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Creation of new Record Type and Fields with Import Data Wizard for Microsoft Dynamics CRM Online

November 25, 2009 Leave a comment

Microsoft Dynamics CRM has recently released November 2009 Service update for Microsoft Dynamics CRM online. One of the key delivered features is enhanced Import Data Wizard. When users are bringing their custom data into Microsoft Dynamics CRM with Import Data Wizard, they can also create custom record types and fields on the fly and bring in the data into newly created record type. This is a powerful feature of the new Import Data Wizard that our users are going to love.

This blog demonstrates how to create new record types and fields during import using Import Data Wizard. Create new record type/fields operation is only available to users having either System Administrator or System Customizer role.

Create Record Type/Field: When a user wants to import the data from source system to Microsoft Dynamics CRM system and if the source record type is not present in the Microsoft Dynamics CRM, user can create the required record type in two different ways:

  • Customize Microsoft Dynamics CRM system by creating new record types and fields before import and use them while importing the data.
  • Use Import Data Wizard itself while importing the data.

I will take a sample for explaining how Import Data Wizard can be used for creating new record types and fields. Let’s assume you are bringing in a new record type named “Asset” which is not there in Microsoft Dynamics CRM. While mapping the source Asset record type on Map record type screen, you can choose to Create New Record Type as shown below:

clip_image002

Note that the system will automatically fill needed information for you and you can change them if you desire. If you have either mapped or ignored rest of the source Record Types, you should find the Next button enabled. Click Next to proceed to the next screen.

On the Map Fields screen, select the Asset record type to see the details of fields. You should see the following screen with all fields shown as Not Mapped.

clip_image004

Now that we have created a new record type to accommodate the Asset record type, we will create corresponding fields in Microsoft Dynamics CRM to hold the source data. The details of creating a new field are described below.

Creating New Fields

Import Data Wizard allows users to create new fields of following data types:

1. Text

2. Picklist

3. Bit

4. Integer

5. Decimal

6. Date Time

7. Lookup

Import Data Wizard allows users to create new fields for the existing Microsoft Dynamics CRM record types as well as new record types that are created via Import Data Wizard.

Now let’s create new fields for newly created Asset record type. We will go over creation experience for the following fields:

1. AccountId : This field holds the values of related Account record for a particular Asset record in the source data file. So we’ll create a Lookup type field. To do this, select Create New Field from the dropdown against AccountId . Select Type as Lookup and Related Record Type as Account as shown below.

clip_image006

2. Similarly we will create new field for ContactId of lookup type and choose Contact as the Related Record Type since this field refers to Contact record type.

3. For Description field we will create new field of type Text as shown below:

clip_image008

4. For InstallDate we will create new field of type DateTime by selecting Datetime data type from the drop down.

5. For Price Type field we will create new field of type Decimal by selecting Decimal from the drop down.

6. For Serialnumber field we will create new field of type Integer for importing the data of type whole number.

7. For Status field we will create new field of type Picklist by selecting Picklist from the drop down.

clip_image010

So based on the type of data you have in your source files, you can create fields of particular data types using Import Data Wizard for importing the data into Microsoft Dynamics CRM. We will now look at how we can relate the new record type

Creating a relationship with new record type

With the Import Data Wizard, you can create reference to a record type that is being created during this import instance itself. Let’s say you have the Case record type which maps to Case record type of Microsoft Dynamics CRM and you have a field called AssetId in your source file which is looking up to newly created Asset record type. You will create a new field for AssetId field, of type Lookup which is refereeing to Asset record type as shown below.

clip_image012

Now let’s see what happens when you complete the Import Data Wizard by clicking on Submit button.

Following steps are executed when you click Submit button:

1. Customize the Microsoft Dynamics CRM system for new record types/fields if any

2. Publish the customizations if any

3. Save the data map

4. Submit the import jobs

There are few limitations of the record type and fields that can be created with Import Data Wizard:

1. Record Types that are created by Import Data Wizard are of type Ownership=”User” only. Users cannot create record types using Import Data Wizard which has Ownership type = “Organization”.

2. Fields of all type supported by Microsoft Dynamics CRM can’t be created using Import Data Wizard. Few examples are float, money, Currency and Status.

3. Microsoft Dynamics CRM will not customize the new record type form and views. Users need to customize the form and views to add the new fields.

4. User cannot create lookup field of N:N relationship.

5. Primary field Guid of the newly created record types cannot be mapped during import.

So far we have learned how to create new record type and fields in Microsoft Dynamics CRM using Import Data Wizard. We will have more blogs on Import Data Wizard to help you import your data. Stay Tuned.

Veera Bansal

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Owner Mapping/User creation in Import Data Wizard for Microsoft Dynamics CRM Online

November 25, 2009 5 comments

Microsoft Dynamics CRM online Nov 2009 Service Update has several exciting features. One of that is the Import Data Wizard that allows rapid Import of data from within the Webapp or Outlook client. This blog covers how record ownership is resolved and how the users are created as part of data import.

Introduction

To whom the records are assigned gets affected by mainly three factors:

  1. Ownership information in the data files, there is a column in data file which contains information about the owner to whom the records should be assigned.
  2. Information provided during mapping of fields in the attribute map page of the Import Wizard and owner mapping information in the map.
  3. User selected in “Review Settings and Import Data “page of the wizard

*When the user specified on the Review Settings and Import Data page does not have sufficient privileges then the imported records get assigned to the user running the wizard. Refer to section “How Privileges Affect owner mapping” at the end of the blog for more details.

Let’s look at this in more details. The following examples illustrate different scenarios.

Scenario 1

If you want to assign all records being imported in different files to a single Microsoft Dynamics CRM user.

Description:

Let us assume you are importing the following data file.

                              clip_image002

  • For this scenario, you do not have to map any source file to User record type.
  • Also, no mapping is required for Owner field of the record type. (here account.csv).

clip_image004

All records in this case would be assigned to the user selected in the “Review Settings and Import Data” page of the wizard. As per screenshot above all records will be assigned to “User 1”.

Scenario 2

If you want to assign different records to different existing Users in Microsoft Dynamics CRM. For this scenario, your data file should contain ownership information in form of Full Name of users already existing in CRM.

                              clip_image006

clip_image008

Map the owner field of account.csv to Owner field of the Entity in which you are importing data (e.g. Account)

In this case the value in the Owner field is checked against the Full Name of the existing users in Microsoft Dynamics CRM and if there is a match then the record is owned by that user. e.g. if there is a user with Full Name “User 1“ in Microsoft Dynamics CRM then Account 1 will be assigned to User 1.

In case if there are two matches or there is no match with existing Microsoft Dynamics CRM users then the record gets assigned to user selected in “Review Settings and Import Data” page of Import Wizard.

If none of the above two scenario fit according to your requirement keep reading ahead. Scenarios covered below details out ways in which you can both resolve as well as create new users.

Scenario 3

The data file (Account.csv) has a field which contains the Id of the user to whom the record should be assigned and the User.csv has details about that owner.

Example: Owner field in Account.csv has ids of users for each account, Account 1 should be assigned to 1111. Further 1111 record in user.csv has other information about the First Name , Last Name and Email of the user .

image

There are two things that can happen for above data

  • Resolve users in the data file with existing users in Microsoft Dynamics CRM.
  • Create new users

Let us go first go through about how users are resolved with existing users based on information in the map.

Import Wizard uses 3 nodes in the data map to resolve ownership information of the existing user. Here is an example of the nodes in data map for owner resolution.

<?xml version=”1.0″ encoding=”utf-8″?>

<Map Name=”Example Map” Source=”Example Map”>

<Description />

<UserIdentifier>

<SourceUserIdentifierForSourceDataSourceUserLink>UserId</SourceUserIdentifierForSourceDataSourceUserLink>

<SourceUserIdentifierForSourceCRMUserLink>Email</SourceUserIdentifierForSourceCRMUserLink>

<TargetUserIdentifierForSourceCRMUserLink>internalemailaddress</TargetUserIdentifierForSourceCRMUserLink>

</UserIdentifier>

<EntityMaps>

———-

 

        Data map nodes      Used For
<SourceUserIdentifierForSourceDataSourceUserLink> The value (field) specified in this node is the field in the User.csv file that is used to map the ownership IDs stored in the data files (account.csv)
<SourceUserIdentifierForSourceCRMUserLink > The value (field) specified in this node is the field in the User.csv file that is checked against the value for the field in the “TargetUserIdentifierForSourceCRMUserLink” node of the map.
<TargetUserIdentifierForSourceCRMUserLink > This node specifies the field in CRM whose value is mapped against the value in the field specified in <SourceUserIdentifierForSourceCRMUserLink >

 

Let’s see how information in the data map is used to resolve ownership information with existing users. In the above example of source data file and data map, Owner value in source data file Account.csv is mapped to value of “UserId” in the User.csv and further the value of email in user.csv file is matched against the internalemailaddress field of User record type in CRM and since it matches with User 1 , Account1 is assigned to “User 1”. Similarly Account2 will be assigned to User 2 and Account 3 to User 3.

Create Users

Besides Resolving users if you want to create users you need to map the fields of the user.csv to the User entity. e.g. In above scenario if you map the First Name , Last Name and Email with the corresponding fields i.e. First Name , Last Name and Email of User record type in CRM , then users would be created in disabled state with that info and records will be assigned to newly created users.

Newly created users are assigned Salesperson Role. Users are created only if the user limit has not exceeded.

Example: In above scenario User4 does not exist in CRM, So User 4 will be created in disabled state and Account 4 will be assigned to User4.

Mapping is displayed in screenshot below also.

clip_image018

While creating users only information for following fields is imported

  • First Name
  • Last Name
  • Primary Email
  • E-mail2
  • Mobile Alert E-mail

It is recommended to map First Name, Last Name and Primary Email attributes. These attributes are mandatory if you create users from the new Users Form in CRM.

In the above scenario the information about how to resolve owners against existing users in CRM is provided in the map itself. There is a way by which you can skip specifying this information and Import wizard will infer the owner information with the mappings that you provide for user.csv. Next Scenario covers that aspect.

Scenario 4

When there is a file named user.csv in the Zip File and no owner mapping information is provided in data map in the form of above mentioned nodes.

In this scenario also, wizard first tries to resolve owners in data file against existing users in Microsoft Dynamics CRM depending on how you have mapped user.csv. If users could not be resolved against existing users, then wizard tries to create new users with the information given in user.csv.

Let us take an Example,

image

   image

In the above example you need to map the Owner Field in Account.csv to Owner Field of Account entity.

Map The UserId of User.csv to Primary key.

Map First Name, Last Name, Primary E-mail, Email 2 and Mobile Alert E-mail to corresponding fields of User Record Type in CRM.

Mapping for user Entity is depicted below.

clip_image030

The field mapped to User (Primary key) {UserId in User.csv} helps to resolve ownership information in data file (account.csv) with the user.csv file. The same information was captured in SourceUserIdentifierForSourceDataSourceUserLink node in above scenario.

Then the information in user.csv is used to resolve users with existing users.

First import Wizard tries to match the values for following fields against CRM fields:

Primary E-mail

or

E-mail2

or

Mobile Alert E-mail

If we get a unique match with some existing user then the entity record gets assigned to the user with whom wizard found a match.

If there is no unique match then the value of fields mapped to First Name and Last Name (both) is checked against value of First Name and Last Name fields of Users in CRM. If there is a match then corresponding records is assigned to that user.

Examples of How User Resolution happens for above data files

  • Account1 is assigned to 1111, corresponding to 1111 the value of Primary E-mail matches Primary Email Address of User 1 therefore Account1 will be assigned to that user.
  • Account2 is assigned to 2222, corresponding to 2222 the value of Primary E-mail is not matching but there is a match with Email2, therefore Account2 gets assigned to User2.
  • Account3 is assigned to 3333, corresponding to 3333 neither Primary E-mail address nor Email2 is matching but Mobile Alert E-mail matches, therefore Account3 gets assigned to User3.
  • Account4 is assigned to 4444 , corresponding to 4444 none of the values in Primary Email , E-mail2 ,Mobile Alert E-mail field matches with values in CRM for any user , then the values of First Name and Last Name are compared and it matches therefore Account4 gets assigned to User4.

If there are more than two matches or no match for the same entry in user.csv then records gets assigned to the user selected in “Review Settings and Import Data” page of the Wizard.

Example of User creation

None of fields of User 5 matches with existing users in CRM so this User gets created in disabled state and Account5 gets assigned to this user.

How Privileges Affect Owner mapping

Owner resolution: If the User who is running the wizard does not have sufficient level of create privilege to create records of an entity with a user who should own the record as per the resolution during import, then records would be created and assigned to user running the Wizard.

Example: Let us assume Nancy is running the Wizard and as per the information provided in user.csv and account.csv, Account1 should have been assigned to Kevin but Nancy does not have sufficient create privilege on account record type to create accounts setting Kevin as the owner, then account1 will be assigned to Nancy.

User creation: User must have privileges to create users for him to be able to create users through import data wizard.

Cheers,

Dinesh Kumar Garg

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Microsoft Dynamics CRM: Append Vs. Append To – What’s the Difference?

November 25, 2009 3 comments

This post is CRM security 101, but I get asked this question fairly often, so it seems that there is some confusion about what the difference is between “Append” and “Append To” security permissions.  I find this confusion comes from the similar sounding names of these permissions, and also because configuration of relationship security requires permissions to be applied to two separate entities—both sides of the relationship.

Let’s take the example of Accounts and Opportunities.  In this relationship, “Accounts” is the parent and “Opportunities” is the child.  There are multiple Opportunities per Account.  Say a user needs to be able to relate Opportunities to Accounts, either through the Potential Customer lookup field on the Opportunity, or through the “Opportunities” navigation bar area on an account.

In this example, a user must have “Append” permissions on Opportunities (child) and “Append To” permissions on Accounts (parent).  I think of it this way—I’m APPENDING the opportunity, and I’m APPENDING it TO the account.

The next consideration is what permission level the users should have.  As with other permissions in Dynamics CRM, you can grant a role “User,” “Business Unit,” “Parent/Child Business Unit,” and “Organization” level security permissions for both append and append to.  It is important to think through what records a user should be able to append, and to which records that user should be able to append those records.

In our example of Accounts and Opportunities, if a user should be able to associate any Opportunity with any Account, you would give that user’s role Organization level Append permissions on Opportunities and Organization level Append To permissions on Accounts.  Easy enough.  What if you want to give a user permission to associate only opportunities that they own to any account in their business unit?  In this case you would give that user’s security role “User” level Append permissions on Opportunities and “Business Unit” level Append To permissions on Accounts.

Now that you have the relationship permissions set, there is one more wrinkle you need to consider.  If you want a user to be able to create related records from a parent, the user needs to have write permissions for the parent entity.  For example, if you want a user to click the Opportunities navigation bar link from an Account and create a related opportunity, that user’s security role will need to have write permission for Accounts.  If they don’t, the “new” button won’t be available from the Account.  They would be able to go to the Opportunities entity and create a new opportunity and relate it to the Account, but without write permissions on Accounts they will not be able to create related records from an Account.

Cheers,

Joel Lindstrom

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Field-Level Security in Microsoft Dynamics CRM: Options and Constraints

November 25, 2009 Leave a comment

The CRM E2 team is pleased to announce the release of the white paper Field-level Security in Microsoft Dynamics CRM: Options and Constraints, a component of the broader CRM E2 Nuts and Bolts article on Security and Authentication in Microsoft Dynamics CRM, which is available for download from the Microsoft Download Center at:
http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=471f8670-47b3-4525-b25d-c11a6774615c

This document provides selected aspects of the conceptual application of the Dynamics CRM security model, with details about the various options and constraints that are associated with using supported custom logic to control of access to data at a more granular level than is provided by Microsoft Dynamics CRM out-of-the-box.

The CRM E2 team especially recognizes the efforts of Roger Gilchrist, Mahesh Hariharan, and CRM Product Development for contributing to and reviewing this paper to help ensure its completeness and accuracy.

Thanks,
Jim Toland

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Microsoft Dynamics for Manufacturing – Understanding the difference between GP, NAV, SL and AX

November 25, 2009 Leave a comment

Mr. Houston Neal, from the company Software Advice has published an articile, concerning the Differences between the members of Microsoft Dynamics family: GP, NAV, SL and AX.

In establishing its foothold in enterprise resource planning (ERP) software market, Microsoft has acquired no less than thirteen companies. Now Microsoft – and their prospects – face the challenge of sorting through various applications in the Microsoft Dynamics family.

Click here for the whole article.

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Categories: Microsoft Dynamics

FAQ of Microsoft Dynamics CRM on iPhone (JavistaCRM)

November 16, 2009 4 comments

In the previous articles, I have introduced the application on iPhone JavistaCRM. In this blog, i will anwser the FAQs from the users.

As JavistaCRM, Microsoft Dynamics CRM on iPhone, has been published for more than 2 months, while receiving the favorable comments from the users, they have also sent to us some questions, feedbacks and exceptions. To answer the clients in a more effective way, we collected the FAQ concerning the installation, configuration and utilisation of JavistaCRM as the following:

  • How does JavistaCRM works?
  • Can we connect to our Microsoft Dynamics CRM server? And how can we connect to it?
  • What are the versions that JavistaCRM can connect to?
  • Can we update the data on the iPhone and then synchronize the updates to the CRM server?
  • What is the pricing of JavistaCRM?
  • Why the client doesn’t work?
  • Why this application is easy to crash after an upgrade?
  • Why this application always informs me this error message?
  • When synchronizing, it stops at the connecting part.
  • After synchronization, there are still no reports in the Report Entity.
  • Can I search all the phone numbers of a contact?
  • How can I cancel the waiting screen on the iPhone?
  • Why it informs the Server Error “Input string was not in a correct format.”
  • How does JavistaCRM works?

Javista CRM solution for iPhone is composed of 2 parts: iPhone client and Server service. The client side application is free to download from Apple Store and it’s easy to install on your iPhone. On the server side, it’s a service which will be installed on your company’s CRM 4.0 Server. It helps the users to get the data from the database. And the service works depends on a license which can be bought from Javista.

  • Can we connect to our Microsoft Dynamics CRM server? And how can we connect to it?

For the 30 days of testing, you will connect to the dedicated MS CRM server which is located on our side, and with sample data to improve you trial experience. While for the production version, we will offer you JavistaCRM server side application, which is to help the synchronization between CRM server and your iPhone.

  • What are the versions that JavistaCRM can connect to?

It’s designed for Microsoft Dynamics CRM 4.0 on premise. Also JavistaCRM can deploy on the server of Microsoft Dynamics CRM Online.

  • Can we update the data on the iPhone and then synchronize the updates to the CRM server?

In the actual version, JavistaCRM can only get the data from the server and display them on iPhone in a user friendly interface.

While we add some additional functions, for example: calling to the client by clicking on the telephone field, sending emails to the clients by clicking on the email field…

  • What is the pricing of JavistaCRM?

The price of JavistaCRM is 60€ OR 90$ per user per year, with all the updates and supports included.

If you order now, we can offer you a discount. So the final price is 45€ or 68$ per user for the first year.    BUY NOW

  • Why the client doesn’t work?

a.       Please check if you have installed our server side service.

b.      Please check if your iPhone OS has upgraded to the latest version.

c.       Please check if your iPhone has an unlimited internet connection.

  • Why this application is easy to crash after an upgrade?

Because the new version has changed the database structure. Please uninstall JavistaCRM totally and install it again.

  • Why this application always informs me this error message?

Cannot connect or disconnect.
ERROR
Domain = NSPOSIXErrorDomain
Code = 61

That’s because the server address and port in the settings are not correct. Please check your settings.

  • When synchronizing, it stops at the connecting part.

a.       Check out the server settings in the “Settings” application which is in the iPhone’s home screen.

b.      Check out your internet connections.

c.       If your iPhone’s 3G/GPRS service only works in a WAP network, it’s not supported, please contact your ISP services.

  • After synchronization, there are still no reports in the Report Entity.

a.       Make sure your server administrator has modified the reports into external use mode.

b.      Our solution only supports the following reports currently: Account Summary, Account Overview and Sales Pipeline

  • Can I search all the phone numbers of a contact?

Yes you can.

  • How can I cancel the waiting screen on the iPhone?

To avoid miss-touching the screen, there’s no such kind of button on the screen. Please press your home button and exit the application.

  • Why it informs the Server Error “Input string was not in a correct format.”

That’s because your administrator hasn’t publish the three Reports for External use. (See installation guide)

For more information conerning JavistaCRM, and the company Javista, please visite our site web http://www.javista.com

 Kind Regards,

Imad Hajjar

mscrmiphone

 

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Using Data Pre-Filtering in Microsoft Dynamics CRM Reports

November 16, 2009 Leave a comment

Have you been looking for a way to retrieve and view query results faster?  Pre-filter the data!

Data pre-filtering in Microsoft Dynamics CRM reports lets you retrieve and display result sets quickly, makes reports context-sensitive, and allows reports to be filtered using the Advanced Find feature. Data pre-filtering complements data filtering supported by Microsoft SQL Server Reporting Services, which limits the data returned by reports.  There are two ways that you can enable data pre-filtering:

  • Automatic Pre-Filtering:  Automatic data pre-filtering, which is suited for simple queries, can be enabled by aliasing entity tables in the queries. The alias name should begin with “CRMAF_”. When you enable automatic data pre-filtering using the “CRMAF_” prefix, Microsoft Dynamics CRM modifies the query to include a parameter (for example, P1), and then passes a query to the P1 parameter depending on how the report is being filtered. In other words, automatic data pre-filtering acts as a sub-query within an existing query.
  • Explicit Pre-Filtering: For complex queries such as queries using UNION statements, you might need to use explicit pre-filtering. Unlike in automatic pre-filtering, Microsoft Dynamics CRM does not rewrite the report query by passing values to the parameters during explicit pre-filtering when a report is uploaded to Microsoft Dynamics CRM. You have to explicitly make the required changes by adding the pre-filtering parameter to the report, and then reference the parameter in the query. You can then execute the query using dynamic SQL.

For detailed information about enabling data pre-filtering on reports, including query examples and the limitations of using automatic data pre-filtering with complex queries, see Using Filters in a Report .

Cheers,

Inna Agranov

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