Caution: Opportunity Track to Contact–What If Contact Join another Company (Account)?


I had an interesting Microsoft Dynamics CRM Online design review with a client today.  The client is with a Business to Business (B2B) Chemical Testing and Analysis Lab and they are tracking their Microsoft CRM Opportunities “Potential Customer” to the Account’s Contact and not to the Account.  For example:  Brain LaMee is part “Advanced Components” Account, the Opportunity is tracked to Brain.

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When they look at the Brain’s Contact record – they see all the related Opportunities.  When they look at the Brain’s Account “Advanced Components” – they see all the related Opportunities also (auto rollup).

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This all looks great – so what is the caution?

Since they are B2B company, here are the concerns:

  • What happens if the Contact is no longer with the Account?  If you remove the Contact record from the Account, then any Historical Opportunities will no longer rollup to the Account.  Any sales reports involving these opportunity records will be flawed

 

  • What happens if the Contact joins another Account record?  Besides the above impact.  The Account that the Contact is now part of will have the Historical Opportunities rollup to it even when those Historical Opportunities belong to the Contact’s previous Account – another flaw.

 

What is a good solution?

I would suggest for B2B companies to use the CRM Opportunities “Potential Customer” field to track CRM Accounts (not Contacts).  Then create a new N:1 Contact lookup field to track the Contacts.  This way it will avoid any historical rollup and reporting flaws yet still tracking of both the Account and Contact related to the Opportunity.

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Contact me if you need help with your Microsoft CRM.  Free Estimate.

FREE Microsoft CRM Online 30 Day Trial access with our Professional Assistance!

Frank Lee, Microsoft CRM MVP since 2006
Workopia

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Posted in CRM 2011, CRM Design, CRM Online, Microsoft CRM, Microsoft Dynamics CRM | Tagged , , , | Leave a comment

Microsoft Dynamics CRM 2011 Downloads and Trial Product Keys


90-day convertible trial product keys (allow upgrade to production product keys):

  • Microsoft Dynamics CRM Workgroup Server 2011 (5 CAL limit):
    H84KC-JH8DF-7PDYK-TXBXR-2RMMT
  • Microsoft Dynamics CRM Server 2011 (no CAL limit):
    MQM2H-JYYRB-RRD6J-8WBBC-CVBD3

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Here is a list of the Microsoft CRM 2011 Downloads URLs:

 

 

 

 

 

 

 

 

 

Contact me if you need help with your Microsoft CRM.  Free Estimate.

FREE Microsoft CRM Online 30 Day Trial access with our Professional Assistance!

Frank Lee, Microsoft CRM MVP since 2006
Workopia

Posted in BIDS Report Authoring Extension, CRM 2011, E-mail Router, Implementation Guide, Language Pack MUI, Microsoft CRM, Microsoft CRM Outlook Client, Microsoft Dynamics CRM, SharePoint List Component, Software Development Kit (SDK) | Tagged , | 8 Comments

Danger of Reassign ALL Records Owned by the Current User function


I want to bring up the dangerous side effect when using the Microsoft Dynamics CRM 2011 User Reassign Records function.  The User Reassign Records function assigns all the records owned by the current user or team.  To access this function – open a CRM user record and then click on the “Reassign Records” button:

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It is powerful – with just one button click ALL Records owned by the current user are reassigned including those activities that are completed, opportunities that are won, cases that are closed, etc.  There is even a warning note on the window: “Note that this will move all records owned by the selected user or group regardless of state”.

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In most cases, changing the value of historical records is a bad practice.  For example changing the Owner information of a Won Opportunity or changing the Owner of a Qualified Lead record.  If you have reports that are based on the Owners of these records, then those reports are flawed.

So what should we do instead – I would recommend using Advanced Find to search for all the records needing to re-assign that meets your criteria (such as only the Open Activities, Open Opportunities, Open Cases, etc.) and then perform the assignment.  This approach does take more time – but will yield the exact result you desired, no potential side effect.  If needed a more automatic solution – then I would recommend investing in a migration tool such as Scribe.

 

Contact me if you need help with your Microsoft CRM.  Free Estimate.

FREE Microsoft CRM Online 30 Day Trial access with our Professional Assistance!

Frank Lee, Microsoft CRM MVP since 2006
Workopia

Posted in Advanced Find, CRM 2011, Microsoft CRM, Microsoft Dynamics CRM | Tagged | 2 Comments

Workflow Error – This condition operator is not valid for this data type


I had encountered the following Microsoft Dynamics CRM 2011 Online Workflow error today:

This condition operator is not valid for this data type. Select a different condition operator and try again.”

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It looks like the “Check Condition” step is causing the issue.  Here is the detail on this step:

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I was trying to check for more than 1 matches on the lookup (N:1) field “Parent Customer (Account)” in the Contact entity and I had selected under the “Related Entities” section.  All seemed OK, the workflow was saved and activated successfully.  So what is the resolution?

It turned out that if we are checking for more than 1 lookup matches, we need to setup the Check Condition using the field on the main entity section – in this case Contact and then select the Parent Customer field:

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Same check condition logic – but setting the Check Condition on the main entity level lookup field yielded success!

 

Contact me if you need help with your Microsoft CRM.  Free Estimate.

FREE Microsoft CRM Online 30 Day Trial access with our Professional Assistance!

Frank Lee, Microsoft CRM MVP since 2006
Workopia

Posted in CRM 2011, CRM Online, Microsoft CRM, Microsoft CRM Workflow, Troubleshooting | Tagged | 1 Comment

Latest Version of Microsoft Dynamics CRM 2011 Online Outlook Client


If you have installed the Microsoft CRM 2011 Online Outlook Client the past month – I would highly recommend checking if you have the latest version – which is 5.0.9688.583 (as of 2/17/2011).  You want the latest version because it is more stable and faster!

To check the version of Microsoft CRM Online Outlook Client:

Open CRM Outlook Client >> CRM Menu >> About Microsoft Dynamics CRM >> note the version next to the “Microsoft Dynamics CRM 2011 for Microsoft Office Outlook with Offline Access”:

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If the version displayed is anything less than 5.0.9688.583 – for example such as 5.0.9688.53 below – you should upgrade whenever you get a chance.

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There are two approaches to upgrading Microsoft CRM 2011 Online Outlook Client to the latest version:

1. Check Microsoft Update – it will check your installed Microsoft CRM 2011 Online Outlook Client and display any available updates.  This is the preferred method to update to the latest version since it requires the least amount of effort:

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2. Reinstall with the latest Microsoft CRM 2011 Online Outlook Client installer

 

 

 

Contact me if you need help with your Microsoft CRM.  Free Estimate.

FREE Microsoft CRM Online 30 Day Trial access with our Professional Assistance!

Frank Lee, Microsoft CRM MVP since 2006
Workopia

Posted in CRM 2011, Microsoft CRM Outlook Client, Microsoft Dynamics CRM, Outlook Client | Tagged | 2 Comments

Microsoft Dynamics CRM 3.0 Mainstream Support End Date – 4/12/2011


With the pending release of Microsoft Dynamics CRM 2011 (v5.0) this month.  the Microsoft Dynamics CRM 3.0 Mainstream Support End Date is set for 4/12/2011.   Extended Support End Date is set for 4/12/2016.  More details via this link.

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I have been working with Microsoft CRM since v1.0 Beta days (2002) and all I can say is that Microsoft CRM 2011 has matured and is by far the best version I’ve seen.  If you are still on Microsoft CRM 3.0 – it is a good time to upgrade.

For managers that are considering upgrading their Microsoft CRM 3.0 – upgrade for the sake of upgrade is never a good decision/approach.  However, upgrade to keep ahead of the productivity/competitive curve is!

You want your CRM operations performing at the top tier level which means taking advantage of the latest technology options and deploying them properly (think operation process streamline) so everyone benefits.  For example – a Microsoft CRM 3.0 Account Profile Update process takes 16 key strokes (2 minutes) to complete – after upgrading to Microsoft CRM 2011 Online and leveraging the new Dialog and Social Networking feature, the process now takes 30 seconds!  120 seconds vs. 30 seconds multiply by the number of CRM users and transactions per day really add up.  And this is just one process example.

A big concern that I often heard from small businesses using Microsoft CRM 3.0 is that they really don’t have the resource to properly upgrade and support their On-Premise infrastructure – they prefer cloud computing since they only have a few users (some less than 5 users).  I would consider switching to Microsoft Dynamics CRM 2011 Online (hosted by Microsoft) as an option – only $34 per user per month with current promotion!  I pay more for my TV/Cable company’s monthly bill than that and it’s not a business write-off.

Contact me if you need help justifying your Microsoft CRM upgrade and taking the best advantage of what Microsoft CRM 2011 Online has to offer.   Free management review.

 

 

Contact me if you need help with your Microsoft CRM.  Free Estimate.

FREE Microsoft CRM Online 30 Day Trial access with our Professional Assistance!

Frank Lee, Microsoft CRM MVP since 2006
Workopia

Posted in CRM 2011, CRM Online, Microsoft CRM, Microsoft Dynamics CRM, Upgrade | Tagged | 1 Comment

How to show ‘View in CRM’ for tracked Emails in Microsoft CRM 2011 Online Outlook Client


One of the interesting thing that I’d ran into this week was – where is the “View in CRM” button for tracked Outlook Emails in Microsoft Dynamics CRM 2011 Outlook Client:

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My finding: By default “View in CRM” button is not displayed in Outlook Email prior to it being sent.  It will appear after the email was sent – smarter behavior in CRM 2011!

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Note: You can add “View in CRM” to the Quick Access Tool Bar:

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Note: Look for “View in CRM” under the All Commands area

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Contact me if you need help with your Microsoft CRM.  Free Estimate.

FREE Microsoft CRM Online 30 Day Trial access with our Professional Assistance!

Frank Lee, Microsoft CRM MVP since 2006
Workopia

Posted in CRM 2011, Microsoft CRM Outlook Client, Microsoft Dynamics CRM, Outlook Client | Tagged | Leave a comment