Archive for December, 2009

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Importing records

December 29, 2009

Entering in records manually is a hassle. If your data already exists in electronic format, you’ll need to learn to import records.

You might, for instance, have a spreadsheet of records that you want in CRM. By importing this file, you can spend less time entering data and more time selling or playing Solitaire.

Step-by-Step Instructions

  1. On the menu, click Tools and then Import.
  2. Click Browse and look for your file. Click Next.
  3. Select the type of record and data map.  Click next
  4. Select a record owner and click next.
  5. Give the import a name and click Import.

Tips & Tricks

  • You can import XML, CSV, TXT, and other basic data files into CRM.  If your data is currently in another format, like ACT! or Goldmine, then you may consider having a consultant run your import to maintain notes, histories, activities, opportunities, etc.

 

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Deleting or deactivating a record

December 7, 2009

Have you ever gotten into an argument with one of your contacts and thought, “Wow, I’d like to wipe you from my database?” Microsoft Dynamics CRM allows you to do this by either deleting or deactivating a record.

Deleted records can’t be retrieved, so be careful before you delete a record.  A deactivated record stays in the database with an inactive status, but won’t appear in your active records.

Step-by-Step Instructions

  1. Click Sales in the Navigation Pane, and then click Contacts.
  2. Highlight the contact that you want to delete.
  3. On the Actions toolbar, click the delete icon.  (It looks like an X.)
  4. Click Yes to confirm the deletion.

 

Tips & Tricks

  • This process walks you through the steps required to delete a contact, but these steps will work on just about any entity in the system.
  • If you don’t see an option to delete, you might not have access to delete records.

 

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Creating a new record

December 2, 2009

You can’t have a database without data, so you will need to learn how to create records before using Microsoft Dynamics CRM.

Accounts, contacts, leads, opportunities, and activities are all examples of records.  They are the meat and potatoes of your database, and creating them is simple.

Step-by-Step Instructions

  1. Click Sales in the Navigation Pane, and then click Contacts.
  2. Click the New button on the Actions Toolbar.
  3. Enter information about the record.  Click Save and Close.

 

 

Tips & Tricks

 

  • Instead of creating records from scratch, you can import from an existing data source, like an Excel spreadsheet.  Just click Tools | Import on the menu.