Microsoft Dynamics® CRM Training
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Microsoft Dynamics 365 allows for customizations in order to ensure that its tools are a benefit to your organization, specifically. This video will go over basic customizations. Almost every organization that uses Microsoft Dynamics 365 will make basic changes to the interface. This video briefly shows how to customize a form, how to create and customize a view, and will introduce how to customize or create a Business Process flow, and how to create a simple automated process called a workflow. Let's start with customizing forms. First, click the down arrow to the right of Sales along the top of the screen, click the Settings tile, and choose Customizations within the Customization column. On the page that appears, click Customize the System. If the desired entity isn't already expanded, click to expand Entities, then click to expand the desired entity. The Account entity automatically opened for me, so I'll do an example using it. Since we're customizing a form right now, click Forms. Here, you can create new forms and delete forms, but we're going to edit an existing form for now. Find the desired form in the list. I want to edit the standard form that appears when you click to create a new form within the Accounts entity, so I'm going to select the basic Account form. You'll notice that the form type is main. I'll double-click the row for the Account form to open. On the form that appears, the middle section shows the fields and layout of the form, and you can customize as little or as much as you want. For today, I'll show you how to remove existing fields from the form, add existing fields into the form, and create new fields. To remove a field, simply click to select it, then click Remove. No worries if you remove a field by mistake, however. All you need to do to add a field is find it in the list of existing, unused fields along the right side of the window, click and hold, drag it to the desired location, and when you see a red line where you want the field to go, release the mouse. It's as simple as drag and drop. If the desired field doesn't exist, however, creating it is simple. Just click New Field. In the window that appears, enter text for desired Display Name. When you move on to the next field, the Name field will autopopulate with the word new, underscore, and the display name you just entered. Click the Field Requirement field and choose the level of requirement - you can select Optional, Business Recommended, or Business Required, to determine whether or not the user will have to complete the field prior to saving the form. For the Searchable Field, choose Yes or No from the dropdown list to determine if results will populate when a user searches Dynamics 365 for the contents of the new field. Toggle the radio buttons for Field Security and Auditing between enable and disable as desired. Within the Type section, click the Data Type field and select the desired field contents type from the dropdown list. Please select this option carefully; while some fields, you'll want users to enter text freely in, such as street addresses, it is to your benefit to use other data types for many fields, to ensure consistent naming conventions throughout and make running reports easier. For example, if a yes or no answer is needed, choose Two Options, or if a dollar amount is needed, select Currency. For this field, I'll choose Single Line of text, since I want a fax number to be entered. The rest of the fields below this will update based on the selection in the Data Type field. Choose Simple or Calculated from the Field Type dropdown list. Within the Format field, choose the most appropriate format for the response. For a fax number, the Phone format is the best choice. I'll leave the Maximum Length and IME Mode fields as is for this example. Click Save & Close when finished. Let's click New Field again and walk through adding another type of field. Again, I'll enter the Display Name, and it will autopopulate the Name field. I'll leave the rest of the details as is and move on to the Type field From the Data Type dropdown list, let's choose Lookup, since we want the field to be completed with a contact name. For Target Record Type, I'm going to choose Contact from the dropdown list. Relationship Name will autopopulate. Click Save & Close. Back on the Account form customization page, your new fields will appear in the list of existing, unused fields in the list along the right side of the window. Select each field, in turn, and drag and drop it into the desired location within the form. When you've added all desired forms, click Save As. In the popup window, name the form. You can leave the name the same to simply update the existing form, or you can change the name to create it as a new form. If you change the name, which I'll do now, then after activating and publishing the form, both versions will be available as options when a new record is created. I'll show you what this looks like in a bit. After naming, click OK. Click to expand Components, then Entities, then Accounts, and choose Forms within the Account entity. Click the check mark to the left of the updated form name, and click Activate. After activating, ensure the form is still selected, and click Publish All Customizations. Now, your new form will be active within Dynamics 365. Navigate to the Accounts entity by clicking the down arrow to the right of Settings along the top of the screen, clicking the Sales tile, and choosing Accounts. Click New. Since I renamed the form, I'll click the down arrow for Account: Information above New Account and my new version of the form will appear here. If you simply saved updates to the form without renaming, your form will be the only one available, and you won't need to toggle between the two. But since I renamed the form, I now have two form options whenever I create a new account. So, if I select the one I just created from the dropdown list, my updated form will open. As you can see, the fields work as intended: I can type, in phone number format, into the Fax 2 field, and I can click the magnifying glass for the Secondary Contact field, and use this field just as I would any other lookup field within Dynamics 365. I'll either choose an individual from the dropdown list, click Look Up More Records, or click New. If I choose Look Up More Records, a lookup window will open in which I can search for and select the desired individual. Next, let's go over how to create and customize a public view. Views are what you see when you navigate to an entity. You can change the view by clicking the down arrow to the right of the view name. These views can even be used to populate dashboards. So, let's go back to the Customizations page we were on earlier. Click the down arrow next to the app name, choose the Settings tile, and click Customizations. Click Customize the System, like we did earlier. In the window that appears, click to expand Entities, then click to expand the desired entity. Choose Views within the desired entity. Click New to create a new view. Enter a name for the view and a description, if desired, and click OK. You can add whatever columns you'd like to be included in the view easily by clicking Add, checking the boxes for the desired field or fields -- you can add multiple fields at once, like I'm doing now, if you want -- and clicking OK. To edit the properties for a column, click the column name and choose Change Properties. For example, I want the whole Account Name to show, so I'm making this column a bit wider; when finished, click OK. You can also edit what this list filters for -- after all, the idea of views is that they show you the specific information that you want to see, and filters are how they do that. So, click Edit Filter Criteria. I want this list to show only active accounts in California, so I'll click the dropdown and choose Address 1: State/Province. Click Equals to edit the operator. I'll actually leave it set to equals for today, but as you can see, there are quite a few options. Next, I'll click the Enter Text field and type CA. So my first filter is narrowing down my view to Accounts in California. To add another filter, click Select for the next criteria, and choose the desired field to filter by. I'll choose Status, leave the operator set to Equals, and click Enter Value: Status, click the ellipses, choose active and click the double right arrow to move Active to the Selected Values list. Click OK, then click OK again if you don't want to add additional filter criteria. This is a very simple example, but you can add as many filter criteria as desired. To rearrange columns, click the desired column name and use the arrows to move it either left or right. Click Save & Close. Now, scroll down and click the check mark to the left of the new view name. Click the More Actions dropdown menu. Before your view will be visible in the system, you need to activate it, so let's click Activate. Click More Actions again. Here is where you can come later on if you want to edit or deactivate a view as well, but for now, let's just set this as my default view. Click Set Default. This means that when I open the Accounts entity, the first thing I see will be the view I just created. Before any changes are visible, you also need to publish them. So now, click Publish All Customizations. Let's close the customizations window now, and navigate back to the Accounts entity. Click the down arrow to the right of Settings, choose the Sales tile, and click Accounts. Since I set my new view as default, I am automatically seeing the CA Accounts view. I can still change to another view, like before, by clicking the down arrow to the right of the view name and selecting another view. Just a few more basic customizations to cover before we wrap up. Let's edit a business process flow. Business process flows show you exactly where you are at all stages of, for example, turning a lead into an opportunity, and what steps you need to take to get to the next stage and qualify the lead. Click the down arrow to the right of Sales along the top of the screen, then choose the Settings tile. Click Processes. Click the down arrow to the right of the view name, and choose Business Process Flows. Double-click the row for the business process you'd like to open. Here, you see a visual representation of the business process flow, and can add stages, conditions, steps, and even workflows to the business process flow. Click a stage of the process to expand, then, whichever portion of the stage is selected, you can configure properties and components of in the right sidebar. Add a component on accident? No worries, just select it and click Delete. Confirm deletion, and it's like it was never there! To add a step within a stage, select the stage you'd like to add it to, click Add, and choose Add Step. Click to expand the stage, and you'll see your new step. Configure the step in the right sidebar, then click Apply. You can even select a step, click Cut, and then expand the desired stage, and click the plus sign where you want to paste the step. Click somewhere on the process flow preview map to go there within the editor. If you add a step by mistake or just want to remove it from the business process flow, click to select it, then click Delete, and confirm deletion in the window that appears. You can perform as much or little customization on business process flows as makes sense to you. That's it for this introduction to Basic Customization in Microsoft Dynamics 365. Thanks for watching this video by xRM!