Best Practices for Activity Management in Office 365 and Dynamics 365

Many of our clients ask us how best to handle the various activities available within the Dynamics 365 suite, especially with the crossover to Office 365. While there are no “set in stone” rules, we have put together some best practices suggestions, based on the functionality available within different programs.

So, the question is… What gets handled where?

EMAIL GETS HANDLED IN OUTLOOK

Outlook, as you can imagine, has far more email tools available than what you will find within Dynamics 365.  While the latest version of Dynamics 365 does include the ability to add Email Signatures to system emails, there is still no comparison to the many millions of tools Outlook offers.

If you set your options correctly in Outlook, you can still access all the special Dynamics 365 fields you need.

TASKS GET HANDLED IN OUTLOOK

Outlook has the best task management tools, such as the ability to set a reminder, ability to record time/mileage/billing info, and a task bar that shows right next to your email. And with the ability to use “Set Regarding” to attach a task to Dynamics 365, this is a win-win situation.

(Need to know more about “Set Regarding” feature? See this blog; Creating a New Record From Your Outlook Inbox.)

APPOINTMENTS GET HANDLED IN OUTLOOK

Okay, I know I’m starting to sound like a broken record, and it’s still true that Outlook has the best tools for managing appointments. With advancements in the latest versions of Dynamics 365, even recurring appointments can be tracked in Dynamics 365 using the “Set Regarding” feature.

Working within Outlook, you still have access to all of your Dynamics 365 contacts, as well as special fields from those contact records. Because you’re in Outlook, you have access to your special plug-ins such as Skype for Business. You also have calendar access within your organization to help schedule those time-consuming meetings that everyone loves.

PHONE CALLS GET HANDLED IN DYNAMICS 365

Here’s where Dynamics 365 really starts to shine. Dynamics 365 gives you quick and easy access to a phone call record that has all the fields you need:

  • Is the call outgoing or incoming?
  • Did you leave a voicemail?
  • Is there a follow-up necessary?

If you have your Skype for Business connected to your Dynamics 365 implementation, then you can simply click someone’s phone number and these steps happen automatically:

  • A new phone call record is created, marked as outgoing, with the Contact’s name in the recipient box.
  • A new Skype for Business call is opened, with the Contact’s phone number ready to dial.

For people who love efficiency, Skype for Business is a must-have integration!

INFORMATION UPDATES GET HANDLED…….WELL…….

Information updates are all handled within Dynamics 365. The question is where to put the info so that it gets the most visibility.

Updates to an Account or Contact’s email/phone/address information, that will go in Dynamics 365 directly onto the Account/Contact form.

If it’s a Status update, and you want everyone who is interested in that Account/Contact to see the info, then use POSTS to save the info. Anyone who is “following” that Contact record will see the information. Also, shows on the Dashboard feed.

Temporary information that will only be relevant for a short period of time should be stored in NOTES. The more notes that are added, the further down you’ll have to scroll to find the info. Notes are not easily searchable, nor can they be reported on, and they don’t roll up to the parent record. This format is only good for temporary information, not for information that will need to be easily found at a later date.

If it’s info about action being taken, use TASKS. Task records can be searched, can be reported upon, and they do roll up to the parent record. This automatically gives them better visibility throughout the entire system. The more tasks you enter into Dynamics 365, the more ammunition you can take to your yearly review, to prove to your boss that you really are working hard!

What does it mean for a record to roll up to the parent record?

Let’s talk about the Bird and the Bees… Notice how when 2 of your friends get together and have children, you can see the attributes of the parents in the children? Same thing happens in Dynamics 365.

Account records are the top “parent” record. A contact is a “child” record of an Account record. Opportunities and Cases are “child” records of either an Account or a Contact (or both).

What this means in practical terms is that the “parent” record will show all the activities from the “child” records. This is the reason we suggest attaching emails to the lowest “child” record possible so that it’s visible on both the child record and the parent record.

EXAMPLE: Let’s say you have an email that is attached to Dynamics 365 (using Set Regarding) to an Opportunity record. You can open that Opportunity record and see that email. You can also open the Account associated with that Opportunity and see that email. The reason? Because the Opportunity is a “child” record of the Account’s “parent” record, and that email is rolling up to the “parent” record.

 

HOW/WHEN SHOULD I USE CERTAIN ACTIVITY FEATURES?

EMAIL

When you’re in Outlook and you want to track a message in Dynamics 365, use the “Set Regarding” feature instead of just clicking “Track.” When you use Track alone, you save the email with any contact record that Dynamics 365 can match to any email address in your outgoing email. However, using the Set Regarding does all that PLUS it gives you the ability to attach the email to a different type of record (such as an Opportunity, a Lead, a Case, or a custom entity).

Reminder: always attach the email to the “child” record, knowing that it will roll up to the “parent” record. (See the previous section for clarification.)

MARKETING

Campaigns allow you to manage multiple activities across a spectrum of time, as well as track any responses from the campaign (so you can gauge effectiveness). Want to advertise your monthly special by sending a postcard, followed by an email, followed by a phone call? One Dynamics 365 campaign can coordinate that entire effort, as well as tracking administrative activities and tracking costs.

PERSONAL OPTIONS (FROM WITHIN OUTLOOK)

  

REPORTING ON ACTIVITIES

Reports that come “out of the box” with Dynamics 365 give you loads of info.

  • Filter by activity type
  • Filter by MINE or ALL or TEAM
  • Filter by Status (Open or Closed)
  • Example View: All of MY TEAM’S Closed Activities in this fiscal period

You can also use Views and Charts together to create some really brilliant dashboards or track specific events.

CONCLUSION

There are multiple ways of handling all of these activities. Your best practice is to determine which program has the built-in functionality to give you the most tools possible, then use the integration links Dynamics 365 provides to make it all work together.


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How to Install Microsoft Dynamics CRM 2016 for Office Outlook Add-in

In this blog, Talina Galloway, SBS Group’s CRM team lead, outlines how to uninstall your old version of Microsoft Dynamics CRM for Microsoft Office Outlook, and install the latest 2016 version.

Step One: Uninstall the old Microsoft Dynamics CRM for Microsoft Office Outlook add-in

Applies to Microsoft Dynamics CRM 2011 for Microsoft Office Outlook, Microsoft Dynamics CRM 2013 for Microsoft Office Outlook & Microsoft Dynamics CRM 2015 for Microsoft Office Outlook

Go to the Control Panel and select Uninstall a program.

Windows 10

Open the Control Panel by pressing  & X and selecting it from the list.

 photo CRM 2016 Outlook 01_zpskisj1bx2.png

Windows 8

Open the Control Panel by swiping in from the right edge of the screen, tapping Search (or if you’re using a mouse, pointing to the upper-right corner of the screen, moving the mouse pointer down, and then clicking Search), entering Control Panel in the search box, and then tapping or clicking Control Panel.

Windows 7

Open the Control Panel by clicking the Start Button. Click Control Panel on the right-hand side of the window that appears.


From the list, select Microsoft Dynamics CRM 2011 for Microsoft Office outlook and/or Microsoft Dynamics CRM 2011 for Microsoft Office outlook and click Uninstall on the list.

Wait until the uninstall has completed.

Step Two: Download the new Microsoft Dynamics CRM 2016 for Microsoft Outlook application

First, verify what version of Microsoft Outlook you have installed.

Outlook 2013 and newer

Click File in Outlook, then select Office Account, and finally click About Outlook under Product Information.

Outlook 2010

Select Help

Once you arrive at the appropriate page based on your version of Outlook, look for 64-bit or 32-bit included with the outlook version information near the top of the About Microsoft Outlook dialog (2013 or newer) or under About Microsoft Outlook (2010).

Examples

Once you have verified which version of Outlook you are using, go to the Microsoft Download Center and download the appropriate version of Microsoft Dynamics CRM 2016 for Microsoft Office Outlook installer.

https://www.microsoft.com/en-us/download/details.aspx?id=50370

Click the Download Button next to Select Language.

Once you have clicked download, the following 2 choices will be available. Click the Checkbox that matches the version of Outlook you are using and the Next Button in the lower right of the screen.

Important Note: The version of your operating system has no bearing on this selection. Even if your Windows is 64-bit, if your Outlook is only 32-bit, select the 32-bit version of the software to download.

Step Three: Install your Microsoft Dynamics CRM 2016 for Microsoft Office Outlook software

Go to the location you saved the download file. Double-click the file.

Follow the onscreen instructions.

Step Four: Configure your organization

When asked to configure your organization, select CRM Online.

If you have an on-premises installation, enter the URL where you log into the Web client.

Enter your User Name and Password.

Wait until the installation finishes. Easy!

Microsoft Dynamics CRM Compatibility

Have you ever wondered what software is compatible with your current version of Microsoft Dynamics CRM? Have you had issues with the software you used in your previous version of CRM? Do you want to know if the issue is one of compatibility?

Well, you’ve come to the right place.

Below are compatibility links to help you determine whether or not your current (or future) software is compatible with your version of Dynamics CRM.

Compatibility with Microsoft Dynamics CRM

CRM 2016: https://support.microsoft.com/en-us/kb/3124955

CRM 2015: https://support.microsoft.com/en-us/kb/3018360

CRM 2013: https://support.microsoft.com/en-us/kb/3005167

CRM 2011: https://support.microsoft.com/en-us/kb/3005163

CRM 4.0: https://support.microsoft.com/en-us/kb/3005186

 

Compatibility for Tablet Browser, CRM for Tablets, and CRM for Phones with Microsoft Dynamics CRM

CRM 2015 and 2016: https://support.microsoft.com/en-us/kb/3019557

 

Compatibility with CRM for Outlook

CRM 2016: https://technet.microsoft.com/en-us/library/dn832152%28v=crm.8%29.aspx

CRM 2015: https://technet.microsoft.com/en-us/library/dn832152%28v=crm.7%29.aspx

As of March 1, 2016, Microsoft has not yet published a version that is compatible with Windows 10.

Compatibility for imported Solutions by Version Number.

Note: Both 6.1 and 6.1 (Opt-In) have the option of exporting solutions in a 6.0 format and use the 6.0 matrix for compatibility.


Join us for our 30-minute CRM Webinar on Wednesday, March 16 at 2 PM EST. The webinar will address how you can improve your sales productivity in CRM and eliminate the manual entry of leads, accounts, contacts and opportunities. Spend more time selling and less time entering data! Register for the webinar here.

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