Microsoft Dynamics CRM Social Overview Works Like Your Favorite Social Media Site

August 28 2014 11:56 by Fred Varin
Social Overview is one of the most powerful new Microsoft Dynamics CRM features and it’s customizable.  In the Microsoft Dynamics CRM Social Overview ‘What’s New’ section, you can:   ·         View each user's profile and add personal data and your picture to your own user profile. ·         Follow updates about your colleagues (users) ·         View updates on records you follow in the database ·         Receive feedback from other users based on your activity   You can follow users, contacts, accounts, leads, opportunities, cases and also custom entities.  Go to each entity you wish to follow and select Follow. You can later filter your view by entity.  For example, you can select to just view opportunities. The view in ‘What’s New’ is limited to 1000 records.   You may need to work with your CRM administrator to adjust your activity feed criteria.  The Microsoft Dynamics CRM Social Overview is a great way to keep track of important activity in your organization.  For more information or a demonstration, contact us at 800-880-1960.

TopLine Results CRM Hosting Backups

August 19 2014 09:32 by Dan Boehm
Do you trust your critical data to an online cloud provider?  Is your data adequately backed up?  What would happen to your business if there is a disaster of some kind? These are important questions to which every business owner should have answers.  TopLine Results is a cloud services provider for contact management and customer relationship management (CRM) software.  As a hosting provider, we employ several methods of data back-up to ensure our clients’ data is secure and retrievable in the event of some kind of system failure or disaster.     We perform hourly backups for our customer databases which allow us to quickly restore a database, helpful in the situation where a customer has accidentally deleted a large group of data records.    We also back up our entire collection of servers daily.  We are able to quickly restore an entire server from that backup if necessary. Finally, we transmit our customers’ data to Microsoft’s Azure cloud servers which are located in an entirely different region of the world.  By storing data off-site, we provide an extra layer of back-up redundancy. At TopLine Results, we take data seriously.  Providing a robust backup plan to our clients allows them to rest assured that they will not lose their data.  If you are considering a cloud solution for your data, be sure you know the backup strategy for your provider. If you would like more information about CRM hosting with TopLine Results, contact us at info@toplineresults.com.

TopLine Maps - Video Series

July 21 2014 16:58 by Jackie Brajner
TopLine Results released TopLine Maps for Microsoft Dynamics CRM in the spring of 2014.  This free add on for Microsoft Dynamics CRM allows users to export contacts and accounts to Google Maps for quick routing and business travel planning. Check out our YouTube channel for a series of videos highlighting TopLine Maps.  View our videos to learn how TopLine Maps helps you organize and simplify your business travel including: ·         Tracking business mileage ·         Mapping a view of your contacts within a defined area ·         Routing client visits ·         Finding nearby restaurants. Ready to get started with TopLine Maps?  Download your free copy today.

Microsoft Dynamics CRM Quick Tip: Emailing Multiple Contacts Using a Template

July 10 2014 09:00 by Kimberly Goulet
In this final installment in my series about using email templates in Microsoft Dynamics CRM, we will review how to email multiple contacts using a template, also called a mail merge.  An email-based mail merge allows you to send an identical email to several contacts at one time, avoiding the repetition of sending out separate emails.  The mail merge will generate individual emails to each selected contact, so that each recipient will see only their own email address in the ‘To’ address, and not a long list of email addresses.  This is important because a) it can appear unprofessional to include multiple unknown recipients in the ‘To’ address; and b) contacts are often not happy about having their email addresses broadcast to outside individuals.  In this article, we are working with the Microsoft Dynamics CRM 2013 web client.   Sending the EmailIn CRM, you will need to create a lookup using a simple search or an advanced find, or you can use a marketing list to generate your mail merge.  In this case I have selected several individuals in a simple lookup. Next, click on the ellipsis in the toolbar to see the available actions.  Click on ‘Send Direct Email.’You will then see the dialogue box for creating the mail merge, as shown below.  Select which email template you wish to use, make sure to choose the radial button for ‘Selected records on current page,’ then click ‘Send.’  The email merge is now sent and will appear in your Outlook ‘Sent Items’ folder as an email for each recipient.  Two words of caution: ·         Be sure to review the email template you will be using to ensure it is exactly the way you wish it to appear.  I would recommend doing a test email to yourself or a colleague before sending to a customer or client.  When using this direct email method, you will not have an option to edit or modify the email before it is sent. ·         Ensure that the template you are using includes an email signature.  Your Outlook signature will not be included on these mail-merge emails.  In my last post, I reviewed how to include an email signature in your templates.  Read about that here.    In case you missed my previous posts about using email templates in Microsoft Dynamics CRM, here are the links: Microsoft Dynamics CRM Quick Tip: Using Email Templates in Outlook Microsoft Dynamics CRM Quick Tip: Creating Email Templates in Microsoft Dynamics CRM Creating Email Templates in Microsoft Dynamics CRM – Part Two: Advanced Options For more tips, subscribe to our email newsletter by sending your contact information to us at info@toplineresults.com.  We look forward to hearing from you!

Microsoft Dynamics CRM Quick Tip: Creating Email Templates in Microsoft Dynamics CRM – Part Two: Advanced Options

July 3 2014 08:46 by Kimberly Goulet
In the prior post in this series, we reviewed how to create email templates using Microsoft Dynamics CRM 2013 (read here).  In this article, we will cover some advanced features you may want to use when creating email templates in CRM.     Now that you have learned the basics on how to create an email template, here are few more options to consider: ·         Attaching a document to your email ·         Formatting your email content ·         Using email signatures ·         Sharing email templates in your organization Email attachmentsYou may find that you often include attachments when you send emails.  For example, you may commonly send a price list or company brochure to a new sales inquiry.  In Microsoft Dynamics CRM, you can include your attachment(s) on your email template, which will save you a step each time you use the template.  From your newly created email template, scroll down below the email text box and you will see an option to add an email attachment. Click on ‘New Email Attachment.’  In the next window, navigate to the document you wish to attach and click ‘Attach’ then click ‘Close.’ Now you will see your attachment at the bottom of the email template window.  If you would like to have more than one attachment, you simply repeat the process. Formatting Email ContentIn the email template dialogue box, you can do some basic text formatting such as selecting from a few font options, choosing the text alignment (left/center/right) and inserting bullets or numbering.  Keep in mind that due to the nature of HTML (Hyper Text Markup Language), some of your formatting can be lost or changed during email transmission.  Therefore, I recommend that you keep your text as simple and uncomplicated as possible. Email SignaturesShould you include an email signature in your template?  The answer to that question depends on whether you will be using this template primarily in the web client or via Outlook.  Because I typically use email templates in Outlook, my Outlook email signature will automatically be added to the template when I send it.  Therefore, I do not include an email signature in my templates.  However, if you will use this template with the web client, you will want to add an email signature.  If you will be the only one using the template, you can simply type in the same signature that you use with Outlook.  If the template will be used by multiple users via the web client, you will want to add in mail-merge fields to pull each person’s contact information into the email signature.  (See part one to learn how to add mail-merge fields.)  Here’s an example: Sharing Email TemplatesFinally, we will review how to share an email template with others in your organization.  In the email template dialogue window, select the ‘Actions’ drop down and click, ‘Make Template Available to Organization.’  Now any user in your organization will be able to use this template.     Watch for the final installment in this series where we will cover how to send a group email.  For more tips, subscribe to our email newsletter by sending your contact information to us at info@toplineresults.com.  We look forward to hearing from you!

Marketing Campaigns at a Glance

June 13 2014 07:22 by Jackie Brajner
One of the biggest improvements in Microsoft Dynamics CRM 2013 is streamlined user interfaces.  The new marketing campaign user interface is a time-saving change for marketing professionals.  In prior versions, the components of a marketing campaign were segmented into folders containing their own set of activities, requiring multiple clicks to complete a marketing campaign activity.  Microsoft has removed the folder structure and streamlined the planning activities, campaign activities and target marketing lists into one single marketing campaign view in Microsoft Dynamics CRM 2013.  From this single view you can add activities, marketing lists and financial data with fewer clicks, allowing you to have your marketing campaign details at a glance.  The new marketing campaign user interface will save valuable time which can be spent connecting with customers and prospects.   Look for future blog posts on creating marketing and quick campaigns in Microsoft Dynamics CRM 2013.  Contact us at 800-880-1960 or info@toplineresults.com to schedule a demonstration today.

Creating Email Templates in Microsoft Dynamics CRM – Part Two: Advanced Options

May 20 2014 11:27 by Kimberly Goulet
In the prior post in this series, we reviewed how to create email templates using Microsoft Dynamics CRM 2013 (read here).  In this article, we will cover some advanced features you may want to use when creating email templates in CRM.     Now that you have learned the basics on how to create an email template, here are few more options to consider:  Attaching a document to your email Formatting your email content Using email signatures Sharing email templates in your organization Email attachmentsYou may find that you often include attachments when you send emails.  For example, you may commonly send a price list or company brochure to a new sales inquiry.  In Microsoft Dynamics CRM, you can include your attachment(s) on your email template, which will save you a step each time you use the template.  From your newly created email template, scroll down below the email text box and you will see an option to add an email attachment. Click on ‘New Email Attachment.’  In the next window, navigate to the document you wish to attach and click ‘Attach’ then click ‘Close.’   Now you will see your attachment at the bottom of the email template window.  If you would like to have more than one attachment, you simply repeat the process.   Formatting Email Content In the email template dialogue box, you can do some basic text formatting such as selecting from a few font options, choosing the text alignment (left/center/right) and inserting bullets or numbering.  Keep in mind that due to the nature of HTML (Hyper Text Markup Language), some of your formatting can be lost or changed during email transmission.  Therefore, I recommend that you keep your text as simple and uncomplicated as possible. Email Signatures Should you include an email signature in your template?  The answer to that question depends on whether you will be using this template primarily in the web client or via Outlook.  Because I typically use email templates in Outlook, my Outlook email signature will automatically be added to the template when I send it.  Therefore, I do not include an email signature in my templates.  However, if you will use this template with the web client, you will want to add an email signature.  If you will be the only one using the template, you can simply type in the same signature that you use with Outlook.  If the template will be used by multiple users via the web client, you will want to add in mail-merge fields to pull each person’s contact information into the email signature.  (See part one to learn how to add mail-merge fields.)  Here’s an example:   Sharing Email Templates Finally, we will review how to share an email template with others in your organization.  In the email template dialogue window, select the ‘Actions’ drop down and click, ‘Make Template Available to Organization.’  Now any user in your organization will be able to use this template.     Watch for the final installment in this series where we will cover how to send a group email.  For more tips, subscribe to our email newsletter by sending your contact information to us at info@toplineresults.com.  We look forward to hearing from you!

Subscribe Now - Free CRM Video Resource

May 5 2014 13:48 by Jackie Brajner
The TopLine Results YouTube channel is a great free resource for our customers.  Our channel features over 30 videos covering topics related to Act!  and Microsoft Dynamics CRM.  Subscribe to our YouTube channel to get notifications whenever a new video is uploaded.  Simply click on the subscribe button on our YouTube page.   Once you have subscribed to our channel, you will receive an email when a new video is uploaded.  Our video library includes tips and tricks and software demonstrations.  Below is a list of our top viewed videos from last year.  MSCRM Sales Cycle Demo Workflows in MSCRM Sales PipeLine Analytics in MSCRM TopLine Dash Makes Act! Reporting Easy MSCRM Activity Reports TopLine Designer Extends Act! Functionality MSCRM Overview Act! Tips & Tricks: De-duplication TopLine Alerts – Notifications for Act! Microsoft Outlook Integration in MSCRM  More great videos are on the way!  Watch for new Microsoft Dynamics CRM 2013 videos coming soon.  If there is a video topic you would like to see, please email us at info@toplineresults.com.  

Microsoft Dynamics CRM Quick Tip: Creating Email Templates in Microsoft Dynamics CRM

April 14 2014 13:09 by Kimberly Goulet
Recently, I shared with you how to save time using email templates in Outlook with Microsoft Dynamics CRM.  Today, you will learn how to create email templates using Microsoft Dynamics CRM 2013.  There are many options and features for creating email templates in CRM.  Today, we will cover the basics.  From your home screen, select the options pinwheel on the top task bar and click ‘Options.’   Now, in the ‘Personal Options’ dialogue box, click on the tab for ‘Email Templates.’  Then click on ‘New’ to create a new email template, as shown below.    Now select the type of email template you wish to create.  Most often, I use the ‘contact’ type of template.  Click ‘Ok.’   Now, you need to name your template in the ‘Title’ field.  In the ‘Description’ field, notate how this template will be used, for future reference.  In the ‘Subject’ field, enter the text which will be included in the subject of each email sent using this template, e.g., Order Confirmation.  Next, in the fourth box, write the email text you wish to include in the template.  You can use the tools on the taskbar for this box to format your email template text by adding bold, italic and other preferred font settings.   With the ‘Insert/Update’ button at the top of the window, you can insert mail-merge fields, such as contact name, so it will auto fill when you use the email template.   In the next window, click ‘Add’ to add your mail-merge field.   Now, select your mail-merge field using the dropdown selections and click ‘Ok.’    Click ‘Ok’ in the Data Field Values window, now your field is added to the email.  Don’t forget to save your new template.  Below is an example of a completed template.   Watch for upcoming posts for more advanced email template features like sending group emails.  For more tips like this, subscribe to our email newsletter by sending your contact information to us at info@toplineresults.com.  We look forward to hearing from you!  

Defining your Target Market in Microsoft Dynamics CRM 2013

March 13 2014 11:51 by Jackie Brajner
The first step to a successful marketing campaign is defining your target market.  A target market can be defined into different segments by demographics, geography or products.  Once you have designated your target market, your marketing message and activities can be customized to the target market.  In Microsoft Dynamics CRM 2013, you will need to define your target market in a marketing list prior to launching a quick campaign or marketing campaign activities.   To create a marketing list click on the New icon.    A new view will open. Fill in the details for the marketing list.    Below are definitions of each field. Name: The name of your marketing list. Type: Static is a manual list where members of the marketing list are added manually based on a query or look-up.  Dynamic is an automated list where members are added when they meet the query rules.  Purpose: The reason for the list. Source: Where the members came from, i.e. internal database or purchased. Currency: This is a locked field based on the currency (monetary) type. Cost: The cost to purchase the list, if applicable. Locked: The list can be locked so the owner of the list is the only one who can modify it. Targeted At: Defines the members of the list as accounts, contacts or leads.  Modified On: This is a locked field that shows when the list was last modified. Last Used On: This is a locked field that shows when the list was last used. Owner: The owner is the user who created the list or is maintaining the list. Description: This area can be used to provide additional information on the marketing list.  Notes: This area can be used for notes or thoughts on the marketing list. Once you have completed all the fields click Save.     You will now be able to add members to your marketing list by clicking on Manage Members.    A new window will open where you can choose how you want to add members to the list.  In this example we will use Advanced Find to add all Wisconsin (WI) contacts to our member list. Select “Add using Advanced Find” and click Continue.    The query view will now open and you will select the state equals WI within the query parameters and click Find. Your query results will now be shown and you have the option to add all the search results or only selected results.  In this example, we will select “Add all the members returned by the search to the marketing list” and click Add to Marketing List.   The members have now been added successfully to the marketing list in Microsoft Dynamics CRM 2013.  The marketing list can be applied to multiple marketing campaigns or quick campaigns.  Contact us today to schedule your Microsoft Dynamics CRM 2013 training:  800-880-1960 or info@toplineresults.com.