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 😊

Details in Lookup with Configuration

Requirement

In Lookup field can we see more details at selection level without script? For e.g. If we are about to select City field can we see City Name, State along with City code for accurate selection on Account

Solution

MSCRM provides different view for lookup, which is only visible for lookup window, we can utilize this view to fulfil our requirement. Right now we have default system lookup view so we are getting below data for lookup fields for City entity on Account

Here we are not getting accurate details about which city need to select due to city code has entered in default Name field.

We can configure it via below steps

• Open Solution for Configuration Navigate to Setting --> Solution --> Desire Solution
• Expand City Entity and double click on Lookup view

• It will open below window click on "Add Columns" from right side

• Select required fields need to add in lookup then click on OK

• Save and close the changes

• Publish the Solution and restart the browser to reflect the changes 

It will give below desired output which will help user in selection of correct City on Account

Happy Learning 😊

Filter Lookup without script

Requirement

On Account form we have Country, State and City lookup fields that should be filtered depend upon selection
For E.g. If India selected in country lookup field then states from India only should be visible for selection in State lookup field, and same will be apply to City depend upon selection in state.

Solution

MSCRM has provided functionality for related record filtering for lookup field on form, in that we gets common N:1 relationships of form’s entity and of lookup entity for configuration

Now we don’t have any filtration on State as per country hence we are getting all available states for selection without considering the country selected in Country fields

So let’s start work on the above requirement

• Open Account Form for changes
• Open Property of State field on form and slide down to Related records Filtering section

• Check on “Only show records where” checkbox it will enable drop-down list for selection
• First drop-down list gives N:1 relationships of entity form, here we have to select the field which is  going to be used for filtration, In our example we want state filtration as per country, so let’s select Country of Account

•  Second drop-down list shows N:1 relationships of lookup entity and auto fill as per selection in first drop-down list
• In our case we have only one N:1 relation of State entity with country entity hence we are not getting multiple options for selection in second drop-down list

• Keep “Users can turn off filter” check box as uncheck
• After making changes click on “Ok” to save property changes for state field
• Select below options for City filtration as we required city should be filtered as per selected state

• After making changes for field’s property Save and Publish
• Refresh and check for the output

 You will get output like below

On selection of India in country field will get only those states which are in India

After selecting MH in State only cities in Maharashtra will be available for selection

Happy Learning 😊

Create Records in bulk without writing single line of code

Requirement

Create Records in bulk

Solution

MSCRM has provided Import data facility to achieve above need. Let’s take example of below scenario

We have State dump to store into MSCRM

As per State custom entity configuration in MSCRM instance we need to provide below data to system

State Code, State Name and Country

So to complete above requirement, we will take below easy approach

          Open Advance Find

          Select State entity

          Add required fields and remove unnecessary fields from Advance find Edit Column as per below

Click on Result then on Export States button from right most corner

It will download  excel file like below, Click on “Enable Editing” button and prepare below excel sheet with required data from state dump

When will try to paste data into this sheet it will ask confirmation for excel modification like below, Click on OK

Now excel with required data has been ready to import

To Import data navigate to Settingsà Data Management àImport

Click on Import Data button, it will open popup to get file

Browse to files location then click on Next

Specify allow duplication property and owner of all these imported records

Imported file gone thought from below status reasons

Submitted-Parsing-Transforming-Importing-Completed

that can be track and  also we can check imported files success record, failure record and errors from system

Refresh and check imported data into Advance find

Happy Learning 😊