Microsoft Dynamics® CRM Training

First Steps

Video Details

System administrators in Microsoft Dynamics CRM Online 2011 play a pivotal role in dictating how users in their organization will interact with the system.

There are a few things that every system administrator should do before other users start to use the application. We walk you through the process of installing the sample data so users can experiment with the system. We also expose the System Settings area where you can ensure that primary defaults such as language and currency are correct.

Topics covered also include auditing, e-mail tracking, and welcome messages.

Video Summary

First Steps

This video is designed to help the System Administrator begin with a first few tasks in configuring a new Microsoft Dynamics CRM Online instance. You will need to have a System Administrator security role to do the tasks. The video covers two major tasks: installing the sample data, and configuring the system settings.

Installing the Sample Data

Sample data is provided by Microsoft for users to use experiment with when learning. You can tell which records are sample records because they have "(sample)" appended to their names. Here's how to install the sample data. Navigate to Settings > Data Management and click Sample Data. When the Sample Data window opens, it will tell you if the sample data set is currently installed on the system and give you the choice to install it if it isn't or uninstall it if it is.

You can uninstall and reinstall the sample data in a fresh state as needed to train new users. You can also create your own sample data sets. Read how to do both in our blog entry, Practice Makes Perfect—Sample Data in Microsoft Dynamics CRM 2011.

Configuring the System Settings

Navigate to Settings > Administration and click System Settings. When the System Settings dialog opens, you'll see many tabs along the top for the various categories of system settings. Click Help in the bottom left corner of the dialog to read the descriptions.

A few of these settings should be taken care of right away.

Set the full-name format - In the General tab, in the section called Set the full-name format, choose from the drop-down list the order of first name, last name, and middle initial that your company prefers. Note that this is a good decision to make at the beginning because it affects only future database entries, not existing entries.

Start Auditing - In the Auditing tab, check Start Auditing to enable auditing globally. No auditing can occur unless this box is checked. Additionally, check the boxes for the primary areas you may wish to audit. More detailed auditing settings can be made in other areas but those settings will have no effect unless auditing is enabled globally here.

Use tracking token - In the E-mail tab, check the Use tracking token box so that the subject lines of new e-mail messages will be appended with a token that makes it easier to associate related messages in the database. It's a good idea to enable this and choose the format of the token before users start adding e-mail messages to the database because it only affects new messages.

Thank you very much for your time.

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