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Hands-On Lab
Self-guided tour of whats new in DynamicsCRM 2011
Lab version: 1.0.0
Last updated: 1/24/2013
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Contents
OVERVIEW ................................................................................................................................................... 4
EXERCISE 1: DUDE, WHERES MY TABS? .............................................................................................. 6
Task 1 Take a Quick Tour .................................................................................................................... 6
Task 2 Just some really cool new things you might want to notice ................................................... 9
EXERCISE 2: FORM CREATION .............................................................................................................. 12
Task 1 Locate the Solution ............................................................................................................... 12
Task 2 Adding ................................................................................................................................... 13
Task 1 Create Fields .......................................................................................................................... 16
Task 2 Customize Form .................................................................................................................... 19
EXERCISE 3: LOOKUP ENHANCEMENTS AND GLOBAL OPTION SETS ........................................... 21Task 1 View the enhancements to Lookups ..................................................................................... 21
Task 2 Create a Global Option Set .................................................................................................... 23
EXERCISE 4: TEAMS AND CONNECTIONS............................................................................................ 25
Task 1 Make and Use a Team ........................................................................................................... 25
Task 2 Connect Records ................................................................................................................... 29
EXERCISE 5: VISUALIZATIONS ............................................................................................................... 32
Task 1 Locate Visualizations ............................................................................................................. 32
Task 2 Drilldown ............................................................................................................................... 37
EXERCISE 6: NAVIGATION GROUPS ..................................................................................................... 39
Task 1 Locate Navigation Groups ..................................................................................................... 39
Task 2 Sort and Customize Items ..................................................................................................... 42
EXERCISE 7: DIALOGS ............................................................................................................................ 47
Task 1 Find the Dialog ...................................................................................................................... 47
EXERCISE 8: GOALS ................................................................................................................................ 53
Task 1 Define Goal Metrics .............................................................................................................. 54
Task 2 Define Goal ............................................................................................................................ 57
Task 3 Define Child Goals ................................................................................................................. 59
EXERCISE 9: DATA AUDITING ................................................................................................................ 64
Task 1 Review the settings for auditing and edit them.................................................................... 65
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EXERCISE 10: ROLE BASED FORMS ..................................................................................................... 69
Task 1 Locate the Solution ............................................................................................................... 69
EXERCISE 11: OUTLOOK CLIENT OVERVIEW ...................................................................................... 72
Item 1- Multiple CRM Deployments ................................................................................................... 73
Item 2- Contextual Ribbon .................................................................................................................. 73
Item 3- CRM Preview pane ................................................................................................................. 74
Item 4- Tabbed views .......................................................................................................................... 74
Item 5- Outlook choices from CRM view ............................................................................................ 75
Item 6- Conditional Formatting .......................................................................................................... 75
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Overview
In this lab, you will explore what is new in Dynamics CRM 2011. This lab is an overview and many of these topics
are covered in detail later in the course or will build on these skills and knowledge.
Some of the topics here are included in both the beginner and experienced tracks.
The tasks in this lab will not build on one another; each can be completed on its own. Go start to finish or pick and
choose what interests you. At the end of this lab, you will have a good working knowledge of what is new in
Dynamics CRM 2011.
The Scenario
Contoso is an independent software vendor (ISV) building solutions that are used by Gyms / Workout facilities
around the world to manage their operations. Contoso has chosen Microsoft Dynamics CRM 2011 as the
application platform to build their next generation Fitness Center Management product. Contoso will be selling
this solution to Gym/Workout facilities and will allow them to further customize it to fit their individual operating
needs. Gym facilities will be able to install the appropriate CRM solution packages into their CRM server in order to
realize the benefits of the Fitness Center Management application.
Objectives
The Objectives of this lab are simply to familiarize yourself with Dynamics CRM 2011 and be prepared to
move on with the remaining course materials.
All screen images here are from a product still in development. Every effort has been made to ensure
the Exercises still work, but the screen images here may not be an exact match to what you see in your
environment.
System Requirements
You must have the following items to complete this lab:
Dynamics CRM 2011 Beta
For this lab you will use this organization: http://crm/Contoso1andhttp://crm/Contoso2
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Exercises
This Hands-On Lab comprises the following exercises:
1. Dude, wheres my tabs? Thats right, tabs on forms are gone. The same information and
sections are still available on the forms, just presented in a cascading style going down the
form and as links on your left navigation for faster access. Well also share with you a few
cool navigation items and changes.
2. Form Creation. Some major improvements to form creation have made things like on the
fly field (attribute) creation and drag and drop form building available. Here we will create a
form for a custom entity.
3. Lookup enhancements and global options sets. Lookups (the process of adding related
records such as an Account to a Contact) have been improved in Dynamics CRM 2011 and
now have saved views and other filtering available. Picklists have been renamed as Option
Sets and can also be marked as a system list to be re-used to save time and ensure
consistency.
4. Teams and Connections. Often in the course of business there are teams that handle the
customer needs; there are relationships between records that may not be able to be
anticipated. Connections are flexible ad-hoc associations between records. The meaning of
the Connection is expressed through a common set of attributes, most typically "role". New
to CRM 2011 is the ability for a Team to own records and to add ad hoc relationships
between records.
5. Visualizations. Dynamics CRM 2011 has extensive new visualization capabilities, from inline
graphs and charts to completely customized visualization add-ins. This exercise will show
you some of the inline out of the box Visualizations that are available.
6. Navigation Groups. Business processes go faster when the items a user needs are easy to
find and well labeled for the task. This exercise will show you some of the ways that you can
customize a forms related items and groups to make them easier to use and faster to find.
7. Dialogs. Dialogs are a new feature in CRM 2011; they are part of a group called Processes.
These dialog processes are a lot like traditional workflows in CRM but the user makes active
decisions to directly affect the outcome. We will go through a dialog that is already in place
in this exercise, dialogs are covered in more detail in the Dialog lab.
8. Goals. We will define goals and monitor progress for those goals in this exercise.
9. Data Auditing. There is often a need to go back through the history of changes to your data
and CRM 2011 offers custom auditing settings to facilitate that. This exercise will show you
the basics you need to start auditing data.
10.Role Based Forms. Using Dynamics CRM 2011 allows each user to have a different
experience using role-based forms. Differnet users have different needs and they use
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different data fields to complete their tasks. In this exercise you will create some role based
views and customize based on user roles.
11.Outlook Client Overview. As with any major product release, the changes to the interaction
between Dynamics CRM 2011 and Outlook are significant. Here we will get a brief tour.
Estimated time to complete this lab: 150 minutes.
Note: This is more than your alloted time, review the exercises to choose the ones that most interest
you.
Exercise 1: Dude, wheres my tabs?
Note: Important: In this Exercise navigate tohttp://crm/Contoso1
Thats right, tabs on forms are gone. The same information and sections are still available on the forms,
just presented in a cascading style going down the form and as links on your left navigation for faster
access. We will also share with you a few cool navigation items and changes.
Task 1 Take a Quick Tour
1. From Workplace Click Accounts.
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Figure 1
Dynamics CRM 2011 Workplace
2. Click New from the Ribbon.
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Figure 2
Accounts
3. Scroll up and down the form. Notice the choices on the left. Thats where the items that
used to be on Tabs are now located, along with all the other familiar options. Those options
still become available upon the saving of the record.
Figure 3
General Tab on Account Form
Note: There is a new set of features for showing sections of the form based on Security Role
that has yet not been completed as of the time this lab was written. This offers the
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opportunity to have different forms for different roles within the organization. For example,
the sales team can have different forms than the support team.
Task 2 Just some really cool new things you might want to notice
This section is not so much a task as it is simply a guide to finding some of the new things in Dynamics CRM 2011.
1. You can toggle show/hide of the Ribbon by clicking on the caret on the top right. This
feature is available on individual records as well as the main CRM 2011 window.
Figure 4
Show Ribbon
Figure 5
Hide Ribbon
2. Recently viewed items can be seen, and pinned, for quick reference. Both records and views
are available here. To pin an item simply click the pin icon.
Figure 6
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Recently Viewed
3. The getting started pane offers quick help and references for common actions from that
specific record type. You can show/hide this by clicking the caret shown below. Each area
has its own getting started pane that remembers its state, open or closed.
Figure 7Getting Started Pane
4. You can now navigate from record to record from within the record itself. For example,
while viewing a contact record, you can go forward or backward a single record by simply
clicking the arrows in the top right of the record when its open. Additionally, you can
navigate to other records of that type based on the view by clicking on the entity name in
this same area. The record opens in the same window and reduces clickiness and new
windows. This is a common theme throughout the improvements in CRM 2011.
Figure 8
Navigate to next record
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Figure 9
See next records for quick navigation
5. For users with the appropriate security roles, customizations can be made from directly
from the record, without the need to navigate to the Settings module. These changes doapply to all records of that Entity, just as if you had taken the traditional path to customize.
Quick form changes and ad hoc new fields are much simpler now. These options can be
accessed via the Customizations tab in the ribbon and will be saved to the default solution.
Figure 10
Customize without needing to go into settings
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Exercise 2: Form Creation
Note: Important: In this Exercise navigate tohttp://crm/Contoso1
Before we can make a form, first we need to create the entity. The concept of Solutions is new to
Dynamics CRM 2011. Solutions basically act as containers for a group of customizations, something
essential for ISVs. Solutions will be covered in detail later in the course. But here we will learn how to
create a custom Entity in the Default Solution. There are many reasons why you might want or need a
custom Entity and that is beyond the scope of this exercise. We will assume the decision has been made
to create a custom Entity, Sports Leagues.
Task 1 Locate the Solution
We will be adding a custom Entity, Sports Leagues to the Default Solution.
1. Click on Settings and then on Customizations.
Figure 11
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Find Customization
2. Here you see the different choices for introducing customizations to your own solutions.
Click on Solutions.
Figure 12
Customization choices
Task 2 Adding
As an ISV you will offer custom solutions to your customers. The Default Solution however is the ideal place for an
ad hoc custom entity.
1. With the Default Solution open, click on New to create your new Entity.
Figure 13
The solutions contents
2. Select Entity.
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Figure 14
New Entity
3. Name the Entity and make the other selections shown the grid below.
Field Response
Display Name Sports League
Plural Name Sports Leagues
Ownership User or Team
Name Will auto fill on tabbing to show contoso_sportsleague
Description Add your own description
Define as Activity Entity Do not select
Mail Merge and Duplicate Detection Accept defaults (checked)
Relationships Accept defaults (notes and activities checked)
Connections Accept default (checked)
Areas that display this entity Select Workplace
Queues Do not select
4. These items: Ownership, Activity Entity, and Queue, can only be chosen on creation of the
custom entity. When you begin making your own custom solutions you will find different
reasons to use, or not use, each of these options. All other items can be edited, as you mayneed to as you build your solution.
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Figure 15
Create Entity form
5. Click save in the upper left corner.
Figure 16
Save to enable more options
6. Now that you have saved, the items under the Details tab on the left have been enabled.
Click on each of them to see the system default Forms, Views, Charts, Fields and Relationships.
7. Click Publish All Customizations.
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Figure 17
Publish customizations
8. Close the Default Solution and refresh the browser. You should now see your custom entity
in the Workplace under Extensions.
Figure 18
Confirm new Entity
Now that we have made our Entity, we need to make its form using the form builder tool. There are
many ways to customize the form including iFrames, custom role based views and more. This exercise
will focus on basic form creation. Some of the other form creation options will be covered later in this
course.
Task 1 Create Fields
When an entity is created, there are several default fields; you will more than likely need to create your own fields
for any custom entity you create.
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1. You can add customizations from the entitys form. While viewing Sports Leagues, select
Customize from the Ribbon and then select Customize Entity.
Figure 19
Select Customize from the Ribbon
A Sports League will target a single sport; lets add a field to track that information. Click Fields
on the left, then New. We will make this Field an nvarchar because it is the best choice for the
data we will track with it. Once youve completed the form, select Save and New for the top left
corner to open a new Field Form.
Figure 20
Select Fields then New
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Figure 21
Field creation form
2. Now we will add an Options Set to identify weather the league is Co-ed, Female or Male
focused. Name the Field Gender and chose Option Set from the type dropdown.
Figure 22
Chose Options Set
3. Fill in the Options by clicking on the New icon (the + symbol) and adding each row. Add
options for Male, Female and Coed by specifying them as Labels & leave the Values as default.
Save and close when done.
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Figure 23
Adding items to the Options Set
Note: Options Sets are reusable when marked as Global Options Sets in the Type dropdown.
Task 2 Customize Form
Now that we have the custom entity Sports League and custom fields for it, lets make the form.
1. Select Forms. From here, you can customize one of the entitys forms. Double click on
Main.
Figure 24
Chose Form
2. Now that you have opened the Form Designer, you should see our new custom fields
available on the right. Click and drag each of the new fields to the General Information section
on the left.
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Figure 25
Create Form for an Entity
Note:Notice the New button above in the Field Explorer column. You can now add new
fields directly from the form using this feature.
3. Publish all your customizations. Navigate to your Workplace where you will see Sports
Leagues. You can begin adding them immediately. This view is the default system created view
and can be customized in the forms and views area of customizations in order to make the
information displayed in the grid more useful.
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Figure 26
Add a new record to confirm
Exercise 3: Lookup Enhancements and
Global Option SetsNote: Important: In this Exercise navigate tohttp://crm/Contoso1
Lookups (the process of adding related records such as an Account to a Contact) have been improved in
Dynamics CRM 2011 and now have saved views and other filtering available. Picklists have been
renamed as Option Sets and can also be marked as a global list to be re-used to save time and ensure
consistency.
Task 1 View the enhancements to Lookups
A lookup is a way to add a connection between two records. When on a record, you can still simply type the name
of the known entity and CRM 2011 will smart-match it. For example, when viewing an Account, you can add the
primary Contact using the lookup or smart-matching.
1. Navigate to and open the Account record for the Fitness Now.
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Figure 27
Select a record
Click the Lookup icon to open the Lookup dialog for the Primary Contact.
Figure 28
Chose the lookup icon for the Primary Contact
2. Notice the differences in the dialog.
a. Use the View to narrow the search by quickly eliminating records that you know
wont apply. This not only narrows down the selection but also takes on the
configuration settings for that view, showing the appropriate columns and default
sorting. The columns in this dialog are completely sortable as in any other CRM 2011
view.
b. Show only my records further narrows the results. A user will likely have viewingaccess to records beyond those they own that would show in a view, so this allows
them to quickly show only those actually owned by them.
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Figure 29
Enhanced Lookup features
3. Select a Contact and click OK.
Task 2 Create a Global Option Set
Picklists have been renamed and are now available as a re-useable global lists.
Note: If you have completed Exercise 2 of this lab you will have already completed this task. Continue
on to the next Exercise.
1. Navigate to Settings->Customizations-> Customize the system
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Figure 30
Select Customize the System
2. Select Options Sets and New.
Figure 31Choose Options Sets
3. In our Fitness Center scenario, there might be several occasions to mark something as
gender specific or co-ed; a class, a room of equipment, a sports league. Now we will add an
Options Set to identify something as Co-ed, Female or Male focused. Name the Set Gender and
then fill in the Options by clicking on the New icon and adding each row.
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Figure 32
Create the Options Set
Exercise 4: Teams and Connections
Note: Important: In this Exercise navigate tohttp://crm/Contoso1
Often in the course of business there are teams that handle the customer needs; there are relationships
between records that may not be able to be anticipated. Connections are flexible ad-hoc associations
between records. The meaning of the Connection is expressed through a common set of attributes,
most typically "role". New to CRM 2011 is the ability for a Team to own records and to add ad hoc
relationships between records.
Task 1 Make and Use a Team
In the course of doing business most organizations have teams that work together. Dynamics CRM 2011 offers not
only the ability to define Teams, but also to allow those teams to own CRM records.
1. Navigate to Administration under the Settings tab, select Teams from the left navigation.
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Figure 33
Select Team from Administration
2. Once here you will see the default Team, it contains CRM users. Click New to create your
own team. Name your team and select a Team Administrator then click Save.
Figure 34
Name your Team
3. Click Security Roles, then Manage Roles and assign the Team the role of Customer Service
Representative.
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Figure 35
Security Role for the Team
4. Navigate to Members and Add members to the Team. Make sure to not only select the
users to add, but to Add them so they appear in the dialog as marked below.
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Figure 36
Select and Add members
5. Save and Close the Team dialog.
6. Navigate to Accounts and open any record. Near the bottom of the form in the
Administration tab select the lookup next to owner. The lookup dialog you now see has the
ability to assign either a User or a Team as the record owner.
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Figure 37
Assign to User or Team
Task 2 Connect Records
Connections are created to connect the entities together to more fully describe the business connections that
exist. In our Fitness Center we have many families join. In order to keep each member as a separate contact but
to avoid billing problems, we make each one a contact then connect them as a family.
1. Navigate to and open a Contact Record. Select To Another from Connect on the Ribbon.
Figure 38
Begin adding a Connection
2. Now select the lookup for the type of connection, As this role.
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Figure 39
Define the Connection
3. There are several system defined connections and users can add their own custom
connection types. Select type spouse for Allison and click OK.
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Figure 40
Chose the Role
4. Now click the lookup for Contact to open the contact lookup dialog. Select Allisons
husband, Ben Miller and click ok.
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Figure 41
Connection made
5. You can now add their children as connections if youd like.
Note: You can use these system Connections or make your own custom ones that address your
business needs.
Exercise 5: Visualizations
Note: Important: In this Exercise navigate tohttp://crm/Contoso1
Dynamics CRM 2011 has extensive new visualization capabilities, from inline graphs and charts to
completely customized visualization add ins. This exercise will show you some of the inline out of the
box Visualizations that are available. Visualizations will be covered in more details later in the course.
Task 1 Locate Visualizations
1. Visualizations are generally available inline, meaning they can be viewed at the same time as
any of the grid views. Navigate to Contacts and select View from the Ribbon, click on
Charts.
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Figure 42
New Chart options
Figure 43
Grid with Charts enabled but not defined
1. Select New Chart in the Ribbon and that will open the Chart Designer
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Figure 44
Chart Designer
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2. Select the fields to show in the chart. For Series, select Role from the drop down, for the
Category select Address 1: City from the drop down box.
Figure 45
Select chart data fields
3. You will now see the default chart, a Column chart type.
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Figure 46
Column Chart
4. Click on the other chart types to see how you can visualize the same data with a different
look.
Figure 47Bar Chart
Figure 48
Line Chart
Figure 49
Pie Chart
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Figure 50
Funnel Chart
5. As you can see, not every dataset can be sensibly visualized with every type of chart. Lets
go back to the Column layout and Save our Chart.
6. Once you have saved your chart, exit the Designer by clicking Exit Designer on the ribbon.
Figure 51
Exit the designer
Task 2 Drilldown
Once you have saved your chart, you can manipulate the view and the data to further drilldown into the data
based on your criteria. It looks like we have a large number of contacts from Seattle, lets drilldown into that data
and see the detailed makeup of the group.
1. With the designer closed, click on the bar that represents Seattle.
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Figure 52
Chose this Column
2. Select Role from the dropdown list.
Figure 53
Select Role
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3. We now have our new visualization. Notice the grid results match the contents of the chart.
Figure 54
New Chart
Exercise 6: Navigation Groups
Important: In this Exercise navigate tohttp://crm/Contoso1
Navigation groups appear on the left side of an items form and contain links to other items related to the one you
are working with. With CRM 2011 you can now edit the names of these groups, drag and drop them to sort, and
remove related items that you do not want to have available without having to dig into the sitemap.
For one of Contosos gym clients the model they use is slightly different from the standard CRM labels. They use
most of the functionality of traditional CRM Sales module but for Purchasing instead. In addition to moving a few
items in this exercise, you will also re-name this section for them.
Task 1 Locate Navigation Groups
1. From the homepage click Settings then Solutions then open the Default Solution.
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Figure 55
Path to Default Solution
2. Expand Entities and scroll to find Contact. Expand Contact and select Forms. Open the Mainform.
Figure 56
Expand Contact and select Forms
3. From the Home panel select Navigation to enable us to edit the Navigation sections.
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Figure 57
Select Navigation
4. Notice that the Form area is now disabled and the Navigation area on the left has become
enabled.
Figure 58
Navigation area is now enabled and form is disabled
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Task 2 Sort and Customize Items
1. Items within a group can be dragged either to a new location in the same group, or even out to
a new group.
Figure 59Dragging an item to a new location within the Group
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Figure 60
An item being dragged into a different Group
2. Navigation Groups can be renamed by either double clicking on the Group, or selecting the
Group and clicking the Change Properties button. Select Sales and click Change Properties.
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Figure 61
Changing the name of a Group
3. This opens a dialog window where you can enter a new name. Enter Purchasing and click OK.
Figure 62The Group Name dialog
4. Notice that the Group name has now changed.
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Figure 63
Group name has changed
5. To make your changes available click Save. Once done saving click Publish.
Figure 64
Save then Publish
6. Now to see the changes in action refresh your homepage, selectContacts, then New.
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Figure 65
Workplace, Contacts, New
7. Notice that the changes to the Navigation Groups are visible on the side of the form.
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Figure 66
Verify changes made to navigation groups.
Exercise 7: DialogsNote: Important: In this Exercise navigate tohttp://crm/Contoso2
Dialogs are a new feature in CRM 2011; they are part of a group called Processes. These dialog
processes are a lot like traditional workflows in CRM but the user makes active decisions to directly
affect the outcome. We will go through a dialog that is already in place in this exercise; dialogs are
covered in more detail in the Dialog lab. For our Gym solution we will have a dialog to review that adds
a new member to the gym as a contact record. The dialog here is an over-simplified one, its goal is to
convey a concept.
Note: In the lab for dialogs, you will be adding a Ribbon icon to put the dialog in the proper
context. For this exercise you will need to navigate through the User entity to be able to run
the dialog.
Task 1 Find the Dialog
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1. Navigate to Settings|Administration|Users and select Users.
Figure 67
Select Users
2. In the Ribbon, select Start Dialog in the Process Area.
Figure 68
Start Dialog
3. Now select the Dialog named New Member Signup and click Ok to launch the Dialog
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Figure 69
Select New Member Signup
Note: If you dont see the Processes available, you may have to Activate them. Do this by
navigating to Settings|Processes and locating the ones above. Select them in the grid and
Activate by clicking the Activate button on the top of the grid. This is like the Publish/Draft of
workflows from CRM 4.0.
4. In the first response area type Hammond. In the second response area, type Duvall, and
Select Next. (these input items are based upon the known behavior of the dialog, you will
learn these details when you make this dialog later)
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Figure 70
Enter data at prompts
5. You will now be asked if there is a match with a known contact. Choose Yes to create a new
contact record and click next.
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Figure 71
Create a new member
6. Type Joe for the first name and click Next.
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Figure 72
Enter first name
7. Now we will go locate the record just created by the dialog. Navigate to Workplace|Staff
and Members|People
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Figure 73
Navigate to People
8. In the search box, type Hammond and hit your return key. You should now see the new
record create by the dialog.
Figure 74
Search for Hammond
Exercise 8: GoalsNote: Important: In this Exercise navigate tohttp://crm/Contoso2
Practically every business has (or should have) goals for their organization. Dynamics CRM 2011 allows
you to set targets for goals and roll them up to combined goals for teams, locations, groups, etc. In the
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Contoso gym solution we will have a goal to increase membership. The location manager will have a
goal and the combined locations goals will roll-up to a larger goal to be tracked by the organization.
Note: Once your goals are saved and activated, some fields cannot be edited.
Task 1 Define Goal Metrics
A goal is defined with several different parts. We will build each piece and then combine them for the goal. First
we need to define the goal metrics.
1. Click on Goal Metrics in your Workplace and select New.
Figure 75
New goal metric
2. We will name our metric Number of Members and select Count for our metric type. Save
but dont close the record.
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Figure 76
Define goal metric
3. Once you have saved the record click in the area for Rollup Fields to activate that part of the
ribbon. Select Add New Rollup Field.
Figure 77
Add new rollup field
Note: If you cannot see the List Tools as active, make sure youve clicked in the list (sub-grid)
area for Rollup Fields.
4. We will create a Rollup Field to identify our target entities to count, people. For now, we
will have the goal metric pull all people records, and we will add a check for Gym Membership
type on the goal itself. Use the grid below to find your necessary field values.
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Field Value
Rollup Field Actual (Integer)
Source Record Type Person
Source Record Type State Active
Source Record Type Status Active
Source Record Type Status Active
Record Type (for date) Person
Date Field Created On
5. Save and Close your Rollup Field.
Figure 78
6. Define rollup field as above and Save and Close your Goal Metric.
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Figure 79
Save goal metric
Task 2 Define Goal
Now that we have Goal Metrics, we will define a parent goal.
7. Click on Goals in your Workplace and select New.
Figure 80
New Goal
8. To create all the details we need in our goal, we first need to name it, Corporate
Membership Drive, and then assign a few other fields as outlined in the grid below.
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Field Value
Name Corporate Membership Drive
Goal Metric Number of Members (the one you just made)
Goal Owner You (First Name Last Name)
Goal Time Period Custom
Start Date 1/1/2010
End Date 12/31/10
Target 300
Note: If you are completing this lab after 1/1/2011 then adjust the dates accordingly, make
sure to date back far enough to include records that were saved prior to your lab.
9. Scroll down the form to Goal Values. Select Yes on Rollup Only From Child Goals and All onRecord Set for Rollup.
Figure 81
Goal criteria
10. Save but dont close the new record.
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Figure 82
Parent Goal
Task 3 Define Child Goals
Now that we have the Parent Goal, we will define the Child Goals.
11. Click on Child Goals on your open Goal form and select Add New Goal.
12. Name the goal Gym Manager Membership Goal and give her goal ownership. Her target
count is 150. Notice that many of the details from the parent goal are already populated here
on the child goal form.
Figure 83
New goal
13. Scroll down form to Goal Criteria. Select these choices shown here for Rollups, No for Child
Goals and Owned by goal owner for the Record Set.
Figure 84
Define criteria
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14. Now we need to set our query to show only records for new members, not for trainers or
others. Select the lookup for the Rollup Query and select New to define our Query.
Figure 85
New Query
15. We now need to define our Query to select only people records of gym person type offitness center member. Name it Member Type, the record type is already selected and the
query owner can stay the default, you.
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Figure 86
Query for member type records
16. Chose Select from the Query area and chose Gym Person Type (the choices are alphabetical)
and equals. Once you click Enter Value, chose the Fitness Center Member. Make sure to move
the type to the selected values window by using the arrow in between the items and then click
OK.
Figure 87
Define your query
17. Save and close the Query dialog and then save and close the goal record.
18. You can now see the goal as a child goal.
Figure 88
Child goals now on form
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19. Repeat the process above for creating a child goal for Gym Administrator. All of the values
will be the same, except substitute user Gym Administrator wherever you had placed Gym
Manager. Dont forget to set the query under the Goal Criteria section. You will use the same
criteria query you just made.
Figure 89
New goal
20. You should now see two child goals, one for Gym Manager and one for Gym Administrator.
Figure 90
Child goals
21. Now that you have the goal metrics, parent goal, child goals and queries set, click
Recalculate on the parent goal form. You will get a warning about time required to calculate
Rollups, go ahead and click ok.
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Figure 91
Recalculate
22. Your goal and child goals should now have actual data showing.
Figure 92
Calculated parent and child goals
23. Save and close your goal, now click on Views for My Active Goals and open Charts.
Figure 93
Select Charts to display
24. You will now see built in Charts to help you visualize goals and their progress.
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Figure 94
Visualize progress for all Goals
Exercise 9: Data Auditing
Note: Important: In this Exercise navigate tohttp://crm/Contoso2
There is often a need to go back through the history of changes to your data and CRM 2011 offers
custom auditing settings to facilitate that. This exercise will show you the basics you need to start
auditing data. For a fitness center monitoring the status of its equipment over time could help identify
patterns of use and overuse and allow for better long-term planning. In this exercise we will review and
adjust these settings and make some data changes to see what the audited data looks like.
Note: Make sure to check your organization has auditing turned on by going to the System Settings
dialog via the Settings module. Check the Auditing tab for this setting.
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Task 1 Review the settings for auditing and edit them.
For this exercise, we will be making changes to the default solution. That may not always be practical in your
environment; it is for ease of use only to convey the concepts of Data Auditing.
1. Click on Settings and then on Customizations. Select Customize the System to open the
Default Solution
Figure 95
Open the default solution
2. Once the default solution is open, expand the list of entities
Figure 96
Expand Entities
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3. Scroll down the entity list to find Exercise Equipment. Turn Auditing on for this entity. You
may have to scroll the right side of the window to see the option. Save your changes, but
dont publish yet.
Figure 97
Turn on Auditing for the Entity
4. Notice that the default is set to audit every field on the form. For this case, that is excessive,
so lets open Fields and edit some of the options. Double-click the field times used.
Figure 98
Select Times Used field
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5. Because this field is updated often, every time the piece of equipment is used, the data
auditing would certainly clutter the results. We will turn off the Auditing by changing the
selection to disable it.
Figure 99
Enable auditing and save/close
6. Save and close and now publish all changes.
Figure 100
Publish all
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7. Now that we have enabled auditing, lets make some changes on Exercise Equipment entity
records. Navigate to the Exercise Equipment section and view the records there.
Figure 101Open a record
8. Open up any of the records here by double-clicking them. Edit any of the fields, make sure
to edit more than a single field. Save the record.
9. Navigate to the Audit section from the left navigation and view the data changes youve just
made. It will resemble the sample here.
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Figure 102
Audit details
Exercise 10: Role Based Forms
Note: Important: In this Exercise navigate tohttp://crm/Contoso2
Using Dynamics CRM 2011 allows each user to have a difference experience using role-based forms. The
different users have different needs and different data fields they use to complete their tasks. In this
exercise you will view some role based views and customizations based on user roles that you will then
create in the lab Role Based UI, Field Level Security and Using JQuery and OData. This example takes
place in our Gym Solution.
Task 1 Locate the Exercise Equipment Form and add Solution
1. Navigate to Equipment Manger|Exercise Equipment and open any record. Notice all fields
are available for editing.
Figure 103
Only one form available
2. We will now add the solution to enable the forms role based characteristics. Navigate to
Settings|Solutions and select Import.
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Figure 104
Import the Solution
3. You will be adding Solution ABCGymManagerRoleForm that is located in your Assets folder
for this lab via the Import Wizard.
Figure 105
Import Solution Wizard
4. Follow the Wizard steps and accept the defaults.
5. Make sure to Publish all customizations and refresh your browser.
Task 2 Locate the Exercise Equipment Form
First we have to set up the roles to allow viewing the differences in the forms already setup for us.
1. Navigate to Equipment Manger|Exercise Equipment and open any record.
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Figure 106
Navigate and open record
2. As the system administrator, you have access to all views, however the form loads with the
default form view, which in this case is a read only form.
Figure 107
Read only form
3. Notice the form selector on the top of the left navigation; click it to see the forms available.
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Figure 108
Select other form
4. Change the view to now see the Gym Administrator Form.
Figure 109
Role based form
Exercise 11: Outlook Client Overview
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As with any major product release, the changes to the interaction between Dynamics CRM 2011 and
Outlook are significant. Here we will get a brief tour. A common theme exists that allows each user to
make changes to the way data is displayed that allows them to customize their experience, without
needing customizer credentials. Views, forms and more can be customized by the user.
Item 1- Multiple CRM DeploymentsFor users that use more than a single CRM deployment, viewing them in a single Outlook is now supported. To add
a profile, open Outlook 2010go to File, then click Info. Select Account Settings and navigate to the tab Data Files
and add the new CRM instance. Only one of the CRM instances can synchronize.
Figure 110
Add another deployment to Outlook
Item 2- Contextual Ribbon
The contextual Dynamics CRM 2011 ribbon exists within the user experience when accessing CRM via Outlook.
Additionally, CRM functionality exists on the default Outlook ribbon as well.
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Figure 111Contextual Ribbon in Outlook
Item 3- CRM Preview pane
While viewing a CRM grid within Outlook, you will now see a preview of the currently selected record. This
preview begins as the default form for the selected entity, the user can customize the look of this view from within
Outlook.
Figure 112
Preview record contents
Item 4- Tabbed views
The CRM user can add tabs for their common views for faster navigation and data loading for commonly viewed
items.
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Figure 113
Add a new tabbed view
Item 5- Outlook choices from CRM view
While viewing the CRM grid, you can right click on a record and have common Outlook choices available, such as
follow-up and categories.
Figure 114
Add category or follow-up flags
Item 6- Conditional Formatting
CRM users in the Outlook client can add conditional formatting. One example of conditional formatting would be
to show all accounts that are located in Redmond in a different font size and color than the others.
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Figure 115
Conditional formatting dialog
Figure 116
Add your clause
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Figure 117
Updated grid with conditional formatting
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