When designing Workflows within CRM you will be able to add rules to the Workflow. Below are details of the different options you have and a brief description for each different type.
Primary
The Primary Rule is used at the start of the Workflow to create a new entity that is part of the workflow. A light purple arrow in the workflow tree symbolizes a Primary rule. From a user point of view the rule would replace the ‘New’ icon in Opportunities, however it would be possible to name the Rule New Opportunity and the new.gif file as the alternative image.
Primary rules are only effective for Cases, Opportunities, Solutions and Leads (not Companies and People).
Transition.
If you want to connect two different states within a workflow, you would use transitional rule. A Purple arrow in the workflow symbolizes a Transition Rule.
Conditional
A conditional rule can be used within the workflow to create two sets of actions. One is executable when the JavaScript condition is true, the other when the JavaScript is false. When the user selects the rule then the actions will be executed. Two Purple arrows symbolize the Conditional Rule, one with a green tick (true) and one with a red tick (false).
Escalation
An Escalation rule can be used to trigger an action or series of actions based on SQL Where clauses. A Blue arrow in the workflow symbolizes an Escalation Rule.
Global
By using the Global Rule the rule will always be available, but they do not workflow into another State. A Blue arrow with a Purple Circle symbolizes a Global Rule.
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Monday, 11 August 2008
Thursday, 31 July 2008
Inline Translations
In Line Translations
In line translations gives you the option to rename fields in the system as you go along. To activate this go to Administration>Customisation>Translations and check the Inline Translation Mode box.
Once this is ticked, when you go back into the system you will notice that the fields you can change will be displayed differently. They will now have an underline and asterisk which if you click on will you allow you to change the label of the field to something you want, e.g state changed to County.
When you have finished go back to Translations and uncheck the tick box to turn Inline Customisation off.
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In line translations gives you the option to rename fields in the system as you go along. To activate this go to Administration>Customisation>Translations and check the Inline Translation Mode box.
Once this is ticked, when you go back into the system you will notice that the fields you can change will be displayed differently. They will now have an underline and asterisk which if you click on will you allow you to change the label of the field to something you want, e.g state changed to County.
When you have finished go back to Translations and uncheck the tick box to turn Inline Customisation off.
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Workflows
Listed below is a brief guide to creating a new workflow.
Before you start
When building a new workflow it is a worth while exercise to do the following
- Check you have enabled your CRM system to have Workflows running. To do this go to Administration>Advanced Customisation>Workflow and Escalation Configuration
- Create a plan of what you want your workflow to do. Make notes of various stages, tasks to be completed at each stage etc.
- Make sure any work needed to the system has been completed, for examples any customisations to fields or screens.
- Customised any Stage and Status selection lists for Cases, Opportunities, leads or Solutions. Make sure these are right as what may define a state in a workflow could depend on this.
When you are happy you have anything in place you can then start creating your workflow.
Creating a new Workflow
To create a new workflow go to Administration -> Advanced Customisation -> of Workflow and click on the new icon. Give the workflow a name and description and tick weather it is enabled or not.
When you click on Save you will the be shown the workflow tree for you to design. On this page you will be able to add the different States and Rules for your Workflow to work.
To add new states click, on New State and enter the relevant details. Do this for all the states required and when you have completed this drag them from the top of the screen under Available States onto the screen where you want them to be within the workflow tree. When you have the design correct you can then add new rules, to do this click on New Rule, enter the relevant details. When you do this the rules will be added to the left of the tree under the Header Available Rules. To apply click and drag the rule to the state where you want it to apply
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Before you start
When building a new workflow it is a worth while exercise to do the following
- Check you have enabled your CRM system to have Workflows running. To do this go to Administration>Advanced Customisation>Workflow and Escalation Configuration
- Create a plan of what you want your workflow to do. Make notes of various stages, tasks to be completed at each stage etc.
- Make sure any work needed to the system has been completed, for examples any customisations to fields or screens.
- Customised any Stage and Status selection lists for Cases, Opportunities, leads or Solutions. Make sure these are right as what may define a state in a workflow could depend on this.
When you are happy you have anything in place you can then start creating your workflow.
Creating a new Workflow
To create a new workflow go to Administration -> Advanced Customisation -> of Workflow and click on the new icon. Give the workflow a name and description and tick weather it is enabled or not.
When you click on Save you will the be shown the workflow tree for you to design. On this page you will be able to add the different States and Rules for your Workflow to work.
To add new states click, on New State and enter the relevant details. Do this for all the states required and when you have completed this drag them from the top of the screen under Available States onto the screen where you want them to be within the workflow tree. When you have the design correct you can then add new rules, to do this click on New Rule, enter the relevant details. When you do this the rules will be added to the left of the tree under the Header Available Rules. To apply click and drag the rule to the state where you want it to apply
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Monday, 23 June 2008
Views
If you have recently updated a CRM system, and you are having issues concerning Views within the system then you may need to refresh the Metadata. An example of this would be the view is available in CRM, but not within the database when you view it in SQL Enterprise Manager.
To refresh the Metadata go to, within CRM, Administration>System>Metadata and select the option you want to refresh, either Views or All.
Recheck the system and any issues you were having will be resolved.
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To refresh the Metadata go to, within CRM, Administration>System>Metadata and select the option you want to refresh, either Views or All.
Recheck the system and any issues you were having will be resolved.
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Monday, 12 May 2008
Merging Companies
It is very simple for you to merge companies in CRM. If you use the following as an example.
Company Michael’s Chocolate Shop is taken over by Michael’s Bigger Chocolate Company. If you want to merge all the records just do the following.
Find – Michael’s Bigger Chocolate Company and click on Change. From the right hand side of the screen click on Merge Company, this will display an extra tab at the bottom of the page. From the Merge Company tab select the source company – Michael’s Chocolate Shop, and click save. This will move all the data to Michael’s Bigger Chocolate Company. All People will also be moved to the new company.
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Company Michael’s Chocolate Shop is taken over by Michael’s Bigger Chocolate Company. If you want to merge all the records just do the following.
Find – Michael’s Bigger Chocolate Company and click on Change. From the right hand side of the screen click on Merge Company, this will display an extra tab at the bottom of the page. From the Merge Company tab select the source company – Michael’s Chocolate Shop, and click save. This will move all the data to Michael’s Bigger Chocolate Company. All People will also be moved to the new company.
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Thursday, 24 April 2008
Creating Email Templates
Email templates can be created for you to use whenever you need to use them, they can be as simple or as advanced as you need them to be. To create a template follow the steps listed below.
- Go to Administration>Email and Documents>Email Templates, and enter the following details
- Template Name – What you want the template to be called
- Entity – Select what entity you want the template to run against, this will restrict the access of the template to the entity you have chosen, for example if you chose “Person” then you will be able to chose the Person fields to be included in the template.
- From Address – This will use the users default email address, but you can add other email addresses or aliases if you require. To do this you will need the relevant security rights.
- Email Text – In the large field on the screen add the text you want to appear in the template. You can also add fields to the text as well to pull though the data you want to appear in the template for example “Dear #Pers_Firstname#” which would display Dear Steven if the person name was Steven. Include the relevant text for the rest of the template. It is also possible to format the text in HTML format if required.
- Attach any relevant global or local files if needbe
When you have completed this you can click Save which will then add the template to the templates available when sending email from the person entity.
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- Go to Administration>Email and Documents>Email Templates, and enter the following details
- Template Name – What you want the template to be called
- Entity – Select what entity you want the template to run against, this will restrict the access of the template to the entity you have chosen, for example if you chose “Person” then you will be able to chose the Person fields to be included in the template.
- From Address – This will use the users default email address, but you can add other email addresses or aliases if you require. To do this you will need the relevant security rights.
- Email Text – In the large field on the screen add the text you want to appear in the template. You can also add fields to the text as well to pull though the data you want to appear in the template for example “Dear #Pers_Firstname#” which would display Dear Steven if the person name was Steven. Include the relevant text for the rest of the template. It is also possible to format the text in HTML format if required.
- Attach any relevant global or local files if needbe
When you have completed this you can click Save which will then add the template to the templates available when sending email from the person entity.
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Assigning a Default Email Template
To create a email template as the default option users can go to My CRM>Preferences and changing the default email template. It is also possible for the System Administrator to assign these from the User Preferences connected to the User Profile.
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