Microsoft Dynamics® CRM Training
Creating a Site
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Creating a Site
Hi, and welcome to the Success Portal by xRM.com.
In CRM Online, Site records represent the office locations where your customer service operations are performed, such as call centers or repair shops. Each Site can have its related User and Facility/Equipment records. Sites are used by the service-scheduling engine to ensure that Service Activities are not scheduled with unavailable Resources.
In this tutorial, we will create a Site that represents our organization’s call center where we field calls and house some of our company vans. We’ll then add Resources to the Site, such as Users and Facility/Equipment. Lastly, we will schedule a Service Activity using the Site to ensure that the necessary Resources are available to complete the Service.
This task requires a Security Role of System Administrator or System Customizer, or equivalent privileges.
We begin by navigating to Settings > Business > Business Management. Now, click Sites.
In the toolbar, click New.
The Site form opens with the temporary name of “New”. By default, only the Name and Time Zone fields are required, as noted by the red asterisks. Let’s give this Site the name, “Call Center”. We can fill out other information such as Main Phone and Primary Address. The proper Time Zone is already selected, so we’ll click Save in the ribbon.
CRM Online creates the Site, and now we can add Resources. To do so, click Resources under Common in the left navigation pane.
We now see the Site Resources Associated View. Click Add Resources in the toolbar.
The Look Up Records dialog opens. Let's set the Look for field to "User". We’ll select “xRM Guy”, “xRM Salesman”, and “xRM Salesman 2”. We’ll then click Add.
Now, set the Look for field to "Facility/Equipment”, select “Van 01”. This is a sampleFacility/Equipment record that I created for this tutorial. We’ll click Add, and then OK, thus closing the dialog.
Now, we see the three Users we just added in the Site Resources Associated View. Let’s close the Site form.
We have now created a Site and added some Resources to indicate which Users and Facilities/Equipment operate at that location.
Let’s see the benefits of this Site in action. Now, when we schedule a Service Activity, CRM Online can tell us whether or not all of the Resources required to complete the Service are available and operate out of the same location.
Navigate to Service > Service Calendar. Click Schedule in the ribbon. The Service Activity form opens with the temporary name of “New”, as well as the Schedule Service Activity dialog.
In the dialog, in the Service field, select “Product Repair”, a Service I created for this tutorial. In the Form Assistant, we can see the required Resources for the Service. We must choose two Resources from the same Site. Let’s choose “xRM Salesman” and “Van 01”. Remember, we added both of these Resources to our Call Center. Now, click the Find Available Times button.
In the list of Available Times, we have a number of time slots we can choose from.
Now, let’s see what happens if we don’t use the Form Assistant, and select two Resources manually that are not located in the same Site.
In the Resources field, use the lookup icon to select “xRM Guy” and “Van 02”. Van 02 is a Resource I created for this tutorial that is not located at the Call Center.
Now, click the Find Available Times button. As you can see, in the Available Times area it says, “No records are available in this view.”
Since we tried to schedule a Service Activity with two Resources located at different Sites, we were unable to find a time slot.
Thanks for watching.