Microsoft Dynamics® CRM Training
Flagging Items for Follow Up
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Flagging Items for Follow Up
Hi, and welcome to the Success Portal by xRM.com.
In CRM for Outlook, you can give yourself visual reminders to note or remember certain records by flagging them. You can flag records with default dates like Today, Tomorrow, and Next Week. You can also customize your flags with specific dates.
In this tutorial, we will set a custom flag for an Opportunity record, and then view all of our flagged items.
This task requires privileges found in all default Security Roles.
We begin in CRM for Outlook and navigate to Sales > Opportunities.
This is a View showing all of my open Opportunities. Let’s say I just received an e-mail from the potential customer “Variety Store (sample)” and I need to follow up with them on Tuesday of next week. To do this, right-click the blank flag icon on the right of the listed record.
As you can see, we have a number of options available to us. However, there is no “Next Tuesday” options, so we’ll select “Custom…”.
The Custom window opens. In the Flag to field, we have a few options to choose from, such as “Call”, “Arrange Meeting”, and “Send E-mail”. We’ll leave “Follow up” selected though.
Since the potential customer wants us to follow up next Tuesday, we’ll set that date as the Start Date and Due Date.
Let’s set a reminder for ourselves as well by checking the Reminder box. We’ll set it to next Tuesday at 8:30AM.
Now, click the OK button to create the flag and close the window.
We now see a follow up flag next to the Opportunity.
Before we go to where we can see all of our flags in one place, let’s set a Quick Click.
A Quick Click is essentially the default flag when you left-click the flag icon. So if I click the blank flag icon for the Opportunity called “Will be ordering about 110 items of all types (sample)”, I’ll create a flag marked to be complete by today. So every time I click the blank flag to create a follow up, it will be a follow up for the current work day. Let’s say we want the default to be for no date, just a flag that indicates we need to pay attention to this record.
To do this, we’ll right-click the flag, and then select “Set Quick Click”. The Set Quick Click window opens. In the dropdown menu, select “No Date” and then click the OK button to close the window.
Let’s say that we followed up with a record. To mark it as complete, click the red flag icon, and then a grey checkmark appears indicating that it is complete.
If we want to remove the flag or checkmark, we would simply right-click the flag, and then select “Clear Flag”.
Now, if you want to view all of your follow ups in one place, click the Tasks icon at the bottom of the left pane, which looks like a red checkmark on a clipboard.
We now see our To-Do List, and all overdue follow ups are marked in red.
We have successfully set a custom follow up date, a reminder, and viewed our To-Do List.
Thanks for watching.