Microsoft Dynamics® CRM Training
Setting Your Work Hours
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Setting Your Work Hours
Hi, and welcome to the Success Portal by xRM.com
By default, when a User is created in CRM Online, they are given a 24-hour, 7-days-a-week work schedule. The same goes for the operating hours of a newly created Facility/Equipment. However, users can edit these Work Hours.
In this tutorial, we will set our own Work Hours so that we have an 8:00-AM-to-5:00-PM-with-an-hour-long lunch, five-days-a-week work schedule. We will discuss the various options available to us when we set our Work Hours, and we will briefly discuss how to set the operating hours of Facility/Equipment.
The task of setting your own work hours requires privileges found in all default Security Roles. The task of setting the work hours of other Users or of Facilities/Equipment requires a Security Role of System Administrator, or equivalent privileges.
We begin by navigating to Settings > System > Administration. Now, click Users.
Open your own User record to edit your Work Hours. For this tutorial, we'll open "xRM Boss".
When the User form opens, click Work Hours, which is under Common in the left navigation pane.
We are then presented with the Monthly View, a calendar that displays our Work Hours.
Double-click the schedule text, which is defaulted to "All Day", on the date that we want our new schedule to begin. We'll choose April 23 for this tutorial.
The Edit Weekly Schedule dialog then opens. Here, we have three options to choose from. We could select This date only: to edit the schedule for one day. At the bottom, we could select Entire recurring weekly schedule from start to end, but that would affect reports regarding hours worked in the past. To avoid that, we'll select "From 4/23/2012 onward" and click OK, thus closing the dialog.
The Weekly Schedule dialog opens. This is where we set the days and hours of our schedule. Next to Work Hours, we indicate whether our hourly schedule is consistent on working days, or if it varies depending on the day.
Let's make our Work Hours consistent every day. Select the option Are the same each day, and then click the blue link, which defaults to "12:00 AM - 12:00 AM (24 Hours)".
The Work Day dialog opens. As we said before, we'll set our Work Hours to 8:00 AM to 5:00 PM, with one hour for lunch. Click the Add Break button. In the first Work Hours line, set the Start at "8:00 AM" and the End at "12:00 PM". In the Break line, set the Start at "12:00 PM" and the End at "1:00 PM". In the bottom Work Hours line, set the Start at "1:00 PM" and the End at "5:00 PM". Once the hours are set, click OK, thus closing the dialog.
Back at the Weekly Schedule dialog, our next step is to set our Work Days. All days default to checked, meaning worked. We'll set our schedule to Monday through Friday by unchecking Sun and Sat.
In the Business Closures field, we indicate whether or not we work outside of the operating hours of our organization. Let's select Observe, meaning that we do not work when the business is closed.
Since we selected From 4/23/2012 onward in the Edit Weekly Schedule dialog, CRM Online has auto-populated the Starting On field with the proper date. We have the option to change it, but we'll leave it as is.
Verify that the proper Time Zone is selected. Everything seems to check out, so we'll click Save and Close. The dialog then closes.
Back at the Monthly View, notice that all the dates prior to April 23 say "All Day", and every Monday through Friday after April 23 now says "8:00 AM - 5:00 PM". We have successfully edited our Work Hours. Now, close the User form.
Now, we'll quickly demonstrate where you can edit the operating hours of Facility/Equipment in CRM Online. Remember, the task requires a Security Role of System Administrator, or equivalent privileges.
Navigate to Settings > Business > Business Management, click Facilities/Equipment, and open the record you wish to edit. In the Facility/Equipment form, navigate to Common > Work Hours. Here is the Monthly View, where you can edit the operating hours just as we did with the Work Hours for "xRM Boss".
Thanks for watching.