SSW CRM 2011 Up and Running

Uninstall existing CRM 4.0 Outlook client (if required)

Close Outlook if you have it open

Figure: Open Control Panel | Program and features | Uninstall Crm 4.0 for Microsoft office Outlook

How to Install CRM 2011 for Outlook Client

1. Close outlook if you have it open.
2. Install CRM client for Outlook from FileServer



Figure: Accept the Agreement and then click Next



Figure: Click on Install Now Button



Figure: Replace the server url with correct address. Example: crm.northwind.com

CRM should now be configured to work with Outlook.

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

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

Figure: Uninstall Microsoft Visual c++ 2010 x86 Redistributable - 10.0.40219

Now restart CRM 2011 for Outlook setup.

(If Required) Troubleshooting: After installation Outlook may lose the 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

Figure: Restored Outlook 2010 Search ribbon

How to configure your Outlook CRM personal options

Figure: Go to Outlook main Window | File Tab | CRM | Set Personal options

Figure: Synchronization tab within 'Set Personal Options' window

Figure: Configure your email tab according to above Screenshot

Figure: Configure your Outlook CRM filter

How to record a sales opportunity

Figure: Go to Microsoft Dynamics CRM | Sales | Opportunities | New.

Figure: This allows better understanding of opprotunity when look at opportunity list.

Figure: Setting potential customer of an opportunity to a company instead of contact will avoid problem when the contact moves to another company.

Figure: Recording revenue in the right field allows us to give a better report on our sales pipeline.

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.

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

   

   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:

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.

Figure: Outlook Contact without Parent Company

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



Figure: Example of outstanding invoice first reminder

3. 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.

   

   Figure: Highlight the email you want to copy, hit CTRL + C then CTRL + V

4. Go to TimePRO Online Oustanding Invoice page
5. 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.



Figure: Click on preview button to open up the details



Figure: Client oustanding invoice details

6. Open up your copy of draft email in your outlook.
7. Copy the details such as the contact's email address, invoice details, etc. from TimePRO online to your outlook draft email.



Figure: Sample outstanding invoice email with TimePRO details

8. From Outlook email, hit "Track In CRM" button.



Figure: Track Outstanding Invoice email in CRM

9. From Outlook email, hit "Set Regarding" button and select "More".



Figure: Set regarding for outstanding invoice email

10. Search for the client account that you want to send invoice email to, then click "Ok".



Figure: Select the client to set regarding

11. Send your outstanding invoice email from outlook.