Analyze Dynamics 365 data to gauge performance. Recognize trends. Mass edit thousands of records. Share data with someone that is not a D365 User. These business requirements and so much more can be accomplished when you export your data to Excel or Excel Online from Dynamics 365. Plus extracting a large number of records is a non-issue because you can export up to 100,000 records in a single export file.
The Export to Excel feature has proven to be a vital asset in the D365 application over the years due its ease of use, and its obvious connection to Excel. With the continued enhancements in Dynamics 365, and the technology which can be integrated with the application, you can certainly do so much of your data analysis without ever leaving the environment, thereby reducing the need to export your data. Fact is though, so many have come to know, love and depend upon the tools and functions in Excel which bring data to life, thereby making the Export to Excel feature a much-coveted feature still.
Besides the need to extract data for data analysis, the Export to Excel feature carries another extremely valuable purpose. What if you have a query of 10,000 Account records, for example, and want to update the Industry field on all of them to the same value? Sure, you could select a maximum of 250 records per page and mass edit them. But consider this, 10,000 divided by 250, you would need to repeat the process 40 times. And let’s be realistic, out of the 10,000 records, chances are slim you would be modifying the Industry field value to the exact same value for all.
By leveraging the export to Excel function, not only can you view thousands of rows of data at once, you can also update all of them at once too. Data is exported in the same format as you see in your View, so text remains text, numbers remain numbers, and dates remain dates. The cell format in Excel may change for some formatting types, so you will need to be aware of this and be sure to update the affected rows accordingly.
Make any necessary changes in the exported file, and then import the file back into Dynamics 365. Just like that, your 10,000 Account records have been updated in a fraction of the time, and you have significantly reduced the risk of making an error.
Below is a rundown of the export options:
- Static Worksheet: The exported data will not change, what you export is what you get every time the file is opened. This mode of export is most commonly used when data needs to be shared with a non D365 User or when a mass number of records need to be modified
- Dynamic Worksheet: Data contained in the export file will dynamically update based upon changes made in D365 each time the file is opened or refreshed. This mode of export is most commonly used to maintain a file on your local machine allowing you to surface the most up-to-date information without having to access D365. Do note that the file can only be opened and viewed by a D365 user, and the Dynamics 365 for Outlook Client must be installed to refresh data
- Dynamic PivotTable: Similar to the Dynamic Worksheet with the added benefit of viewing your Dynamics 365 data in an Excel PivotTable, allowing you to see patterns and trends in data.
- Excel Online: When you export to Excel Online, the data appears just as it would as if opened in the desktop version. From Excel Online you can quickly manipulate data and push it back into D365 with the click of a button. Another value-add is you can perform ad-hoc analysis on the data, and although you cannot save it back to D365, you can save as a new file for future analysis/reference.
The data export function, enables you to easily manage your data, maintain data integrity, reduce workload and save time!
Out of the box, Dynamics 365 has many great out-of-the-box entities such as accounts, contacts, leads, and opportunities. However, it is often the case, that the out of the box entities may not be the right fit or the only fit for every business. Businesses often have their own special requirements, and when these requirements do not fit the D365 mold, we look to custom entities to accomplish the desired result. Through the configuration of custom entities, D365 can be tailor fit to meet any business’ unique needs. That means custom forms, fields, business process flows, views, charts, and dashboards, all based on your specific requirements.
D365 out-of-the-box is like a good suit, you purchase it because you like the suit, but know that to get the “right fit,” your next stop will be your tailor. Custom entities are your D365 tailor. With custom entities you can construct entities based on your organizational needs. These custom entities can drastically elevate your D365 experience. By creating custom entities you’ll have a unique, one of a kind system, unlike anything on the market. This could be as simple as an entity to capture employee data in your organization, to a collection of custom entities working together to bring you a whole new experience.
The following is an example of some custom entities built to manage human resource activities. The below demonstrates a custom navigation tile built to clearly distinguish the custom entities which have been built to fall within the Human Resources component of the system, thereby easily distinguishing it from the out-of-the-box areas of the environment.
The Candidate entity in the collection had fields created and a custom business process flow built to manage the hiring process. This entity had relationships built which further tie it to the other custom entities which fall within the human resources collection. Being this is all custom built, the skies the limit. If you can imagine it, you can make it a reality.
Microsoft Canada has announced that it has named WebSan Solutions Inc., a cloud Microsoft Dynamics Certified Partner and IT consulting and solutions provider, a finalist for the Modern Marketing Innovation Award of the 2018 Microsoft IMPACT Awards for the second consecutive year.
Each year, Microsoft Canada hosts the IMPACT Awards to celebrate innovation in technology recognizing the outstanding work our partners do to deliver virtually seamless solutions to customers. The IMPACT Awards showcase the excellence and innovation within our Canadian Partner community.
The Modern Marketing Partner of the Year Award recognizes a partner who is using modern/digital marketing practices to acquire, convert and retain customers. The Modern Marketing Innovation Award recognizes an exceptional partner who excels at developing and delivering the use of campaigns using SEO, SEM, Search, Content Marketing or Social and demonstrates their Impact to drive leads and opportunities.
Microsoft IMPACT Award winners and finalists will be recognized at the IMPACT Awards Finalist Dinner of the Microsoft Inspire event on July 15, 2018 in Las Vegas, Nevada. A listing of all winners and finalists are on www.microsoft.com/en-ca/sites/impact-awards.
“We are thrilled to be recognized as one of the finalists of the Microsoft Modern Marketing Innovation Award for the second year in a row,” says Andrew King, Managing Director at WebSan Solutions Inc. “WebSan Solutions’ digital marketing solutions have always achieved the goal of making Microsoft Dynamics products easily accessible and readily available to both customers and prospects through our unique marketing efforts.”
One of the most common tasks for users in Dynamics 365 is entering data. Often users are required to enter data while on the call with a potential client or customer. Opening a new form and having to switch back and forth between screens can eat up valuable time for you and your client. It can also cause the user to lose focus and forget important information. Quick create forms give users a way to capture key information quicker and with less distractions.
To deploy quick create forms for your D365 environment, simply follow the steps below and you will be on your way to creating a more efficient data entry screen in no time.
Firstly, to use quick create forms you must enable it on the entity level. To do so, go to Settings > Customizations > Customize the System.
In the customization window navigate to the entity you wish to create the quick create form for and confirm that the ‘Allow quick create’ box is checked, otherwise select it to enable this feature.
Now that this has been enabled, go to the entity’s form section > click new > pick quick create form. This will open the quick create form editor.
From here simply drag the fields you wish to use from the field explorer list on the right onto the central panel. Keep in mind the quick create form is intended to be an abbreviated version of the main form, so only add the key fields you need to capture.
Once this is done hit Save, then Publish.
To test out your new form, simply go back to the main page and refresh your browser. Look for the new icon in the navigation bar and find your form in the list.
Below is a sample of how a quick create form looks like when implemented.
Dynamics Integration With O365 Productivity Tools Webinar
Join our webinar on “Dynamics Integration with O365 Productivity Tools“ happening on Wednesday June 27, 2018 at 11:00AM – 11:30AM EST. See how your business can become more productive using the O365 suite and integrating it within Microsoft Dynamics 365 Business Central. Seamless communication with out of the box solutions including,
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Creating views and charts are a meaningful way to analyze and visualize your data, but they often live in multiple entities in Dynamics 365, and truth be told, you probably overlook or do not use them to their fullest potential. Custom dashboards in D365 give you the ability to pull together a variety of views and charts into one place, providing you a single stopping point to easily view metrics which span multiple entities.
Dashboards can be made up of views, charts, web resources and iFrames, allowing you to build your own collection of business intelligence metrics.
There are two types of Dashboards which can be created, system dashboards and personal dashboards. System Dashboards are created by a System Administrator or System Customizer, and are available to everyone in the organization. Personal Dashboards are those that a User can create for themselves, and are only viewable by that User (or Users they “share” the Dashboard with), and what this blog will focus on.
Creating a Personal Dashboard
You can create a personal dashboard by going to the dashboard area of Dynamics 365, and selecting an existing Dashboard and performing a “Save As” or create a new one. You are presented with layout choices, select one and click Create.
Define a Name for your dashboard and then select any of the components to begin working within it. A blue outline will identify the current component that you are working within.
You can either click on one of the icons within the component to choose the type of data to display or you can use the navigation buttons at the top of the screen. When adding a chart, you will configure the view that you wish to have represent your chosen chart.
Once you have chosen the data you want represented, you can rearrange the components and resize them, allowing the display to be visually pleasing to you.
To rearrange the components, click the component header and drag it to an empty area on the dashboard or to the area of an existing component. When you drag a component over other components, a red line appears on top of the components to display where the component will be placed, moving the existing component down.
To change the height or width of a component, select the component, click the appropriate button in the navigation area or click on the ellipses for additional options. The height increases or decreases by three rows. The width increases or decreases by one column.
To remove a component, choose it and select Remove.
Once you are done configuring your dashboard, select Save and then Close. Your newly created dashboard will now appear in the drop-down of available dashboards.
Leave the spreadsheets to your data analysts, and appreciate the effectiveness that charts provide. Dynamics 365 comes with a handful of charts out-of-the-box which you can pair with corresponding views to surface data visually. Like most companies, you likely have unique measures which the standard charts do not account for. That is where the flexibility and ease of creating your own charts in D365 shines. Dynamics 365 provides a variety of chart types allowing you to create column, bar, pie, funnel, and many more chart types, to fulfill your business needs.
Charts interact with the view which is chosen, and the data reflected in the chart is refreshed when you toggle between views. So, if viewing My Opportunities, the chart will depict that information, if you switch the view to All Opportunities, the Chart will change to reflect the data of the newly selected View. Similarly, you can switch Charts to display the View data in another way.
There are two types of Charts which can be created, system charts and personal charts. System Charts are created by a System Administrator or System Customizer, and are available to everyone in the organization. Personal Charts are those that a User can create for themselves, and are only viewable by that User (or Users they “share” the chart with), and what this blog will focus on.
Creating a Personal Chart
To create a chart, navigate to the entity (Accounts, Contacts, Leads, Opportunities…) for which you want to create a chart and choose the view which best demonstrates the data you want to visualize. Click the charts pane to expand this section.
You can either create a chart based on an existing one by clicking on the disk and performing a “Save As” or you can create a new one by clicking the plus symbol.
Specify what you want to display in the chart. Indicate the field and aggregate option for which you want displayed for the Series axis. Then select a field for your Category axis. You can create a chart with either multiple series or multiple categories, but not multiples of both.
Click on the chart icon to select the type of chart you want to create.
If you want to apply any specific filters, you can utilize Top and Bottom Rules. This allows you to only show the top or bottom values for your query. For example, display the top 3 Accounts by Estimated Revenue.
The chart is automatically named based on the fields you chose for the series, category axes, and top/bottom filter, but you can re-name the chart to a value of your choosing. Save when done. Click the “x” to return to the chart selector.
Your personal chart(s) will be displayed at the bottom of the chart selector.