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OTT, Inc.

5 Microsoft Dynamics CRM User Productivity Tips and Tricks

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Many new users will just dig in and start using CRM without knowing that there are ways to customize their views to pertain to their job function.  So here are a few tips to get started customizing Microsoft Dynamics CRM to fit your needs.

 

Tip 1: Setting your personal options:

When you first login to CRM you will see the “Get Started” pane, although very helpful, it can take up much needed space.  If you want to hide the Get started pane to gain more real estate on your home page, go to file, options and set personal options, deselect Show Get Started panes on all lists.  You can also set the number of records shown in any list of records, to 25, 50, 75, 100 or 250, set your time zone, default currency, and also display the default tab when you login.  I am a Project Manager, so I selected my projects to display when I open CRM.  Once you make your changes, hit okay, your page will reset and you will see the changes you just made.

You can also make these changes if you are using the Outlook Client, just go to file, CRM, and options.  There are a couple of different options in the Outlook client, such as deciding the format in which your appointment, task, contact and email.  On the next tab over, you can set your synchronization timing between CRM and Outlook.

Dynamics CRM Tip1

 

Tip 2: Using Charts

This will help you visualize to help navigate through your data.  For example.  Click on a list view, such as Accounts.  If you click on Charts to the right of the list in CRM, where it says Click here to view charts.  If you click on the dropdown called View accounts by owner, you can see how many accounts each Sales Rep has at a glance.  Example, Account Executive Bob has 154 accounts, and if you click on Bob’s name on the chart, the list of Bob’s accounts will appear on the left.  Click on the white space in the chart and the entire list comes back.  Charts work the same in the Outlook client as well.

 

Tip 3: Using Filters

To use a filter, go into a list view.   We’ll use Accounts again, click on the filter icon in the ribbon.

Dynamics CRM Tip Using Filters

 

Arrows will appear by each column, you can do a simple filter by clicking A to Z, or Z to A, or even if the column contains or does not contain data.  I want to create a custom filter on Address 1, which in CRM equals City.

Dynamics CRM Using Filters Tip3a

 

I want to find out how many accounts are located in the city of Minneapolis, so I click the dropdown, choose “equals”, and type in the word “Minneapolis”, click okay, and the list now contains all of my accounts that are in the city of Minneapolis.  You can drill down on any column you want to filter.  You can also click on Charts again, accounts by owner and it will now show you who has the most accounts located in Minneapolis.

Dynamics CRM Tip 4

 

Tip 4: Using * Search, or Wildcard search

The wildcard search is used if you are looking for company names that include specific words.  In this example I will use the word Industrial or industries in a company name, for example.  In the box with the magnifying glass, type *industr, and enter, and it will pull up all of the companies with the letters industr” in it.  The wildcard search just gives you some more flexibility when you are searching for accounts.

Dynamics CRM Wildcard Search Tip

 

Tip 5: Using Bulk Edit

In the list view, let’s say you want to edit 10 records, or all of them for that matter, and the changes you need to make are identical on each record.  Instead of opening each record up individually you can select the records, by clicking on the check box next to the records, click on Edit in the Ribbon.

Dynamics CRM Bulk Edit Tip

 

The Edit button opens another window, and this is where you will change the field of the records you checked in your list.  This is a wonderful feature if you are reassigning territories or the owner of accounts if an employee leaves or changes departments.  Click on Save, and the records are all changed.

Dynamics CRM Tip5a

 

With these 5 tips you are well on your way to personalizing CRM to be a more productive user!


OTT, Inc., 
is a Microsoft Dynamics Gold Certified Partner and member of Microsoft Dynamics President’s Club for 2012 and Accounting Today’s Top Var 100 list for 2012.

By Sally Wandrei, Business Solutions Advisor with OTT, Inc., St. Paul, Minnesota. Leading Microsoft Dynamics ERP & CRM partner.

 

 

 

 

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