Archive for March, 2010

h1

Running an Advanced Find

March 14, 2010

If you want to view a really specific data set, then you’ll want to use Advanced Find.  Running an Advanced Find is a bit more complicated than running a Quick Find, but it allows you more control over the search process.  Advanced Find, for example, lets you search multiple fields at once.

An Advanced Find can also be saved as a view, so if you run a search often, this is likely your fastest option.

Step-by-Step Instructions

  1. Click Advanced Find button on the toolbar.
  2. Choose an entity type from the drop-down.
  3. Configure your query.  (If in doubt, start by hovering your mouse over the Select text.
  4. Click Find.

Tips & Tricks

  • To customize the default set of columns that appear when you click the Find button, go to Settings | Customization | Customize Entities.  Double-click your record type and in the Forms & Views area, customize the Advanced Find view.

 

Advertisements
h1

Finding records with the Quick Find feature

March 8, 2010

If you need to find a record quickly and easily, then Quick Find is your friend.  Sure, it may not be as clever as its big brother (the Advanced Find feature), but it’s fast and simple so you’ll be using it a lot.

If you need to find a contact by first/last name, you should use a Quick Find.

Step-by-Step Instructions

  1. Click on a record type in the Navigation Pane.  For example, you could click on Contacts.
  2. You’ll see a search field at the top of the record list.
  3. Enter your search term into the field. Click the magnifying glass button or press Enter to execute the search.

Tips & Tricks

  • The Quick Find feature searches on specific fields, but not all fields.  To change the fields that are searched, follow the instructions on the next page.
  • Use an asterisk (*) as a wild card.  This is especially useful when searching for companies that begin with the word The.

 

h1

Modifying duplicate detection rules

March 1, 2010

Duplicate detection has a built in set of rules, and while these might work well out of the box, they might not be right for you.

Computers can do great things, but they can’t read your mind, and sometimes Microsoft Dynamics CRM will identify records as duplicates even though you want to keep them separate.

 

Step-by-Step Instructions

  1. On the Navigation Pane, click Settings and then Data Management.
  2. Click Duplicate Detection Rules.
  3. Click the New button to create a new duplicate detection rule.

Tips & Tricks

  • The out-of-the-box rules might also not be strong enough.  By default, CRM only identifies duplicate contacts as contacts with the same e-mail address.
  • Adding additional rules (like a rule that finds contacts with the same last name and zip code) might yield more results in a duplicate detection job.

 

 

h1

Merging duplicates

March 1, 2010

Have you found a duplicate record in your system?  Rather than simply trashing one of the found records, you should use the merging feature in Microsoft Dynamics CRM.

This feature gives you complete control over duplicate merging and is really easy to use. Duplicate records are lined up side by side so that you can decide which fields you want to keep in the merged record.

Step-by-Step Instructions

  1. Find the two duplicate records.  Hold Ctrl and click on each record.  They should both be highlighted.
  2. Click Merge on the Actions Toolbar.
  3. Highlight a master record.  This should be the record that is more complete.
  4. Highlight all of the field values that should be kept in the merged record.

Tips & Tricks

  • Once you merge records, notes/histories/opportunities/etc from both records are combined.
  • There is a checkbox at the bottom of the merge screen.  It allows you to select all fields with data.  It’s a good idea to always click this box when merging duplicates.