In this series of blogs we will be covering integration of Microsoft Dynamics CRM with the following Applications;
- E-mail Server
- E-mail Client
- Power BI
- One Note
- Office Groups
In Part-2 of this series, we will be covering Microsoft Dynamics CRM integration with: Excel, Power BI and One Note.
d. Working with Excel in Dynamics CRM:
The whole idea behind Excel integration is allowing you to take the CRM data that is good for transactional, day-to-day type operation, bring it into a worksheet where you can leverage all the Excel capabilities.
How to export and re-import data back into CRM:
Let’s take a look at some of the export menu options as shown in the image, so we understand what we’re getting when we choose one of those options.
One Click Export:
Simply clicking on the Export to Excel, it quickly downloads it in an XLSX native format. It formats the columns a little bit easier.
One of the common things you need to do is bulk edit. And this is where the concept of re-importing is very helpful. First you export the excel sheet of the required view or records that needs to be modified. You can sort the data in Excel, make changes, leverage some other analysis capabilities of Excel, save the file, and then be able to import it back in. This supports importing updated records as well as importing of new records.
Export & Import Limit:
When you’re working with export and import, you should be aware there are some limits that apply to both the record size as well as the record count that you’re working with. On the record count size, you’re limited up to 100,000 records. That is adjustable in the organization database for CRM on-premise from 10,000 to 100,000. And you can use files up to 32 megabytes of data to be able to export as well as import back in.
e. Power Bi with Dynamics CRM:
Power BI is being able to take the data out of CRM, bring it into a tool that is centralized and designed specifically to analyze interactively data from one or more sources. The visualizations are created from the data, and they’re presented in a dashboard or report-like format that you can interactively drill down into and you can also share the dashboards with others in your organization so they can leverage the same analysis that was put together.
Power BI Sites with Power Query/Excel:
With Power BI sites, what you will do is get the Excel add-in Power Query. You’ll use that to be able to pull data from CRM. As you pull that data in, you’ll select the columns and so forth that you want to use. You’ll do some mapping of the data in as part of the query. You’ll then set up the visualizations using Power View to be able to have charts and maps and so forth that you want to visualize. You’ll then upload that into a Power BI site inside a SharePoint site collection in Office 365. That is then what you would share with others in your organization to be able to consume it.
It brings data in with the concept of data sets. The easiest way to think about data sets is they connect you to something. They represent one single source of data. That could be an Excel, could be CRM, and could be another public data source that’s available that you want to combine with the other data that you’re analyzing. You could leverage multiple data sets as part of building one dashboard or visualization, and a data set can be used in multiple dashboards and reports. Data sets are used as a read-only source.
f. OneNote Integration with Dynamics CRM:
Intro to OneNote:
OneNote is a product for taking notes. You might take a screen capture from a browser. It also have map screen. There’s a to-do list so you can keep track of things you need to do related to that. You can also use audio notes. OneNote organizes its data in the concept of notebooks, kind of taking the physical notebook style notes that people might take and bringing it to the digital world. So within a notebook, you have sections. Within a section, you have page. It also has a concept of section groups. One thing to be aware of is section groups is not currently supported in the CRM integration.
- Windows – Compatible to associate with CRM records
- Web – Compatible to associate with CRM records
CRM Record Connection to OneNote:
Once you’ve enabled OneNote in an organization and set it up for one of the entities to have OneNote capabilities available, when you go in to the web interface and click on the OneNote tab, it will actually create the OneNote notebook the first time. As you establish sections in it, you’ll see those sections show up in the section on the CRM interface.
Configuring for OneNote Integration:
The first step in enabling OneNote integration is to enable the server-side SharePoint integration. This won’t work if you’re using the client side components. You do need to have the server-side SharePoint integration enabled. Once you’ve enabled that and entities are enabled for document management, then you can enable the OneNote integration. You can do that in one of two ways. You can either go to the entity settings, and you’ll find that in the communication and collaboration section. You’ll see the OneNote integration checkbox there. You’ll also see it if you go to settings -> document management -> OneNote settings. And you can also enable it from there. The list from there will show any entities that are enabled for document management.
When you delete the CRM record, it removes the document location pointing to the OneNote file, but the OneNote notebook itself is still left in SharePoint. You would need to manually go clean that up or do your own automation to remove that on record delete.
Sharing OneNote File Across Multiple Records
The only way that you can actually get that to share the notebook across multiple records is to actually manually edit the document location and point to the shared OneNote notebook that you want to use.
In Part-3 from this series of blogs, I will let you know the integration process of Skype, Yammer & Office Groups with Microsoft Dynamics CRM. So stay tuned for the upcoming learning.