Microsoft Dynamics® CRM Training
Managing Your Activities 02
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Managing Your Activities 02
This is Part 02 of a two-part tutorial. We recommend watching "Managing Your Activities 01" before viewing this video.
Now that you have learned how to manage your Activities through Filters, Views, and the Search function in the Workplace module, it's time to learn about the value of using Charts to make sense of your Activities.
Similar to how Filters allow you to sort Activities based on field values, Charts allow you to zero in on certain Activities visually.
We begin in Workplace > My Work > Activities. Here, in the My Activities View, we can see all of our Activity records. Now, on the far right side of our window, we can see a thin bar that says, "Click here to view the chart." When we move our cursor over the bar, it changes color. Once it does that, click the bar.
The Chart pane expands and we can see a Chart representing our data, more specifically, our Activity records. At the top of this pane, we can see the Chart name. We see here a Chart called "Activities by Month Due". With this Chart, we get a sense of when we will be busiest by seeing when our Activities are set to be complete.
By clicking the arrow next to the Chart name, we are able to choose from a number of other System Charts, each one showing us different information regarding our Activities. Let's select Activities by Type and Priority.
This bar chart presents us with the various Activity Types that are assigned to us. Through color coding, it also shows us the priority level of these Activities.
Say we wanted to see a visual representation of our Activities with the Due Date falling within the next seven days. All we would need to do is click arrow in the Due: field. When the submenu appears, select Next 7 days.
Notice that when we do this, not only does our list of Activity records refresh, the Chart does as well. See how there are only two colors, red and blue, instead of three as there were a second ago? That's because there are no low priority Activities due in the next seven days.
CRM Online dynamically refreshes the data in the Chart to represent the records we are looking at in the View. That way, if we navigate to a different View, we're not seeing a Chart that does not represent the records we are examining.
One last thing to point out, notice that at the bottom of the Chart pane it says, "Click on the chart to perform Drill Down". Not only can we see a visual representation of the View we are looking at, we can see what records represent specific portions of the Chart simply by clicking on them.
So if I want to see which Phone Call in the Chart is High Priority, I can click it, and CRM Online will present me with the record. I can then return to the previous View by simply clicking the white portion of the Chart.
By using Charts to manage your Activities, you can identify Activities based on a specific set of criteria with a few clicks, making Charts a powerful tool to complement Filters, Views, and the Search function.
Thanks for watching.