Self Guide Lab

7/29/2019 Self Guide Lab

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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
http://crm/Contoso1http://crm/Contoso1http://crm/Contoso2http://crm/Contoso2http://crm/Contoso2http://crm/Contoso2http://crm/Contoso1


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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.
http://crm/Contoso1http://crm/Contoso1http://crm/Contoso1http://crm/Contoso1


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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


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


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


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


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


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

Documents

Self Guide Lab