Microsoft Dynamics® CRM Training
Managing Your Activities 01
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Managing Your Activities 01
This is Part 01 of a two-part tutorial.
Now that you have learned how to create and work with Activities in the video "Understanding Activities", it's time to learn how to manage your Activities on a daily basis.
Let's say you've just arrived to work, and you've signed in to Microsoft Dynamics CRM Online 2011. Where should you begin? What calls do you need to make? What does your day, week, month, or even year look like?
One place you can answer these questions is in the Activities area of the Workplace module. Here you can access different Views, filter records by Activity type and due date, and use the Search function to find specific terms or keywords within the Activities.
In this tutorial, we'll use the various filters of the Activities area in order to demonstrate the organizational benefits of CRM Online. We'll also use the Search function in order to locate a specific Activity.
We begin in Workplace > My Work > Activities. By default, CRM Online presents us with the My Activities view. We have the option to change our default view if we so choose, but My Activities presents us with a good overall understanding of the Activities we are responsible for.
Now let's see the many Views we have available to us here by clicking the view selector arrow next to the name of the currently displayed View. This displays a list of Activity views that apply to all of the Activity types from Task to Recurring Appointment.
By clicking any of these Activity types, we are presented with a number of System Views, Personal Views, and Shared Views to choose from, all relating to that Activity type. Notice that under each Activity type, CRM Online gives us the option to create a Personal View within that Activity type.
Let's click Phone Call, and then in the submenu, click My Phone Calls. We are now at the My Phone Calls view. Here we can see all Phone Call Activities of which we are the owner. At a glance, we can see the Recipient, the Phone Number, the Subject of the call, what the call is Regarding, the Priority, and the Due Date of the call.
By clicking the heading of a particular column, which is also a field or attribute of the entity, we can change the order of the list. Let's click Priority to see what calls are most important. Now all Phone Calls with a Priority of "High" are at the top.
Over here in the Due: field, we can further filter this View. By clicking this arrow at the end of the field, we can choose between filter options such as Overdue, Today, and Tomorrow. Click Next 7 Days and CRM Online presents us with Phone Calls with a Due Date that matches the filter criteria.
As you can see, we began in the My Activities view with a long list of Activities, all with various due dates and priority levels. With a few clicks, we've narrowed that list down to a handful of Phone Calls that we need to make in the next seven days.
Now let's return to the My Activities view by clicking Activities under My Work in the Workplace module. Let's say that we had a very long list of Activities here, but we were looking for an individual one. If we know the Subject of the Activity, we don't have to scroll through this view looking for it, and we don't have to use filters either. We can simply use the Search function in the tool bar above the view.
Here we can search Activities by Subject to locate a particular record or records. Say that we know that somewhere in this list of Activities is one regarding our company's quarterly report. So let's type in "*Quarterly Report" and click the Search icon (a small magnifying glass). Notice that I placed an asterisk in front of "Quarterly Report". This way, CRM Online will search for results that contain "Quarterly Report".
And there it is. Our Activity is visible in the Search Results view.
One more navigation tip to point out before we wrap this up. If we return to the My Activities view, notice at the bottom of the window the word "All", a number sign "#", and the letters "A" through "Z". Rather that scrolling through our list of Activities, we can jump to all Activities that begin with a particular letter of the alphabet. So let's say we wanted to view all Activities that started with a subject of "Follow-Up", we would click "F". See all of these Activities have a subject that begins with the letter "F"
Through the use of these filters and the Search function, you can identify Activities based on a specific set of criteria with just a few clicks.
In Part 02 of this tutorial, we demonstrate how to manage Activities through Charts in CRM Online.
Thanks for watching.