April 14 2014 13:09
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 email@example.com. We look forward to hearing from you!
March 13 2014 11:51
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 firstname.lastname@example.org.
March 3 2014 11:21
If you are like me, you are always looking for ways to save time and work smarter. One of my favorite time savers is using email templates. When you frequently need to contact customers, prospects or co-workers with the same types of information, an email template gives you a jump start on the communication without having to start from scratch. With email templates, you can contact a customer about a support issue, remind a co-worker about an upcoming meeting or stay in touch with a prospect.
Because I spend most of my work day using Microsoft Outlook for my email, calendar and task list needs, it is easier for me to use my CRM email templates directly in Outlook. For group emails, or mail merges, use the email or mail merge feature in the Microsoft Dynamics CRM web client. In this example, I will be emailing to a single contact via Outlook.
In Outlook, I open a new email then select my desired contact for the ‘To’ field. In order to use an email template from Microsoft Dynamics CRM, the contact must also be an active contact in the CRM database. I select the option to ‘Track’ the email in CRM, then click on the ‘Insert Template’ dropdown from the ribbon. Next, I select which template I wish to use in this email communication. I select the ‘Customer Reconnect’ template and click ‘OK.’
The email template will now be inserted into the email. You can modify or customize the text at this point or add any necessary attachments. Once you are done, simply click ‘Send,’ and your email is on its way. The email will be tracked in CRM on the contact record. Isn’t that easy?
Watch for upcoming posts with information on creating email templates in CRM and sending group emails. For more tips like this, subscribe to our email newsletter by sending your contact information to us at email@example.com. We look forward to hearing from you!
February 19 2014 15:44
For those of us who spend quite a bit of our day in Outlook managing email communications, I would like to share a tip on how to easily transition an email into an activity which can then be tracked in your Microsoft Dynamics CRM database.
Flagging an email is a very helpful Outlook feature; however, it falls short when you need to track these items in your Microsoft Dynamics CRM system. The email message is added as a to-do in the task section of Outlook and the email can be tracked in CRM, but you do not have a record of the action you performed on the email.
To transition the email message to an activity, you can create a custom task using Quick Steps. In the Quick Steps area of the ribbon, scroll down until you see the Create New command.
In the Edit Quick Step dialog enter a name for your Quick Step like, “Create a Task.” Click on the drop down arrow in the Choose an Action field. Scroll down and select create a task with the text of this message. Notice there are many other actions available to choose from to help you with managing your email.
You can select a shortcut key and enter a tooltip in the Optional section of the dialog, then chose Finish.
Now we are ready to use our newly created Quick Step. As an example, you receive an email inquiry from a customer which requires you to do some research before you respond. You may not have enough time to do the research immediately, so it would be helpful to create a task that will be linked to the contact record in CRM. Select the email from your inbox, and select our new Create a Task Quick Step.
Your email message will be converted to an Outlook task and you now have the option to track the item as a CRM task or phone call. The Set Regarding feature allows you to link this to the actual entity in CRM like the contact record. The activity is now visible in the CRM system and can be completed so the email message and the next action are both recorded. This feature will help you stay organized with the tasks you need to complete and also provide an easy mechanism which tracks all activities back to your Microsoft Dynamics CRM database – it’s a win,win!
February 12 2014 11:10
Microsoft Dynamics CRM has always offered many productivity tools inherent with its unmatched Microsoft Outlook integration and stellar sales automation. With the latest release, Microsoft CRM 2013 is taking productivity to a whole new level. Below are my top three productivity enhancements in MS CRM 2013: 1. The auto-save feature gives an instant user benefit: no more worries about losing data. The auto-save is performed in the background every 30 seconds or any time a form is closed.
2. The inline editing feature allow a user to perform fast edits and new entries into the main view without requiring navigation to the entity. See your account information and make inline changes or add a new contact, a new opportunity or a new case.
3. The guided process feature is phenomenal in simplicity yet powerful in results. It gives you a visual as to where you are in respect to an account allowing for predefined and customized phases to be filled and viewed instantly. For the sales person, this is a very quick way to make sure all steps are implemented and tracked with speed. The guided process is not limited to a single sales process and can accommodate multiple selling processes. Productivity is only one of the core enhancements of this latest release of Microsoft Dynamics CRM 2013. Microsoft Dynamics CRM continues to steadily distance itself from less innovative competitive CRM products with every new release. Microsoft Dynamics CRM 2013 represents a true transformation of the CRM experience and its focus is on simplicity. Productivity is only one of the core enhancements of this latest release of Microsoft Dynamics CRM 2013. Microsoft Dynamics CRM continues to steadily distance itself from less innovative competitive CRM products with every new release. Microsoft Dynamics CRM 2013 represents a true transformation of the CRM experience and its focus is on simplicity.
February 4 2014 11:57
One of the great new features of Microsoft Dynamics CRM 2013 is the ability to edit certain records directly from within a list.
The best example of this is the product list in the Quote entity. You can now reorder the items in your product list (see 1 in the screenshot below). You simply highlight the row you want to move up or down and click the up/down button to move it. This allows you to now put the products in the correct order in your quote.
You can also modify fields such as the Quantity directly from the grid as well. Simply click on the quantity for the product you want to change and you can type in your new quantity directly without having to double click on the record to open it.
This new feature makes quoting in Microsoft Dynamics CRM easy to do with few or no customizations needed. To find out more about the new features in Microsoft Dynamics CRM 2013, contact us at firstname.lastname@example.org.
January 20 2014 10:29
When using the Microsoft Dynamics CRM web client, you can customize your experience using your browser settings. The program can be used with Internet Explorer, Chrome, Firefox and Safari; however, in this example, I am working with Internet Explorer.
When working with Microsoft Dynamics CRM, I prefer to work in one browser window even when I need to review multiple forms in CRM. I am able to accomplish this by using the multiple tabs view in Internet Explorer. Here is a quick review of how to update your settings to view multiple CRM ‘tabs’ within one browser window.
1. In Internet Explorer, select Internet Options located in the Tools menu.
2. Click on the Tabs button.
3. Next you must select two options from the list of checkboxes:
a. When a pop-up is encountered: > Always open pop-ups in a new tab
b. Open links from other programs in: > A new tab in the current window.
Microsoft Dynamics CRM is highly flexible to adopt to the way you work. For more tips, sign up for our quarterly CRM newsletter. Send your contact information to us at email@example.com.
January 13 2014 13:55
Microsoft Dynamics CRM 2013 is the latest innovation in CRM technology from Microsoft. They listened to feedback from thousands of users to improve the CRM experience. By bringing in full multi-browser compatibility, a true smart phone experience and a complete tablet experience, Microsoft Dynamics CRM 2013 has paved the way for a complete CRM experience.
For most users, the most important thing is the look and feel of the CRM system. Below are the areas we will review:
· New User Experience
· Dashboard View
· Company View
· Opportunity View
With Microsoft Dynamics CRM 2013, you will experience a new modern look and feel. The user experience has been simplified to help eliminate visual clutter so it is easier to find exactly what you are looking for.
Dashboard View:View the current activity within your organization by glancing at charts and checking out the recent activity in the CRM dashboard. Check out your sales pipeline, analyze your incoming leads by referral source, gauge the status of your top customers, and review the activities of your colleagues, all in a single view.
Company View:View all of the important information about your client by looking at the new account form. In a single screen, view who has been in contact with this account and what kind of issues they have been experiencing.
Opportunity View:Keep tabs on your potential sales or the opportunities of your team. Keep your sales on track with the new customizable process feature which walks you through each stage of your sales process.
Interested in learning more?Talk to one of the professionals at TopLine Results to find out how you can take advantage of Microsoft Dynamics CRM 2013 to help improve your internal processes — call us at 800-880-1960 or email us at firstname.lastname@example.org.
December 9 2013 15:23
In the book Good to Great, author Jim Collins introduces us to the concept of the economic denominator as a tool for measuring a company’s success. An economic denominator for your company can be defined in many different ways. In practical terms, the economic denominator is a metric which measures a company’s performance in relationship to its goals.
As a starting point, you must choose a customer relationship management (CRM) system which incorporates goal tracking. Microsoft Dynamics CRM is one such system which features a comprehensive goal tracking component. This is an ideal platform to track performance for individuals in your organization and allows you to identify and track the key activities or economic denominators.
Follow these steps for successfully tracking your goals in CRM:
1. Define and test your goal attributes
a. Are your goals quantifiable?
b. Are your goals time bound?
c. Are they targeted?
d. Is there accountability for meeting goals?
2. Define your economic denominator
a. Keep it simple. Finding an economic denominator takes a great deal of reflection and you may never be quite satisfied until you test the results and effects on your company.
b. Aim to find the metrics relevant to each department.
c. For each company or department ask which factor has the single most impact on your company performance. This is an indication of the economic denominator for that area.
3. Below are common metrics which can be tracked using the Microsoft Dynamics CRM goal module.
i. Total sales
ii. Number of new sales
i. Number of calls, appointments
ii. Number of demos
iii. Number of quotes, new opportunities
iv. Number of service calls
i. Number of cases resolved
4. Tracking the overall resultsIn Microsoft Dynamics CRM you can aggregate the results of a team in a single company or department.
5. Tracking goals in Microsoft Dynamics CRMOnce you have identified your metrics and agreed that they represent the best traceable measure for your organization’s success, start identifying the CRM data to be used in goal tracking.
To learn more about implementing a CRM-based goal tracking system in your organization, please contact us at email@example.com.
November 27 2013 13:31
Continuing our discussion on Outlook integration, another favorite CRM feature I would like to introduce is the “Convert To” option located in the CRM group of the Home ribbon in your Outlook inbox.
This feature allows the user to take immediate action on a specific email message. Simply choose to Track the email message, select Convert To and you will be able to start an Opportunity, Lead or Case. How easy is that?
The Opportunity, Lead or Case form will then open directly within Outlook. Select your options on the form and continue working through your email messages without switching back and forth between applications – a real timesaver. Stay tuned for more posts about Outlook integration features with Microsoft Dynamics CRM. Contact us for CRM training options, firstname.lastname@example.org.