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.   

Microsoft Dynamics CRM Quick Tip: Using Email Templates in Outlook

March 3 2014 11:21 by Kimberly Goulet
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 info@toplineresults.com.  We look forward to hearing from you!

Productivity Tip - Microsoft Dynamics CRM Outlook Integration Features: Part 3 – Using the Quick Step Feature

February 19 2014 15:44 by Doreen Bridges
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!