Report Scheduler for Microsoft Dynamics CRM: What People Are Saying

Microsoft Dynamics 365 CRM is a great platform for small businesses and large enterprises alike. Whether online or on-premise, Dynamics provides effective solutions to a variety of functions, including sales, finance, account management, HR, and others.

Building on this strong platform, the Report Scheduler for Microsoft Dynamics CRM enables easy scheduling of CRM reports, letting you automatically send CRM data to colleagues (including non-CRM users) or recipients that are outside your organization.

Gareth Sullivan and Robert Lusk, Technology Specialists from Microsoft, have recognized Report Scheduler as one of the Top 10 Solutions in the Dynamics Marketplace, but you don’t have to take just their word for it.

Here’s What Current Users of Report Scheduler for Microsoft Dynamics CRM are saying:

“Finally, a solution for scheduling reports for a CRM 2011 Online implementation. We have been looking for this for some time and even ‘hacked’ out a solution using workflows, but our home-grown solutions were difficult to maintain and impossible to deploy to anybody other than senior technical staff used to debugging code.

We can now distribute views out on a variety of updates (opportunities, customer cases etc) for different audiences, different levels of interest/needs and it’s all done automatically.

Report Scheduler is so easy to set-up and deploys that we have already issued the instructions out to department heads / key staff so they can start producing their own scheduled reports without having to wait for IT.

I’m very impressed with the speed of development (we’re already two versions on with new features being added all the time) and the close contact with the commercial and support staff of Work 365 – my own issues and questions are answered very quickly and our ideas for future features are taken seriously.”

“I’m very happy with the ‘Report Scheduler Add-On’ product produced by Work 365 Apps for Dynamics CRM. It took me out of a bind and the installation and setup were both very straightforward.”

“The sub-totaling in Report Scheduler v5.0 has been a huge value-add. Work 365 Apps support has been very responsive! Easy to build, maintain and edit.”

“Great support, extremely reliable and quick to respond. We had a few questions at deployment, and immediately had a share session with their support team. I would recommend this product to any organization as it is a fair price and will really streamline information within your Dynamics CRM system!”

 

 

Check out our other Dynamics 365 CRM Add-ons:

Related Blog Posts –

 

Creating Case Automatically From “Forwarded Email” Using Email to Case in Microsoft Dynamics CRM

Work 365 Email to Case Automation solution provides a very advanced level functionality for automated email to case creation as compared to the out-of-box that is available in CRM. For more details refer my earlier blog – Email to Case – limitations and comparison with Work 365 solution.

We have observed that customers occasionally send emails directly to the support in-charge (eg sballani@abc.com) rather than to the support queue (eg. support@abc.com) that has been set up.

The simplest and the most obvious way I follow is to forward this email to the support queue (support@abc.com). However, the Customer for the ticket is set as me (rather than the original sender who had requested support). Also, the auto-response with the new case creation id comes in my email.

Wouldn’t it be nice if CRM could simplify this process… such as if I forward this email to support, CRM will know to create the ticket from original sender and behave exactly in the same manner as it would have as when received email directly…

This is what we have added in the new release (version 5.7) of Work 365 Email 2 Case Solution – Automatic case creation from forwarded email.

Automatic Case creation from forwarded email feature allows CRM users to redirect the emails which they received in their individual mailboxes to the support queue and have new cases created automatically. The feature links forwarded messages to the original sender instead of the person who forwarded the email. Simply prefix the subject of the email with a marker like “#” to indicate that you want Email2Case to process this email using “Case from forwarded email” feature. Further, it is also possible to set the owner of the case to the desired CRM User using a macro in the email subject.

The below screenshot shows the process of forwarding the email to support queue for automatic case creation using “Case from forwarded email” feature:

The below screenshot shows the resulting case created with the fields auto-populated by Work 365 Email2Case solution:

Here following fields have been populated in newly created case:

Case Title – with email subject

Case Description – with email body

Case Owner – with the desired user using the macro feature in modified email subject

Customer and Responsible Contact – with original sender of email

 

Q&A:

Q. How do I enable Case creation from forwarded email feature in my Email2Case?

A new section has been added to Email2Case configuration section as shown below:

To enable “Case from forwarded email” feature, the marker field in configuration needs to be assigned a value (e.g. #, ! etc.).

Marker: This is the prefix with which the subject of the forwarded email needs to be set.

Internal Domain: This is a semicolon separated list of email ids. Email forwarded with a marker in email subject only from these domain ids would be considered.

Q. How does Email2Case know when to process the email as a forwarded email to create a case?

Email2Case looks for a marker at the beginning of the email subject. Additionally, Email2case also checks to see that the email is received from an internal domain. The marker, as well as the internal domain addresses, are configurable.

Q. Can I automatically assign case owner to CRM user when forwarding the email?

Yes, an optional macro – “@” can be used in email subject to directly assign the case owner in case creation. For example, if I need to set the case owner to CRM user- Eric Jones (ericj@iotap.com) then I will modify the email subject as follows:

# @ericj FW: SalesFusion Assistance

The text after @ is matched with the email id of the CRM users.

Q. How is the process of forwarding different as compared to the original sender sending email directly to support?

There is no difference in Email2Case process under both the scenarios. The case will be processed as if it was received from the original sender and an auto-response will also be sent to the original sender.

 

CRM Dynamics is a great platform to build CRM solutions for small business to an enterprise organization. However, to enhance the platform, add-ons from different partners provide a great way to improve the user experience and improve productivity. Check out the various add-ons that you can purchase from our online store:

 

Let Your CRM Data Talk To You – Automatic Report Generating Tool

Automatic Reporting is Need

When it comes to Microsoft Dynamics 365 CRM, the most common pain points are user adoption and reporting. The inability to automate the delivery of actionable, relevant data on a regular schedule requires average users to be experts.

Regardless of whether you use Dynamics as a sales manager, a finance professional, or an IT administrator, you’re likely to have encountered this frustration at some point. With the growing importance of “big data”, the need for on-time delivery of reports – as opposed to digging for specific data points – is that much greater.

The Work 365’s Dynamics 365 Report Scheduler enables easy scheduling of CRM reports, letting you automatically send CRM data to colleagues (including non-CRM users) or recipients that are outside your organization. Senior-level managers often rely on data-driven reports and dashboards to provide a quick snapshot of progress for a given time period.

The out-of-the-box solution for Dynamics 365 CRM is limited to manually pulling the needed data based on inbound requests, often requiring a heavy time and resource commitment.

 

Automate-Reporting-Scheduling

 

Automatic Reporting Tool for Dynamics CRM

Without the report automation and delivery tools from Report Scheduler, these frustrations will continue to be all-too-real for IT managers. Additionally, regardless of whether your Dynamics CRM instance is installed online or on-premise, it will be serving users with a variety of experience levels.

One of the key benefits of the Report Scheduler CRM Addon is its ability to deliver CRM data to email on a predefined schedule. Work 365’s Report Scheduler uses CRM Views and doesn’t need a developers time. Work 365 Apps Report Scheduler also has the capability to deliver your custom reports as data attachments so users can receive CSV or TXT files that can easily be opened with Microsoft Excel.

While Work 365 Apps Report Scheduler for Dynamics CRM already sends data to the automatically generated email body. The attachment option can also be useful when there is a need to create backups within a regular data integrity effort.

Dynamics 365 CRM functionality continues to get better with time, however, the lack of a Report Scheduler continues to be a gap. Microsoft Dynamics CRM is a great platform to build solutions for small and large enterprises alike.

To enhance the platform, the Report Scheduler Add-on from Work 365 is a unique Microsoft CRM Addons that helps users solve the common challenge of data reporting and regular delivery.

 

 

Check out our other Dynamics 365 CRM Add-ons:

Related Blog Posts –

Creating Quote as PDF Document in Microsoft Dynamics 365 CRM with Just 1 Click

The usual way of generating quotation document in Microsoft Dynamics CRM is either using a lengthy word mail merge process or by creating the quote template as an SSRS report and then running the report and exporting the document in PDF.

Let’s evaluate the number of steps required for generating a quotation document using SSRS report approach:

 

Steps Clicks
Open the Quote record form in Dynamics CRM
Click on “Run Report” button on the ribbon 1
Select the Quote report 1
Wait for the report controller to load the report
Click on the “Export” button 1
Select the document format to export 1
Save the document 1
Total clicks 5

Now suppose this quotation needs to be sent to the customer in an email from CRM then the additional steps are:

 

Steps Clicks
All steps from scenario 1 to be followed 5
Click “Activities” and select email 2
Save email to enable the “attach file” option 1
Click “Attach File”. This opens another window 1
Click “Browse” and select the file from local drive 2
Click “Attach” and then “Close” button 2
Send the email
Total clicks 13

 

Using Work 365 1-Click PDF solution (free): all of the above steps can be done with just one click!!!

Work 365 1-Click PDF solution provides 2 approaches:

1. Approach1: 1-Click button on ribbon which on-click will provide a pop-up showing all reports

2. Approach2: Custom 1-Click button(s) added to the form (as shown in screenshot below)

 

 

On clicking “Download Quote” button, quote report will be downloaded.

 

 

Further to get you started, we also provide 3 report templates (Quotation, Account Overview and Contact Overview report) within the 1-Click PDF solution.

The standard report templates available out-of-box in CRM are limited in terms of functionality. If you need to make even a minor change, you need to re-design the entire report using FetchXML (if you intend to use CRM online).

The report templates that we provide work seamlessly in CRM Online as well as On-Premise.

CRM Dynamics is a great platform to build CRM solutions for small business to an enterprise organization.

However, to enhance the platform, add-ons from different partners provide a great way to improve the user experience and improve productivity.

Check out the various add-ons that you can purchase from our online store:

 

Email To Case Automation with Features and Functionalities

We use Cases in Microsoft Dynamics CRM to track issues or problems that need resolution.

When a constituent sends an email to support mailbox (to an address you designate), Work 365 Email to Case Automation add-on automatically creates a Case in CRM and auto-populates Case fields from email body.

To understand the business benefits and the high-level process flow for Email to Case Automation, please refer my earlier blog “Microsoft Dynamics CRM 2013 Service Automation – Email to Case“.

While Email to Case is pretty awesome, there are few downsides that you may come across over a period of time. This blog provides an overview of various features and functionalities that have been added to overcome these gaps and pitfalls based on experience with our customers.

Functionality of Email To Case Automation:

 

  • Case Exclusion Settings
  • Case Creation Settings
  • Case Owner Assignment Settings
  • Existing Case Check Settings
  • Automatic Response Email Notification Settings

 

1. Case Exclusion Settings

 

Spam: Support addresses like support@ or help@ will get a lot of spam. If you do not have a mechanism to filter this spam then you will end up with a lot of junk cases.

In Email to Case add-on, you can not only specify the domains and email list that you would like to exclude from case creation but also configure the keywords that would be matched with the email subject.

Email looping: A best practice for email to case is to have an auto-reply going back to the constituent with case number and information on how to get back in touch. This is fantastic unless/until that person also has an auto-reply.

However, it’s still not that worse compared to an infinite loop of emails and cases that could happen if the receiver also has some email-to-case mechanism.

In Email to Case add-on, there is a built-in mechanism to identify and break the loop from happening. This is also configurable.

Re-Creation of Cases on restarting of CRM Email router: CRM Email router fetches all emails from the mailbox into CRM and creates an email activity.

If you follow a practice of deleting the unwanted email activities from CRM (but not from mailbox) and by any chance, you need to restart the router then all the old email activities will get re-created automatically and will result in a lot of unwanted cases.

In Email to Case add-on, you can specify the exclusion criteria for emails to be ignored if older than X hours.

2. Case Creation Settings

When a Case is created in CRM using Email to Case add-on, the title of the case is populated by the email subject whereas the description of the case is populated by the email body.

Stripping of HTML from Email body: Most of the emails today are in HTML format and directly pasting the body to description will display a lot of junk text.

Email to Case add-on will extract the email body, strip the HTML content and then copy it to the Case description.

Attachments: Wouldn’t you like the attachments from email to be easily available along with the Case?

Email to Case add-on has the option to extract the attachment from incoming email and pushing it to the Case Notes for easy reference.

Case Closure or escalation email notification: One of the important use cases is sending of Case Closure email to the constituent who had sent email to support. We know that this can be easily achieved by writing an out-of-box workflow which would send this email when Case status changes to resolve.

However, when building this workflow, you will soon realize that it is not possible to send email to the Case. Customer field. So in a workflow, you will need to use “Responsible Contact” field.

Email to Case add-on allows setting of the “Case. Responsible Contact” to a Contact in CRM by searching the Contacts database with the sender’s email id. This is very helpful in sending case closure or case escalation emails thus keeping your contacts informed about the latest status of the cases.

Automatic Linking of Case to Account or Contact in CRM:

1. Account (Search Contact): E2CA tries matching email id of the sender with Contact E-mail, E-mail Address 2, E-mail Address 3. If the match is found then it links the newly created case to the Parent Account of this contact.
We find this option quite useful because many of our customers like to track cases at Account level…however the sender’s email address needs to be matched against the Contacts in CRM.
2. Account (Search Account): E2CA tries matching email id of the sender with Account E-mail, E-mail Address 2, E-mail Address 3.
3. Contact: E2CA tries matching email id of the sender with Contact E-mail, E-mail Address 2, E-mail Address 3
4. Contact & Account: E2CA first searches Contact database and if no matching found then searches account database.
5. Account & Contact: E2CA first searches Account database and if no matching found then searches Contact database.

3. Case Owner Assignment Settings

Email to Case add-on provides the below options for automatically assigning the Case Owner on case creation:

1. Default CRM User
2. Default CRM Team
3. CRM Support Users in Round Robin fashion: In telecommunication companies, traffic of customer support requests is always high. There is a possibility that some of the support executives are very busy in providing customer service, while others being utilized to a minimum. To avoid such condition, Email To Case Add-on provides the functionality of assigning the cases to customer support users on round robin basis, thus ensuring that the load of work is distributed more evenly across the support team members.
4. Account / Contact Owner against whom the Case is logged
5. Preferred User set in Account / Contact against whom the Case is logged

In some organizations, there may be a dedicated account manager or a preferred customer support executive to provide the support services to a client. In case of a financial company, an account manager may be the right person to solve the client’s queries quickly with personalized attention.

However, in case of a software maintenance company, a client would be more comfortable with a preferred support user due to his proximity to reach client office in less time.

For such scenarios, Email to Case add-on enables the company to configure whether the cases will be directly assigned to the Account Manager or any other preferred support user thus providing personalized support experience to the customer and increasing client satisfaction.

4. Existing Case Check – Searching for Case Number in the email subject

 

Before creating a new case, Email to Case add-on will first check if the incoming email is part of communication for an existing case.

There are following options provided:
1. Use CRM Smart Matching technique
2. Create new case always
3. Search for case number in all open cases only:
In addition to the default smart matching technique that comes built-in, Work 365 Email to Case add-on provides a “Case Number search” algorithm that allows searching of Case Number from open cases to the keywords present in the Email subject. Since there are a lot of limitations in using the smart matching technique, this has been one of the most appreciated features by our customers.
4. Search for case number in open as well as a closed case:
Email to Case add-on also provides an option to re-open an existing resolved case if the time since closure is less than that mentioned in configuration.

5. Auto Response Emails notification settings

 

Often, the most important thing in the customer support process can be the simplest – letting the customer know you’re listening. One of the most powerful ways is to send a simple auto-reply to your customer letting them know that you received their request.

Email to Case add-on allows you to select the email template for sending auto-response. Further, there is also an option to mark the Case Owner in the CC section of the email.

CRM Dynamics is a great platform to build CRM solutions for small business to an enterprise organization. However, to enhance the platform, add-ons from different partners provide a great way to improve the user experience and improve productivity.

Simplify Office 365 Environments by Delegating Administrative Privileges

How to customize management of multiple domains using WORK 365’s Delegated Admin App for Office 365 

The larger your company, the more domains your IT department will likely be managing. And while Microsoft’s Office 365 has made overseeing user access and privileges for global administrators much easier, there are a few areas where Office 365 falls short when supporting staff who require cross-domain access or groups of users from different domains who require certain privileges.  

Specifically, global administrators who support staff working across multiple domains face the choice of either: 

  1. Authorizing every change on every domain level, a time-consuming chore which might require hiring more administrators

or

  1. Granting adminprivileges to a number of users who might not need them, which carries a risk of error 

WORK 365’s latest application, Delegated Admin, solves Office 365’s cross-domain administration issue by creating the ability to grant domain management access vertically, not just horizontally, across all administrative levels.  

 

Let’s review an example. A large organization with offices in different countries will most likely have a domain for each of those countries. Currently in Office 365, if our example company needed to grant administrative privileges for a certain set of users in each country, the only way to do so is to make those users “global administrators”. While this can be done, your IT team would also be granting these users authority over all domains, not just the ones they are responsible for. 

Using WORK 365’s Delegated Admin for Office 365, your global admin can create a group of Delegated admins in each country, who are then given the appropriate levels of access for only their domains. This feature ensures a more efficient and time-saving flow of administrative privileges without the need for direct supervisor permission.   

Get a free trial or request a demo try out the product and see how it enhances the administrative experience for all Dynamics users.  

Find Delegated Admin and other apps for Dynamics 365, SharePoint and Office 365 in the new WORK 365 online store! 

Tools and Techniques to Reduce Dynamics 365 CRM Cloud Migration Effort

Hard to Migrate Dynamics 365 CRM Cloud Migration

Over the last several years the SaaS versions of applications like Dynamics 365 have been the focus of product management departments at companies such as Microsoft.

The online versions receive the product updates faster and there is a trend for customers to migrate their workloads to the Cloud/SaaS-based versions of the application.

Migrations to the cloud need to be planned and sometimes become challenging with the following considerations: 

  • Reporting capabilities are not the same with Dynamics 365 in the cloud. When you have a SQL based on premise Dynamics install, where you can have direct access to the database, it’s easier to schedule reports and get snapshots of these reports.
  • Integration with on-premise systems needs to be re-developed. With on-premise systems that are within the same network the trust level makes it easier to integrate the data and systems. With Dynamics 365, online API’s and web services must then be developed and consumed between applications that are accessing business and data level services across different networks.
  • Finally, the size of the database itself can be a hindrance in moving to the cloud. Having a database that has been upgraded over multiple versions of CRM just tends to have a lot of data bloat. This data bloat usually is in the form of documents and attachments that are tracked in CRM through emails.

Dynamics 365 online is a highly flexible, scalable application that brings the power of integration and other services and is certainly worth all the rethinking and redesign.

Tips on Migration of Dynamics 365 CRM 

Use the Work 365 Apps Report Scheduler to get some scheduling and reporting back to your routine. Report Scheduler allows you to schedule a view in Dynamics 365. This view can include links back to your CRM records as well as group and total number fields in the scheduled email report that you receive. Also using a tool like PowerBI makes it easier to visualize and source data from multiple systems.  

Using a commercial integration service or tools like Scribe or Kingsway allows you to build data and system level APIs. These integrations can be scheduled or run real time as well as between on-premise and online systems or even just multiple online systems.  

Finally, data migration can be challenging for multiple reasons – it takes time and effort to migrate and data storage costs more in the cloud or you have to pay for exactly what you use.

Azure Storage costs for Dynamics 365 online are $5GB/month. Storage costs per GB of data have been reduced since the release of Dynamics 365, however, it’s still quota based – you purchase a certain amount of data and you are entitled to use up to that limit. Microsoft sends you warnings and notifications as you approach these thresholds.

We have recently released the Work 365 Attachment Manager application to alleviate some of these data management issues in Dynamics 365.

The Attachment Manager app moves documents and attachments from Dynamics 365 into the Azure cloud and provides a link back into those records.

Using the Attachment Manager to move the bulky space-consuming attachments prior to any cloud migration project can significantly reduce your data footprint, making it easier for you to migrate to the cloud and use less storage while saving money on storage costs overall.  

Make Your Data Work for You : The Answer to Microsoft Dynamics 365 CRM Data Retrieval

Why Report Scheduler Needs

A common challenge for many Microsoft Dynamics 365 CRM users is the retrieval of “Reports” on a consistent and customizable basis. Not everyone who needs certain data sets has the necessary skills or knowledge to extract what they need, and even for those who are trained, manually extracting data is a drain on time and resources.

For example, let’s say that the accounting team and sales team each need their own sets of data which all exist in one general report. Accounting needs trial dates and revenue from subscriptions while the sales team needs lead source information and referrals.

That’s where the WORK 365’s Report Scheduler App comes in. This Dynamics CRM app enables the automatic sending of data sets in customizable report formats. These reports can be sent to defined user groups on set schedules and can be accessed in an online environment (including mobile phones).

So, the sales team can get completely customized reports sent to them at the frequency they need or desire, with the appropriate information they need while the accounting team can also get their own reports customized by information and the schedule they need as well.

This allows for efficient allocation of resources while also saving time and money by allowing each department or team to receive exactly what they are looking for without having to go through multiple channels or providing extra work.

How Report Scheduler Helps

Let’s take a look at a sample scenario to see how the WORK 365’s Report Scheduler App can help Dynamics CRM users.

Sample Scenario: A Sales Manager would like to receive a report on leads at 4.00pm every day of new leads added in Dynamics 365 by his/her team.

 

Step 1: Create a Personal View for Leads with the filter condition “Created On”: “Today”:

 

Report scheduler example 1

 

Step 2: Schedule the view for email delivery using the Report Scheduler App as shown below by customizing delivery and schedule options according to who will receive the report and the frequency of delivery:

 

Report scheduler 2

 

As shown below, Dynamics 365 CRM data has been received in email both inline as well as in an attachment, which can be opened on any device including mobile phones.

And that’s it! The report will now be delivered to the appropriately designated recipients following the schedule and frequency are chosen in the delivery option setup.

See how WORK 365’s Report Scheduler App for Dynamics 365 can make your report maintenance and data retrieval easier and more efficient by getting a FREE TRIAL TODAY!

 

 

Check out our other Dynamics 365 CRM Add-ons:

Related Blog Posts –

Copying or Cloning a Dynamic Marketing List in Dynamics 365

Why Cloning a Marketing List Needs

In Microsoft Dynamics CRM, Marketers works with data constantly and need to segment this data using filters from various fields. These filters are used to build marketing lists.

Dynamics 365 uses Dynamic Marketing Lists which essentially means that members of this list itself are queried dynamically to satisfy the filter conditions. So when new contacts are created, they are automatically included in this list as long as they satisfy the filter criterion.

The issue is that sometimes these filter conditions are complex and new marketing lists need to be created from these existing ones. You just need to tweak a field or value of a field. What makes this issue challenging is the fact that Dynamics 365 does not have an out-of-the-box record copying or cloning function for these marketing lists.

Currently, if you wanted to duplicate a marketing list on Dynamics 365, you would have to manually recreate all the filters for each additional copy. Even though the change you are making to the copy is minor. Some marketing lists can get very detailed and complex. This allows a large room for error when copied manually.

Record Clone

Some 3rd Party solutions in Dynamics 365 have realized that a need to clone and copy records seems to be an ongoing need and is a time saver. In these situations, the out of the box entities does not have copy or cloning capabilities. The only real option is to manually recreate these records or use a record copy or cloning solution like Work 365’s Record Clone for Dynamics 365.

The Work 365 Record Clone add-on or plugin allows one-click duplication of parts of our entire marketing lists, or any other custom or out of the box entity. These duplicated records can then be modified or customized however you wish and saved for use.

 

 

Steps Needed to Cloning a Dynamic Marketing List in Dynamics 365 CRM:

 

Step 1: Configure the base Marketing List to Clone: This is just a one-time setup step.

Note that only dynamic marketing lists are supported and not static through the cloning function.

 

Configuring Cloning of Marketing List 

Step 2: Click the Clone button!

 

Cloning Marketing Lists

 

Here, we have a Dynamic Marketing List of all my customers for Report Scheduler App whose territory in Europe. I can easily clone this and create another marketing list for another Territory or application with just a couple of clicks.

We could repeat this very easily and create multiple lists in a matter of couple minutes. And if we had to re-create all of them because my base list had an issue that’s when I can save a lot more time.  

Work 365 Clone App can be configured for any out-of-box entity as well as Custom entities.

Related Blog Posts:

Hourly Leave feature of Time App is released and updated

We are excited to introduce the Hourly Leave feature of Time App. With this new feature, employees can now apply leave on an hourly basis. This has been one of the most awaited and frequently asked features and now this function is achievable with just one change in the configuration setting. Please view the video from the link below to see just how easily the new update for Time & Leave Management app works.   

Watch the Video: Work 365 Time & Leave management- Hourly Leave Update