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SSW CRM 2011 Up and Running

This standard is provided to give you information related to your CRM account and settings.

Alternative link
If you are still running old CRM 4
Please see SSW CRM 4 up and running
  1. Uninstall existing CRM 4.0 Outlook client (if required)

    Close Outlook if you have it open

    Program and features
    Figure: Open Control Panel | Program and features | Uninstall Crm 4.0 for Microsoft office Outlook
  2. How to Install CRM 2011 for Outlook Client

    1. Close outlook if you have it open.
    2. Install CRM client for Outlook from: FileServer
    3. License agreement for CRM 2011 for outlook
      Figure: Accept the Agreement and then click Next
      Select the installation
      Figure: Click on Install Now Button
      Configure Organization
      Figure: Replace the server url with correct address. Example: crm.northwind.com

    CRM should now be configured to work with Outlook.

  3. (If Required) Troubleshooting: Installation failed due to newer version of c++

    If installation failed then open the log file.
    1. Then Check for following line: Installation of Microsoft Visual C++ Runtime failed. Exit code: 5100. Result: Asia
    2. If you found above line, then go to Control Panel | Program and Features | Uninstall the program outline in following screenshot
    Uninstall Microsoft Visual c++ 2010 x86 Redistributable - 10.0.40219
    Figure: Uninstall Microsoft Visual c++ 2010 x86 Redistributable - 10.0.40219

    Now restart CRM 2011 for Outlook setup.

  4. (If Required) Troubleshooting: After installation Outlook may lose the Search Ribbon

    Outlook Search ribbon
    Figure: Outlook 2010 Search ribbon
    1. Close Outlook 2010
    2. Click on Start Button | Run | Type in regedit
    3. Navigate to HKEY_CLASSES_ROOT\TypeLib\{2DF8D04C-5BFA-101B-BDE5-00AA0044DE52}
    4. Right click on the 2.4 regkey and choose Export. Save this export to your desktop for now so we have a backup.
    5. Now once that is backed up right click on the 2.4 regkey and choose delete.
    6. Launch Outlook

    Your Outlook ribbon should now be back

    Restored Outlook Search ribbon
    Figure: Restored Outlook 2010 Search ribbon
  5. How to configure your Outlook CRM personal options

    Outlook CRM Options
    Figure: Go to Outlook main Window | File Tab | CRM | Set Personal options
    CRM Synchronization Options
    Figure: Synchronization tab within 'Set Personal Options' window
    CRM Email Options
    Figure: Configure your email tab according to above Screenshot
    CRM Email Options
    Figure: Configure your Outlook CRM filter
  6. How to record a sales opportunity

    Create New Opportunity
    Figure: Go to Microsoft Dynamics CRM | Sales | Opportunities | New.
    Naming Opportunity
    Figure: This allows better understanding of opprotunity when look at opportunity list.
    Set Potental Customer for Opportunity
    Figure: Setting potential customer of an opportunity to a company instead of contact will avoid problem when the contact moves to another company.
    Set Revenue for Opportunity
    Figure: Recording revenue in the right field allows us to give a better report on our sales pipeline.
    Set Sales Stage for Opportunity
    Figure: This allows us reporting on our oppotunities base on sales stage and work out what to do next.

    After creating opportunities you will need:

    • Keep Sales Stage up to date.
    • Close Opportunity whenever we win or lose the opportunity. Closing opportunity is important because if the opportunity is won, it will create a Project record in CRM. This allows Project Manager to record montly projected income.

  7. How to Track Contact, Email, Task, etc.. from Outlook in CRM

    To track a contact, email, task, etc.. from Outlook in CRM, you need to:

    1. Click Message tab in Outlook
    2. Hit "Track" button
      Track In CRM
      Figure: Tracking an outlook content in CRM

    Only track activities as per rule Sales - Do you know when to track activities in CRM? to avoid CRM becoming a spam place of all activities.

    When tracking a contact in CRM, company field in outlook does not sync with CRM. You need to click on "Set Regarding" and choose appropriate company in CRM:

    Set Parent Company
    Figure: Set Regarding for Outlook Contact

    Any contact without a company/account will automatically go to account name "Outlook contacts - Please set Regarding Company/Account" in CRM.

    Outlook Contact without Parent Company
    Figure: Outlook Contact without Parent Company

  8. How to send outstanding invoice reminder

    1. Create a new email, fill in necessary fields and save it as a draft email. You will use this email as your template.
    2. CRM uses your subject line to save the record in correct category in TimePRO. It's important that your subject must start with one of the following:
      • Outstanding Account with SSW - First Reminder
      • Outstanding Account with SSW - Second Reminder
      • Outstanding Account with SSW - Third Reminder
      • Outstanding Account with SSW - Fourth Reminder
      • Outstanding Account with SSW - Legal
    3. Email template for first outstanding invoice reminder
      Figure: Example of outstanding invoice first reminder
    4. Go to draft folder in your outlook and make a copy of the email you just created. Each time you want to send an email, you will need to make a copy so that you don't loose the template.
      Copy of email template in draft folder
      Figure: Highlight the email you want to copy, hit CTRL + C then CTRL + V
    5. Go to TimePRO Online Oustanding Invoice page
    6. Click "Preview" button on the row of the client that you want to send the email to. This will open up the oustanding invoice details.
    7. Client outstanding invoice list
      Figure: Click on preview button to open up the details
      Client outstanding invoice details
      Figure: Client oustanding invoice details
    8. Open up your copy of draft email in your outlook.
    9. Copy the details such as the contact's email address, invoice details, etc. from TimePRO online to your outlook draft email.
    10. Sample outstanding invoice email with TimePRO details
      Figure: Sample outstanding invoice email with TimePRO details
    11. From Outlook email, hit "Track In CRM" button.
    12. Track Outstanding Invoice email in CRM
      Figure: Track Outstanding Invoice email in CRM
    13. From Outlook email, hit "Set Regarding" button and select "More".
    14. Set regarding for outstanding invoice email
      Figure: Set regarding for outstanding invoice email
    15. Search for the client account that you want to send invoice email to, then click "Ok".
    16. Select the client to set regarding
      Figure: Select the client to set regarding
    17. Send your outstanding invoice email from outlook.

Acknowledgements

Zune Vien