 4 2.2 How to Use 4 2.3 Side Bar 5 2.4 Personal settings 6 2.5 Default Settings 9 2.6 Day-View 10 2.7 TopDown-View 11 2.8 Week-View 12 2.9 Month-View 13 2.10 Gantt-View 14 2.11 Recurring Activities 15 3 CONTACT ERROR! BOOKMARK NOT DEFINED. www.c360.com Page 2
Users s Guide 30/06/2008 1 Welcome Welcome to the help for GroupCalendar for MS CRM 4. This document will show you the functionality and features of the GroupCalendar. If you need to reach us, see the Contact page GroupCalendar for MS CRM 4 Page 3
Users s Guide 30/06/2008 2 User s Guide 2.1 Introduction GroupCalendar is an enhancement for Microsoft CRM 4 that is designed to provide a comprehensive view of all activities associated with an user or an group of users. With the GroupCalendar users now can view the calendars of one or many users at the same time. So they can check for scheduling conflicts and also can check the activities for a team scheduling. GroupCalendar for MS CRM gives you the ability to view this activities in a day-, week- or month-view. 2.1.1 Why you should use GroupCalendar GroupCalendar testimonial from one of our customers We had a need with our Microsoft CRM implementation to allow efficient scheduling of appointments for our salespeople by our telesales department. Native CRM calendaring did not give the functionality for one manager to see a quick, complete view of a subordinate s activities, so we searched for a solution - and found the excellent GroupCalendar. It allows our telesales department to quickly view scheduled activities of all salespeople so they spend more time creating appointments with revenue generating leads and less time trying to discover when a salesperson is available. 2.2 How to Use To access the GroupCalendar select the side tab button from the HOME of Microsoft CRM 4. When you open the GroupCalendar the first time you will see the activities from today. GroupCalendar for MS CRM 4 Page 4
Users s Guide 30/06/2008 2.3 Side Bar The Side-Bar is in every view (day,week,month) the same. Click this button to select more then one user. This is helpful to see the activities of user1, user2,.. at the same time. With the Settings button each user can define his own personal settings of the GroupCalendar. (visibility of columns,width of columns,..) Shows the selected day Select month and year with a click. With a click on the day you can witch to another day. With a click on the week you change autom. into the week view of this week. Click on this button to switch to the day-view of today. The checkboxes allows the user to select activity-type should be visible in the GroupCalendar. Shows you the actual selected user(s) or group. Opens a Print Preview Window. Tell the TopDown View to hide all users, which have no activities on the selected date. Filter to show only the open actibities or activities where the choosen users are only attendees. GroupCalendar for MS CRM 4 Page 5
Users s Guide 30/06/2008 2.4 Personal settings With clicking the Settings -Button on the Side-Bar each user can configure the look and feel of the GroupCalendar as he wants. What can be defined in the settings: Default view when opening the GroupCalendar. Column-width Columns visible Default user/group selection when opening the GroupCalendar Default filter criterias of the side-bar.. GroupCalendar for MS CRM 4 Page 6
Users s Guide 30/06/2008 2.5 Define Groups 1. Open Advanced Find in MS CRM : 2. Change in the Look For Drop-Down-Listbox the type to Users and select the criteria s for the group of users you want to define. 3. Click on Save as and give the group a name. GroupCalendar for MS CRM 4 Page 7
Users s Guide 30/06/2008 4. Go back to the GroupCalendar and open the drop-down list box Select Users. You will see now the new created group Users with A. Maybe you have to refresh to userlist. To do this, click on the icon to the left of the drop-down list box. GroupCalendar for MS CRM 4 Page 8
Users s Guide 30/06/2008 2.6 Default Settings In this window it is possible to define the default view when opening the GroupCalendar. Also it is possible to define the default Group/User and filter criterias. To change the position of the columns you have to modify the Sort-Column. This is done via drag and drop. Grab a column and drop it at the desired position. The slot where a column can be dropped will be highlighted on drag over. Column width can be changed by dragging the edges of the column headers to either side to enlarge or shrink column. You could also double-click a column and enter the specific width for the column in pixel. GroupCalendar for MS CRM 4 Page 9
Users s Guide 30/06/2008 2.7 Day-View This page should give you a overview of the day-view. After opening the lines are sorted by the start time. The rows may be resorted by clicking on any column header. Clicking on a column header once will sort records in ascending order. Clicking the same column header a second time will sort indescending order. Change between Day-,Week-, Month - View Shows the Organizer / Customer of the activity Choose the type of activity you want to create. Select the user from whom you want to see the activities Shows the type of the activity Double clicking on a row will open the activity in a new form. With the checkboxes in the right you can define which activities you want to see. GroupCalendar for MS CRM 4 Page 10
Users s Guide 2.8 TopDown-View Shows the type of the activity You can easily drag and drop your appointments to reschedule With the right-click menu you can open the selected item, serialize an appointment ( See 2.9.1 Serialize activity) or create a new item starting at the selected time. GroupCalendar for MS CRM 4 Page 11
Users s Guide 2.9 Week-View Change to the Gantt-View. Day of the week. GroupCalendar for MS CRM 4 Page 12
Users s Guide 2.10 Month-View You only need to move the cursor on the activity and you get nearly every information of the activity. Activity-Type Regarding Attendees Organizer With a click on the activity you can open the activity. With a click on the day-number you can switch to the Day-View GroupCalendar for MS CRM 4 Page 13
Users s Guide 2.11 Gantt-View Change to List-View / Gantt-View Different colours for different types of activities You only need to move the cursor on the activity and you get nearly every information of the activity. Activity-Type Regarding Attendees Organizer GroupCalendar for MS CRM 4 Page 14
2.12 Recurring Activities You can create recurring activities from Appointments, Tasks and Phonecalls. The activity must already exist to create a new series. You can either create it from GroupCalendar or from the activity itself. 2.12.1 Create Recurring Activity from GroupCalendar To create a new series from GroupCalendar, rightclick the activity from the Week-, Day- or TopDownview and select Recurring Activity. This option is available for Appointments, Tasks and Phone Calls. Week/Day-View TopDown-View
Users s Guide 2.12.2 Create Recurring Activity from Microsoft CRM To create a new series from Microsoft CRM, open the activity and select Recurring Activity in the toolbar. This buttons are available on Appointments, Tasks and Phone Calls. 2.12.3 Recurring Activity Dialog When you followed the steps in 2.11.1 and/or 2.11.2 you ll see following dialog. GroupCalendar for MS CRM 4
Users s Guide Recurrence Pattern: Daily Creates the activity on every day within the start and end date which you configured in the Recurrence Range -section. Weekly You can choose the days of week on which the activity should be created weekly. The activities will be created until the end date which you configured in the Recurrence Range -section. Monthly You can select the day of month on which the activity should be created monthly. The activities will be created until the end date which you configured in the Recurrence Range -section. Yearly You can select the day and month on which the activity should be created yearly. The activities will be created until the end date which you configured in the Recurrence Range -section. Take ownership: When you create a series from a activity from which you re not the owner, you can take the ownership of the created activities. E.g. UserA is owner of the appointment Write Documentation and UserB want to create a series from this activity. With Take ownership checked, all future appointments are assigned to UserB. With Take ownership unchecked, all future appointments are assigned to UserA. When you create a series, the activities will be linked together with a lookup property. You ll see this on the form of Appointments, Tasks and Phone Calls. This will also indicate if this activity is part of a series. GroupCalendar for MS CRM 4
Users s Guide 2.12.4 Recurring Tasks & Phone Calls GroupCalendar will create Tasks and Phone Calls in the same way Outlook creates recurring tasks. The next Task/Phone Call of the series will only be created when the previous Task/Phone Call is either Completed, Deleted or Cancelled. Example: If a recurring task is created for Check weekly status report set to expire every 7 days (Sunday) and recurrence is set for 10 instances, only a single task will be created. Group Calendar will automatically create the second task only after that first task is marked as completed, cancelled, or deleted. Again, this behavior is similar to Outlook. 2.12.5 Change the series When you already have created a series and want to change something (e.g. required contacts or the location) and want to apply this to the whole series, just open the activity, make your change, save the activity and click the Apply to Series -button in the toolbar of the appointment, task or phonecall. Notice: Cancelled and Completed activities will not be affected due historical reason. 2.12.6 Delete the Series You can delete the series from the activity itself or directly from GroupCalendar in the rightclick menu of the Day-, Week- and TopDown-View. GroupCalendar for MS CRM 4
Users s Guide TopDown-View Week/Day-View Activity Toolbar When selecting Delete you ll see following dialog: GroupCalendar for MS CRM 4
Users s Guide You can either delete only the activity itself or the entire series. Notice: Cancelled and Completed activities will not be affected when you select Delete the series due historical reason. GroupCalendar for MS CRM 4
Users s Guide 2.12.7 Cancel the series You can cancel the series from the activity itself or directly from GroupCalendar in the rightclick menu of the Day-, Week- and TopDown-View. TopDown-View Week/Day-View Activity-Toolbar When selecting Cancel you ll see following dialog: GroupCalendar for MS CRM 4
Users s Guide You can either cancel only the activity itself or the entire series. Notice: Cancelled and Completed activities will not be affected when you select Cancel the series due historical reason. 2.12.8 Notification when a series run out The owner of the series will be notified via mail when the last occurrence of the series is about to take place. This would allow the users to know when a series is ending. GroupCalendar for MS CRM 4