Bulk Update Functionality

Requirement

Can we update data in bulk?

Solution

Yes, MSCRM has provided below two ways for bulk update

• Bulk Update from Advance Find (for less amount of data)
• Bulk Update with help of Export-Import (for huge amount of data)

Before see the steps let’s assume one scenario,

We got requirement to create new custom field with type of “two options” and with default “No” value in opportunity. After this changes we can assure that created every new record would have “No” value in that Custom field like below due to the customization 

But existing data will remains with null value in new field like below

Let’s update existing data with “No” value with these two approach

First approach is Bulk Update from Advance Find

• Open “Advance Find” window by clicking on “Advance Find” button

• Select “Opportunities” entity from “Look for” list. Then select desire filter, here I want all records where new Custom field has a null value so my filter looks like below

• Click on “Results” button to get all data

• After getting all records for bulk update use multi select checkbox which is on top left corner in columns header row, select it, after selection all records would checked in first page. Max records per page is 250 as of now. Click on “Edit” button available on ribbon

• It would open new Bulk Edit window check radio button in front of “No” value of “Custom Field”, then click on “Change” button.

It will start update process for selected 250 records. We had 2520 total records, so for rest of 2270 records we have to repeat same process almost 10 time if we chose this approach

Let’s see second approach for data update and that is Export and Import

• Open Advance Find window as explained earlier select desired entity in “Look for” list
• Then remove unnecessary fields if any and add required fields from advance find with help of Edit Column button, it will open new window

• To remove fields from advance find select field then click on “Remove” after that click on “OK” button

• after confirmation field will be removed from list

• To add required field (which need to update) click on “Add Columns”

• It will open “Add Columns window” select required field then click on “OK”

• After field alteration add filter criteria to retrieve data then click on “Result” after retrieving all data export data by clicking on “Export Opportunities”

• It will download one excel file, after saving the file open that for data update, Click on “Enable Editing” for modification in excel

• Update “No” value in Custom Field column for first row then copy it for all rows save and close the file

• After changes in excel file, same need to import in to the system for actual data update so go to Settings--> Data Management--> Imports

• Then click on “Import Data”

• It will open new window, choose your modified file then click on Next

• If required then make changes in setting and click on “Submit”

• Click on Finish, then track status of your imported file as per given navigation in below screenshot

This is status of my imported file

After completion of Importing Process we can check for data update in advance find like below

Here we have updated all existing data for newly added “Custom Field” with value “No”

Note : When we Export data from MSCRM in Excel it keeps references inside it for each records in excel which helps in update of that record, we can see that by unhide columns from excel like below

After unhide columns excel will look like below

So do not make changes in first 3 columns in excel, it would interrupt the update functionality

Happy Learning 😊

Bulk Deletion functionality

Requirement
By Mistakenly garbage data inserted into MSCRM, can we delete it in bulk?

Solution

Yes, MSCRM has provided below two ways for bulk deletion, we can select approach depend upon the volume of data.

• Bulk Deletion from Advance Find (for less amount of data)
• Bulk Deletion job (for huge amount of data)

Let’s assume Account’s garbage data has been inserted into MSCRM as per below screenshot, and we have to delete it

Let’s take first approach

• Click on “Advance Find” button which is on top

• It would open new Advance Find window, Click on “New” to define filter criteria for deletion

• Here I want to delete all accounts which are created on today. So I have selected my filter criteria as per below 

•  After creating criteria click on “Run” button to get garbage data

• After retrieving filtered data use multi select checkbox to select all records in page (here first 250 records has been selected from total 1248 records), then Click on Delete button

• It will ask for confirmation click on “OK”. after that it will start processing

This approach is useful if we have less data to delete, here for my total 1248 records I have to repeat this process 5 time. But if you have huge data to delete then follow below steps for second approach

• Navigate to Settings --> Data Management

• Then from available options select “Bulk Record Deletion” option

• It will redirect to below screen, click on “New” to create new Bulk delete operation

• It will open “Bulk Deletion Wizard”, read the details and click on “Next”

• In the “Look For” option select your entity and below that select your required filtration criteria, here you can cross verify with your filtered records with help of “Preview Records” click on “Next” 

• Give your desired name to job, Schedule it as per requirement. We can also make this job recurring by setting “Run this job after every” __ days. On completion of this job we can get notification by checking “Send an email to me” option, also we can add users for email notifications with help of given user lookup in wizard. After done the all setup click on “Next”

• Check for all details in last window and confirm the submission

It will create new job for bulk deletion and will trigger on scheduled time. After completion of job you will get email notification if it set in wizard and you can also check the status of job and count of deleted record in deletion job record.

After deletion of garbage data you will see the only required data in MSCRM as below

Happy Learning 😊

Records Per Page Alteration

Requirement

Can we show more records in one page of views?

Solution

Yes, MSCRM gives us facility to configure the records counts as per Page for user level. By default 50 records user can see on one page as per below screenshot

User just need to follow below steps for configuration changes with his login

• Select Settings button on top window

• Select “Options” 

• It will open new window, Go to General Tab and select required option from drop down list in front of “Records Per Page”

• After selecting required option click on “Ok”

After saving settings, Page will be auto reload and configuration changes will be reflect like below screenshot.

Happy Learning 😊

Custom Help URL configuration

Requirement

Help MS CRM’s end user with the process documents or videos provided by company guideline

Solution

MSCRM is a generic CRM product and can be configure and customize as per user’s requirement hence processes implemented can be vary for every client, hence generic help couldn’t satisfy actual requirement. Here MSCRM give us functionality to customize the Help URL, through that user can be accessible with the Process documents or videos which helps user to understand his company processes. MS CRM Help URL can be configured at two level

• Global Help URL
• Entity Help URL

By default, below screen will be there for Help

Let’s follow below steps to configure Global Help URL

• Navigate to Settings-->Administration-->System Settings

• In “General” tab change flag yes for “Use Custom Help for customizable entities”
• Set “Global custom Help URL” (it would be URL where all documentation or videos uploaded by company for process knowledge)
• Click on "Ok"

Now when we click on Help button it will redirect us to our entered URL for guideline, Let’s click on “Help”

And it will redirect us to https://mscrmbuddy.blogspot.com

Let’s follow below steps to configure Entity Help URL, here I am configuring Account entity

• Navigate to Settings-->Customizations
• Open your solution, I am making changes in Default Solution

• Open Account entity then check “Use custom Help” in help section
• Enter Help URL
• Save Entity definition changes with help of “Save” button on top
• Publish the changes with help of “publish” button on top

Refresh the page for testing. Go to Account view or Form then click on “Help”

It will redirect to https://mscrmbuddy.blogspot.com/2017/10/create-mscrm-30-days-trial.html

As entered in Help URL

Requirement Achieved here.

Happy Learning 😊