Bryan’s Dynamics Gotchas: Solutions for CRM Surprises, Part 2

Welcome to this installment of Bryan’s Dynamics Gotchas! My name is Bryan Miller and I work in our CX Practice, focusing on our Dynamics CRM implementations. These blog posts will present some of the unexpected surprises I have run into, as well as my recommended solutions.

Situation #1: The client needed to create some system views for charts, dashboard lists, and subgrids but did not want them to clutter the list of views on the entity. I assumed that a setting could address this user experience issue that impacts everyone who uses system views for those items.

Gotcha: System views cannot be removed from a list without custom code!

Solution: Since the client did not want to invest any resources into custom development for this requirement, I proposed labeling the views in a way so that they move to the bottom of any view list (e.g., adding ‘x’ or ‘z’ will move it to the bottom of the alphabetical list – note that, unfortunately, punctuation like ‘^’ moves it to the top) or adding a label to each grouping so they are next to each other. These suggestions can be found below. The one downside of this solution is that the views show up with these names everywhere, including dashboards.

  •  x Chart – {view name}
  • Chart: {view name}
  • x_{view name}
  • {view name} (Chart)

Gotcha 2 - View Naming

Situation #2: The client needed to add some existing accounts, contacts, and leads to a myriad of static marketing lists. They previously managed their marketing data in another application. I assumed we could import members to a marketing list.

Gotcha: The import wizard does not support imports to the list member entity where these members are stored!

Solution: You can use a third party data migration tool like Scribe to import to the list member entity; this junction entity stores the relationship between a marketing list and each member (e.g., contact) of that list. However, the client did not want to pay for an application to handle this one-time effort. The easiest workaround that I’ve found for importing to this entity is:

  1. Create/import the static marketing lists in CRM
  2. Import the data to the connection entity where the ‘connected from’ is the account, contact, or lead and the ‘connected to’ is the marketing list
  3. For each marketing list, add members using this query: Connections (Connected From)  > Connected To Equals {marketing list name}

Gotcha 2 - Import Listmember

Situation #3: The client wanted to automatically change the business process stage based on opportunity’s status in order to make data entry easier. For example, if the opportunity has a status of “Statement of Work Pending”, it does not make much sense to have it in the initial “Qualifying” business process stage.

Gotcha: The stage of a business process cannot be automatically set out of the box!

Solution: Although you can use JavaScript to meet this requirement, the client did not want to invest any resources into custom development. So I proposed a solution where we do the inverse of the requirement – set the status based on the stage – using out of the box workflows. The client was satisfied with this idea and we worked together to devise the conditions for automatically changing the status based on stage. I then created a workflow on the opportunity entity that included conditional statements with the following format: Related Entities/Process Stage (Process Stage) > Stage Category > Equals > {stage category name}.

business process

Gotcha 2 - Change Biz Process Stage

Stay tuned for the next installment of Bryan’s Dynamics Gotchas! If you have any questions on Dynamics in the meantime, please comment below or email me at bcmiller@westmonroepartners.com.

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Phone: 312-602-4000
Email: marketing@westmonroepartners.com
222 W. Adams
Chicago, IL 60606
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