Microsoft Dynamics CRM User Group – August 2016
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Microsoft Dynamics CRM
User Group – August 2016
Duplicate Detection Duplicate Detection Settings Duplicate Detection Rules Tips for Duplicate Detection Rules Duplicate Detection Jobs
Merge Records Advanced Find Data Management Quick Ways to Update Records Bulk Delete Records Imports User Questions Upcoming Webinars
Agenda
Data Management – Duplicate Detection Settings
• Where you turn on Duplicate Detection
• Set when Duplicate Detection Rules would trigger• When a record is Created or Updated• When the Outlook Client goes from
Offline to Online• When data is Imported
Data Management – Duplicate Detection Rules
• Duplicate Detection Rules:• Set the Entity for the Duplicate Detection
• Can look at two fields from two different Entities
• Set the Parameters of when there is a Duplicate• Case Sensitive
• Exclude Inactive Records
• Multiple Criteria for one Rule
• Create 3 Rules• Contact with the same email Address• Account Name with the same first 5 Letters and
same Business Address• Lead with the Same Full Name and email
address as a Contact
Duplicate Detection Rules - Demo
• Make the rules strict enough so duplicates are detected
• Do not make the rules so strict that everything is detected
• Utilize 2 conditions• Same Last Name and Email Address
• Look at Case Sensitive and Including Inactive Records
• Set up Rules to look at other Entities, especially with Leads
• You can only have 5 Duplicate Detection Rules per base Entity
Tips for Duplicate Detection Rules
Data Management - Duplicate Detection Jobs
• Duplicate Detection Jobs help locate Duplicates that already exist in CRM• Utilize Advanced Find Filtering to narrow down the
data where you are looking for Duplicates • Utilize the Published Duplicate Detection Rules to
locate Duplicates• Duplicate Detection Jobs can be run on any Entity
you have Duplicate Detection Rules set up for
• There are 3 main locations where you can Merge Records:
• A View within an Entity
• Advanced Find Results
• Duplicate Detection Job
• To Merge two records together:
• Checkmark the two records you want to merge(can only merge two records at a time)• You can Merge multiple Cases into one Case
• Click Merge in the Upper Ribbon
• Determine the Master Record
• Utilize all fields from the Master Record or pick and choose the fields you would like to be on the Master Record
• Click OK
• Child Records of the Merged accounts will be affected by the Merge depending on your Cascading Rules Set Up
• Record that was Merged will be deactivated and the Master will remain Active
Merge
• Bulk Edit Capabilities through Excel Spreadsheet• Bulk Edit in Advanced Find• Bulk Assign Records• Add to Marketing List• Deactivate/Activate Records• Share• Delete Records• Run Workflows
Advanced Find Data Management
• Assign• Share Records• Edit• Activate/Deactivate• Delete• Qualify/Disqualify Leads• Detect Duplicates from View• Add to Marketing List(Accounts, Leads and Contacts)• Re-Open Opportunities• Mark Complete and Cancel (Same Activity Type)• Set Regarding (Activities)• Add Activities to a Queue
Quick Ways to Update Records
• Bulk Duplicate Detection utilizes a Wizard
• Determine Records to delete through Advanced Find Filtering logic• You can utilized previously created and saved Views
• Set when the Bulk Deletion Job will begin
• Have an email sent to you when completed
Bulk Delete Records
Importing Data
Demonstration of Importing a list of new Account Records into CRMBest Practices:• Have all required columns(fields) completed on the
Import File (for record creation)• Only include the columns(fields) you want to update
on the Import File (for existing record update)• File must be .CSV for Record creation• File must be .XLS not .CSV for Record Update
User Questions
• There is not a current process to capture this Historical Information
• Two work around options to capture this information:• Deactivate the Old Contact, the historical information will
stay in CRM
• Add a field to the Contact Form that User’s can enter Past Companies the Contact has worked for
“Along the same lines of duplication detection, once we detect this - is there a way to show that this individual has worked for prior companies? For example Bob Smith at ABC Company shows as a duplicate at 123 Company - how can we merge them but keep the historical info?”
• Quote Templates is a Custom Entity, Ledgeview Partners would be happy to help set up a Standard Quote Template• If you are interested in the Quote Template Entity, Ledgeview Partners
can help set this up for you
• Marketing Lists can be used on several different Campaigns and Campaigns can use multiple Marketing Lists• This is called a 1 to Many Relationship and why you cannot pull a view
or Out of the Box Report to show which Campaigns are using which Reports
• A potential option to help organize would be to create a customized report
“Would like Quote templates for common/standard products/services. Also, marketing Campaign Lists get confusing to manage when we have literally dozens of active campaigns.”
• Prior to upgrading ensure that everyone is on Outlook Client 2015• If anyone is on Outlook 2013, upgrade them to CRM
Outlook Client 2016 after you upgrade CRM to 2016
• If there are a large number of Add-Ins in Outlook, this can cause Outlook to crash after Configuring the CRM Client• I recommend removing any Add-Ins not being used
After I authorized my organization to upgrade to CRM 2016, through the admin portal, the Outlook client caused Outlook to hang. I eventually had to remove the link to CRM from Outlook Data Files using the Mail utility in Control Panel, for some users.
• If you have Duplicate Detection Rules turned on, you will be notified if you are creating a duplicate, but will allow you to bypass this warning and save• If you are doing an import, the duplicate records
based on your duplicate detection rules will fail
• The duplicates that are currently in the system could have been created prior to Duplicate Detection Rules being Published
• I recommend utilizing Duplicate Detection Jobs to locate duplicates and merge them
• You can utilize Bulk Record Deletion to Delete records• I recommend Merging Records in case there is any
additional information in the Duplicate Records
“We have a lot of duplicates and it seems when you enter a screen says there is one and you can't save yet we have so many that are saved and I'm not sure how this happens?”
On Demand CRM User Group Webinars
Resources
Support Consultant TeamContact Information:
Phone: 920-560-6888
Email: [email protected]
Monday-Friday 8-5pm Central
Michael Dodds Tyler Felton Josh PhilippsTaylor Nassen
Ledgeview’s CRM for User Group Webinar
Topic: Advanced Find
Tuesday September 20th, 2016
Automating Field Service through
Work Orders and Mobile
Wednesday September 21st, 2016
Upcoming Webinars
Driving Sales with Targeted
Lead Nurturing Strategies
Thursday September 22nd, 2016
To Register: Visit LedgeviewPartners.com
Click News and Events, Scroll to the Upcoming Webinars section.
Upcoming Webinars
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