Microsoft Dynamics CRM 2011 offers countless time saving features inside the application. Bulk edits and creating email templates are the next two time saving tips in this Microsoft Dynamics CRM 2011 blog series.
The first four Microsoft Dynamics CRM 2011 time saving tips of this series included:
#5 – Bulk Edit
Save time making changes to numerous records at once using bulk edit. Whether editing 2 records or 200, bulk edit is a great feature to use to save time.
To edit more than one record at a time, use “CTRL” or “Shift” to select multiple records at once. If records are place sporadically throughout CRM, use the check box located on the left side of each lead. Each record you select will be highlighted.
Select multiple records from any entity list, then click the Edit button – located on the ribbon at the top of the page.This will open the Edit Multiple Records window. At this point there are multiple categories you can make edits to. For example: Relationship Type, Territory, SIC Code, etc. At Professional Advantage, the marketing department uses bulk edit frequently to update Source Campaign, Owner, and Status on multiple lead records. Bulk editing has endless limits and will save you time in the long run.
#6 – Email Templates
Do you find yourself drafting practically the same email over and over as you work to gather client data needed for your organization’s business process? Do you search for a sent email, then copy and paste the text from the email into a new email?
Microsoft Dynamics CRM 2011 provides another great feature to enhance your experience and save you time when creating emails. You can create an email template in CRM 2011 which can be used multiple times, saving you valuable time when completing daily tasks.
First, go to Settings, click Templates, then Email Templates.Click New.
Select the type of template you wish to create for the email. This will determine what entity your template will apply to. See below for an example.
Add the details of the emails including: Title, Description, and Subject.
The next part is my favorite. Writing the body of the email, then adding merge fields to pull data directly from Microsoft Dynamics CRM 2011. Merge fields are helpful because you can turn a generic email into a personal email, catered specifically to the record.
To add merge fields click Insert/Update on the top of the same window.
Click Add to select the data field values. Then select the Record Type the field relates to. Finally, select the Field.
Once the template is saved, add any attachments that should be sent with the email by clicking New E-Mail Attachment and selecting your attachment. The email template should be saved prior to adding a new e-mail attachment. When finished Save and Close the template.
Once your template is created, you can send a quick and easy personable email to any CRM Record.
To send a default email, click New Activity. Choose Email. Then Insert Template. Depending on the number of templates created previously, you can choose from a variety of email templates. All merge fields will be auto-filled, so the email will be ready to send without retyping or recreating the entire body.
Creating an email template is a helpful time saving tip which will take a little more time upfront with preparation of the template itself, but will save you time in the long-run when sending emails to Records in Microsoft Dynamics CRM 2011.
Stay tuned for next week’s post to find out two new time saving tips in Microsoft Dynamics CRM 2011.