Displaying Money Field from Related Entity in a View Error – Need to Add Currency Field From the Related Entity to the View


One of our Microsoft CRM Online customers asked us how come a money field from a related entity doesn’t display the value within a view he had created (via Advanced Find).
 
To illustrate this issue – We would like to display the "Credit Limit" from the Account’s Primary Contact in an Account View.
 
To prepare for this, we setup an Account’s Primary Contact "Test Contact One" with a "Credit Limit" value of "100.00":
 
 
We then created an Advanced Find on the Account entity to display both the "Credit Limit" fields (Currency and Base) of the Account’s Primary Contact:
 

 
When we run this Advanced Find on Microsoft CRM v4.0 On-Premise - we received this error:
 
 
An if we run this Advanced Find setup on Microsoft CRM Online – we didn’t get an error, but the "Credit Limit" (Currency) value is blank!
 

The cause of this issue was due to the "Currency" field not present in the view.  Our Advanced Find views above for both Microsoft CRM v4.0 On-Premise and CRM Online are working properly after adding the "Currency" field from the Primary Contact!

 
 
 
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Frank
Workopia, Inc.
Microsoft Dynamics CRM MVP

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Time Zone Setting in Microsoft CRM


How does Microsoft Dynamics CRM treats time zone?  All date/time entries are recorded as Greenwich Mean Time (GMT) at the database level based on the Microsoft CRM Server’s time clock.  Upon the date/time data entry or display, Microsoft CRM will factor in the CRM User’s Time Zone setting and accordingly adjust it based on the GMT’s value.

You can access your Time Zone setting via Microsoft CRM Web Client >> Tools menu >> Options >> General tab:

Note: If the “Set the time zone you are in” does not appear – close both the Microsoft CRM Web Client and Microsoft CRM Outlook Client.  Then re-open only the Microsoft CRM Web Client.  Having both the Microsoft CRM Web Client and Microsoft CRM Outlook Client open – the  “Set the time zone you are in” will not display

If you are using the Microsoft CRM Outlook Client – the Time Zone setting will be automatically set for you based on your Windows Time Zone setting:

Here is a scenario to better describe this:

It is 10AM on April 22nd and CRM User One’s Time Zone setting is the Pacific Time (-8 GMT).  If CRM User One created a CRM Contact record – the created date is 4/22 6PM (GMT) on the Microsoft CRM database.  When CRM User One views this contact record in his Microsoft CRM Client, it will display 4/22 10AM because Microsoft CRM will display it based on CRM User One’s Time Zone setting.

Another CRM User (CRM User Two) has his Time Zone setting at Eastern Time (-5 GMT), if CRM User Two was viewing CRM User One’s contact record created above, the created date will be displayed as 4/22 1PM (vs. 4/22 10AM for CRM User One).

Here is an interesting question that comes up:

What happens if due to the Time Zone, it is the next day? 

The answer is that Microsoft CRM will display the date respective to the Microsoft CRM User’s Time Zone setting.   If CRM User One (Pacific Time zone) created another CRM contact record at 11PM on April 22nd, that record’s created date will be shown as 2AM April 23rd (vs April 22nd) if viewed by CRM User Two (Eastern Time zone).  Be sure to take this into account when designing your CRM processes.

Here is a blog with more insight into Microsoft CRM Time Zone: 
http://blogs.msdn.com/crm/archive/2007/05/22/date-time-values-in-microsoft-dynamics-crm.aspx

 
 

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Frank Lee, Microsoft CRM MVP since 2006
Workopia

Posted in CRM On Premise, CRM Online, Microsoft CRM, Microsoft Dynamics CRM, MS CRM | Tagged , , | 2 Comments

Sender does not have an e-mail address in Microsoft Dynamics CRM


When trying to save/send a "tracked" Outlook Email in Microsoft Dynamics CRM for Microsoft Office Outlook, you may encounter this Offline Error message: "The sender does not have an e-mail address in Microsoft Dynamics CRM.  Do you want to send the e-mail? If you click Yes, the e-mail will be sent out, but no corresponding activity will be created in Microsoft Dynamics CRM".  This applies for both Microsoft CRM 4.0 On-Premise and CRM Online.
 
 
Pretty obvious – this is caused by the Microsoft CRM User’s "Primary E-mail" field not having a value.  Updating this field with a valid email will resolve the issue.
 
 
 
 
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Frank
Workopia, Inc.
Microsoft Dynamics CRM MVP

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Workflow Scope and Security in Microsoft Dynamics CRM


I’d built numerous Microsoft CRM Workflows since Microsoft CRM v1.0.  In my mind – Microsoft CRM Workflow would be the ideal design approach to use if it can meet the automation requirement.  During a recent Microsoft CRM System Administrator training, I had an opportunity to discuss about the Microsoft Workflow Scope and Security settings.  Here are the details:

Under the Microsoft Dynamics CRM Security Role, Customization tab, there is a "Workflow" entity to set security privileges on.  This setting controls the Workflow privileges for CRM Users assigned to this security role.  For example – if the user can only "Read" Workflow (1/4 filled circle) – then the user can only view Workflow(s) where the user is the "owner" of the Workflow(s).  This impacts the "On Demand" Workflows that are available to the user – the user can only manually run Workflow(s) that he or she can view.  From a security perspective, a Workflow record (Workflow Rule) behaves like any other CRM record.



What about "Automatic Workflows Scope"?  The funny thing is that this also behaves like a security setting – the scope setting is tied to the Workflow’s owner.  For example – if the Automatic Workflow scope is "User" – only the CRM records owned by the Workflow’s Owner will be triggered if it meets the Workflow’s automatic condition.  If the setting is "Organization" – any CRM records could trigger the Workflow if they meet the Workflow’s automatic condition.



The primary difference between an "On demand" setting vs. "Automatic" workflows is that "On demand" is performed by the CRM user that manually invoked the workflow vs. "Automatic" where it is the Workflow’s Owner performing the action upon triggered.  Either way, the Microsoft CRM security privileges are enforced.

Note: Be sure that the published CRM Workflows’ owners (CRM users) accounts are enabled and have the proper security privileges to carry out the automatic workflow processes.  If the workflow’s owner is disabled or does not have the sufficient security privileges then the workflow will encounter access error upon automatic triggered.

A creative approach to setup a Microsoft CRM Workflow so that it is only available and/or triggered automatically for selected CRM users is to properly configure the Workflow’s Scope and Security based on the above understanding.  We can also leverage the Microsoft CRM Record Sharing function to share the Workflow to each of the selected CRM users or to the CRM team that consists of the selected CRM users:

 

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Frank
Workopia, Inc.
Microsoft Dynamics CRM MVP

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Posted in Microsoft CRM Workflow | 1 Comment

Check and Set Assign Cascade Relationship Behavior for Microsoft CRM


I would like to talk about an important Microsoft CRM design setting: Cascade Relationship Behavior.
 
Scenario: What happens to the Account’s child records (Contacts, Opportunities, Activities, History, etc.) ownership if we reassigned the Account to another owner?  If I have a CRM account record "ABC, Inc." with an initial ownership of "Owner2" and I then reassigned the "ABC, Inc." account record to "Owner3" – what effect does this have on the ABC, Inc.’s child records ownership? 
 
Answer: Under the default Microsoft CRM 4.0 (OnPremise) and CRM Online setting – they will all be reassigned to "Owner3".
 
Account Owner2:
Reassigned to Owner3:
 
All ABC, Inc.’s child contacts are reassigned to "Owner3": 
 
Same for all of ABC, Inc.’s child activities – they are all reassigned to "Owner3": 
 
Same for all of ABC, Inc.’s child history – reassigned to "Owner3" and so on for all other ABC, Inc. child records
 
An important note is that for CRM History records (activities that are completed) or any other "completed" record types such as CRM Opportunities, Leads, Cases, etc. – we should keep the data intact and not change the Owner info since it should be considered "historical" data. 
 
So, if this is not the desirable initial setting, how do we change it?
 
Answer:  This setting can be updated under the "Relationship Behavior" section in the Account customization (CRM Client >> Settings >> Customization >> Account >> select the child record type under "Related Entity"):
 
Under the "Relationship Behavior" section, change the "Type of Behavior" from "Parental" to "Configurable Cascade", select a different action for the "Assign" cascade behavior.  The default is "Cascade All".
 
 
There are four actions to select from: "Cascade All", "Cascade None", "Cascade Active", and "Cascade User-Owned".  "Cascade None" is the most conservative.
 
 
Review the Assign Cascade Relationship Behavior for other child record types and select the desired behavior setting.  Be sure to save and then publish your customization afterwards.  Repeat this for other CRM entities such as Contact, Lead, Opportunity, Case, etc.

 
 
 
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Frank
Workopia, Inc.
Microsoft Dynamics CRM MVP

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Posted in Microsoft Dynamics CRM | 9 Comments

Multiple Microsoft CRM Outlook Client Setup on a PC


A typical request when setting up the Microsoft CRM Outlook Client for the "front desk" administrative staffs is to support different "front desk" CRM Users accessing the SAME computer.  The good news is that this scenario is fully supported by the Microsoft Dynamics CRM for Microsoft Office Outlook client "Microsoft CRM Outlook Client" (Microsoft CRM 4.0 or CRM Online) but without "Offline Access".  That is OK – since a "front desk" computer usually doesn’t need "Offline Access".
 
The following steps show how to setup multiple Microsoft CRM Outlook configurations on the SAME PC:
 
1.  Login to the PC as the 1st CRM User using the computer.  Be sure that the Microsoft Outlook is setup for the 1st CRM User
 
2.  Install the Microsoft CRM Outlook Client (without Offline Access) for the 1st CRM User
 
3.  Configure the CRM Outlook Client via the Configuration Wizard for the 1st CRM User

 
4.  Logout 1st CRM User and Login as the 2nd CRM User.  Be sure that the Microsoft Outlook is setup for the 2nd CRM User
 
5.  Configure the CRM Outlook Client via the Configuration Wizard for the 2nd CRM User
 
6.  Repeat steps 4 and 5 for the other CRM Users accessing this computer
 
 
Note: This is the error message you will encountered at step 5 above if the Microsoft CRM Outlook Client with "Offline Access" was installed:  "… Only one user can be configured per computer for Microsoft Dynamics CRM for Outlook with Offline Access."
 
 
 
 
 
 
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Frank
Workopia, Inc.
Microsoft Dynamics CRM MVP

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