MS CRM Customization Docs 4

Chapter 4: Configuring Organizational Settings



CHAPTER 4: CONFIGURING ORGANIZATIONAL SETTINGS

Objectives

The objectives are:      Configure several “one-time” only organization settings that control various system-wide functionalities Identify the impact of each System Setting on end-user functionality Identify the impact of the Auto Numbering settings on end-user functionality Identify the impact of the Fiscal Year Settings on Sales Quota reporting Identify how Multilingual User Interface packs let users personalize their UI experience by displaying Microsoft Dynamics CRM in the language of their choice Examine how multicurrency enables monetary transactions and attributes to be defined in multiple currencies



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Introduction

This section examines a variety of configuration settings that enable each organization to tailor Microsoft Dynamics CRM to satisfy its business requirements. These settings control the appearance and functionality of the application; they are defined at the organization level and apply to all business units in a given implementation. These options include the following configuration parameters:  System Settings. These options are typically one-time only settings configured during system start-up. Normally, you will not need to revisit them unless you find that your organization is best served by changing a specific option. Auto-Numbering. Newly created records are assigned a record ID based on entity type. These options determine the numbering schemes used to create the record IDs. Fiscal Year Settings. These calendar settings define the fiscal periods used for sales quota management reporting.



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 Multilingual User Interface. Microsoft Dynamics CRM allows users to view the User Interface and Online Help of Microsoft Dynamics CRM in different languages within the same installation. This configuration control defines the languages required by the users in your organization. Multicurrency. Microsoft Dynamics CRM supports a true multicurrency model where an organization can enter any financial transaction in multiple currencies. This configuration control defines the currencies used by your organization, along with their corresponding exchange rates.



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System Settings

System Settings allow you to modify organizational parameters that control a variety of system-wide functionalities. You can access these settings by clicking Settings, then Administration, then System Settings. This lesson examines each of the tabs in this window and the options associated with each.



FIGURE 4.1 ORGANIZATION SETTINGS



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General Tab

The General tab contains a variety of system-level settings.



FIGURE 4.2 GENERAL TAB OF THE SYSTEM SETTINGS



Full-Name Format The Name Format option configures how the full names of contacts and users are displayed. Changing the Name Format after users have already been added does not change the way those names are displayed. A change to the Name Format only changes new entries. Currency Precision This parameter controls the number of decimals that appears with any currency amount. The options are zero (0) through four (4). Share entities with original owner This option indicates whether objects that are assigned to a new owner will remain shared with the original owner. This is a Yes/No option. Blocked file extensions Microsoft Dynamics CRM allows you to attach files to various objects. This setting allows an organization to identify the file types that users will be restricted from attaching to objects. This field is prefilled with a number of default file extensions that are typically not recommended as best practices. However, each organization is free to add or remove file extensions from this list. Use a semi-colon to separate each new file extension that you add.



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Currency display option This option allows an organization to indicate whether currency amounts will be displayed with the currency symbol or the currency code. For example, if Adventure Works Cycles’ currency is United States dollars (which has a currency symbol of $ and a currency code of USD), and if an order is for one hundred dollars, then selecting the currency symbol for this option displays the order amount as $100.00, whereas, selecting the currency code displays the amount as 100.00 USD.



Formats Tab

The Formats tab allows organizations to identify how the following measurements are displayed throughout the application:     Numbers Currency Time Long and Short dates



FIGURE 4.3 FORMATS TAB



From the Current Formats list, you can define the formats that your organization wants to use for these measurements in either of two ways:  Select pre-defined formats for a given language and region. If you select this option, then you must use all of the default formats that are defined for the language and region that you select from the drop-down list.



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 Customize your own formats. If you click the Customize button, you can select a custom format for each measurement.



FIGURE 4.4 CUSTOMIZE REGIONAL FORMATTING OPTIONS



E-mail Tab

The E-mail tab allows you to indicate whether outgoing e-mails are tracked as Microsoft Dynamics CRM e-mails by means of a tracking token, and if so, the format of the tracking token for your organization. The tab also includes additional e-mail options that define e-mail form options and file size limits for attachments.



FIGURE 4.5 E-MAIL TAB



Configure e-mail correlation This section includes two options. The first option indicates whether a tracking token must be assigned to each outgoing Microsoft Dynamics CRM e-mail message.



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A tracking token is an alphanumeric string generated by Microsoft Dynamics CRM. It is appended to the subject immediately following the original subject line of the outbound e-mail. There is only one space separating the Tracking Token from the original subject. NOTE: It is not possible to configure the tracking token to appear in any other location within the e-mail message (for example, hidden away in the message header). The system components that reference the tracking token are designed to locate it at the end of the subject line. The tracking token is used in the following manner:   The tracking token is a unique identifier that tracks and matches email activities with e-mail messages. When Microsoft Dynamics CRM generates an outgoing e-mail activity, it can optionally attach a tracking token to the subject line of the outgoing e-mail message. An incoming e-mail response to the Microsoft Dynamics CRM system is correlated to the originating activity. – Microsoft Dynamics CRM considers an e-mail response to be a solicited, or subscribed e-mail when a valid tracking token is present in the subject line of the incoming message. An unsubscribed e-mail is a message incoming to the Microsoft Dynamics CRM system that does not have a tracking token or cannot be correlated with an originating activity. For example, if an organization has a customer that also has Microsoft Dynamics CRM installed, the organization might receive an e-mail message from the customer that has the customer's tracking token assigned to it. However, because the customer's tracking token is not valid in the organization's system (for among other reasons, it has a different prefix), the token cannot be correlated with an originating activity in the organization.  The Microsoft Dynamics CRM E-mail Router checks each message for this token to determine whether the e-mail is a reply to a Microsoft Dynamics CRM e-mail or an unsubscribe message.



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Tracking tokens can be turned on or off and configured to be unique for a specific Microsoft Dynamics CRM deployment. This means that a company with multiple Microsoft Dynamics CRM organizations can configure tracking tokens that are unique to each organization.



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Each tracking token consists of several parameters. If you select the option to use a tracking token, then you can customize the tracking token by configuring the following tracking token parameters:  Prefix. The prefix is a 20-character field at the start of the tracking token. The default value is “CRM:”.



IMPORTANT: Because your organization may deal with other accounts or contacts that also have Microsoft Dynamics CRM installed, consider changing the prefix to a different value as a best practice. A common approach is to change the value to something that reflects your organization's name.  Deployment base tracking ID. If you have multiple Microsoft Dynamics CRM deployments, then a unique base tracking ID should be assigned for each deployment. This allows you to link e-mails to each specific deployment. Number of digits for users. This field identifies the digits in the number of system users. You can select between one and ten digits. Number of Digits for incremental counter. The incremental counter is an automatically generated tracking number. This field controls the number of digits to use for this number, which can be from one to nine.



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Set tracking options for e-mails between CRM users This option controls whether e-mail activity records are created for incoming and outgoing e-mail between two Microsoft Dynamics CRM users.  If you select this option, then an outgoing e-mail activity record is created to reflect the message that is sent, and an incoming e-mail activity record is created to reflect the message that is received. If you do not select this option, an incoming e-mail activity record is not created for the message that is received; however, an outgoing email activity record is created for the message that is sent.



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The following three conditions must be satisfied in order to create an e-mail activity record for an incoming message:    The “Use tracking token” option is selected. The message is a CRM e-mail. The “Set tracking options for e-mails between CRM users” option is selected.



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Set E-mail form options These E-mail form options control the format of the e-mail form that is presented to the user, and whether outgoing e-mails are restricted to CRM users.  User secure frames to restrict e-mail message content. This option controls whether some HTML constructs are blocked in the e-mail form. Allows messages with unresolved e-mail recipients to be sent. Resolved e-mail recipients are CRM users. If this option is set to Yes, then messages will still be sent if a user entered in the To, BCC, or CC fields is not a CRM user. If this option is set to No, then all email addresses entered on the e-mail must be for a CRM user in order for the message to be sent.



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Set file size limit for attachments This option allows you to define a maximum file size (in kilobytes) for files that are attached to outgoing CRM e-mails. The default file size is 5,120 KB.



Marketing Tab

The Marketing tab includes settings that control how e-mail messages are processed for several automated marketing features.



FIGURE 4.6 MARKETING TAB



Enable Direct E-mail through Mail Merge in Campaigns By default, Microsoft Dynamics CRM does not allow users to send e-mail messages as campaign activities using the mail merge feature from within Campaigns. Setting this option to Yes allows you to override this default setting and enable users to send e-mail messages using mail merge from Campaigns.



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Creating Campaign Responses Automatically from Incoming E-mail Messages This option is only available if e-mail tracking is enabled on the E-mail tab. This Yes/No option controls whether an e-mail response is automatically created and sent whenever an e-mail is received relating to a marketing campaign. The system determines if an incoming e-mail is related to a marketing campaign by checking the subject line of the message. If the subject line of the e-mail that your users have sent from Microsoft Dynamics CRM includes a campaign code, and if the e-mail address for the incoming e-mail matches an e-mail address for a customer record, Microsoft Dynamics CRM can automatically create a campaign response based on the incoming e-mail message. Setting the Auto-Unsubscribe Options The following options are only available if e-mail tracking is enabled on the Email tab. Some customers may want to unsubscribe from e-mail marketing communications your organization sends them. You can configure several options specifically related to the unsubscribe feature.  Set “Do Not Send Marketing Material” option when unsubscribe e-mail is received. When you enable your customers to unsubscribe, Microsoft Dynamics CRM inserts a link into each outgoing e-mail message. When the customer clicks the link, the e-mail application opens a new message with the unsubscribe information in the subject line. Next, when the customer sends the e-mail message and Microsoft Dynamics CRM receives it and determines from the information in its subject line that it is an unsubscribed e-mail response, the system checks this “Do Not Send Marketing Material” option to determine how to respond. – If you set this option to Yes, the “Send Marketing Materials” flag on the account, contact, or lead record is set to “No”. This prevents the person from receiving any future marketing communications from your organization. If you set this option to No, the “Send Marketing Materials” flag on the account, contact or lead record is not set to “No”. This allows your organization to send future marketing communications to this person.



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 Send acknowledgement to customers when they unsubscribe. This option is only enabled if you set the prior “Do Not Send Marketing Material” option to Yes. In this case, marketing material is not sent to the customer; however, you may still want to send him or her an e-mail acknowledging your receipt of the message. This option controls whether an acknowledgement will be sent. – If you set this option to No, then no acknowledgement is sent to the person who sent the unsubscribed e-mail. – If you set this option to Yes, an acknowledgement e-mail is automatically sent to the person who sent the unsubscribed email. In addition, you can optionally select the e-mail template to use for the acknowledgment e-mail message. The template can be selected from the drop-down field that appears following this option.



Customization Tab

The Customization tab controls the naming convention assigned to each custom entity and attribute that an implementer creates.



FIGURE 4.7 CUSTOMIZATION TAB



Schema name prefix for custom entities and attributes This option identifies the prefix appended to the names of custom entities and attributes. The default value is “new_”.



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BEST PRACTICE: As a best practice, partners creating customizations should consider using a prefix that reflects their company name. Therefore, if an organization has contracted with multiple partners to create customizations, the customizations from each partner will not conflict with one another for a given customer. Custom Menus and Toolbars By updating the ISV.Config, implementers can create custom buttons and toolbar (menu) items. This option allows you to identify which types of Microsoft Dynamics CRM clients upon which the custom buttons and toolbar items will be displayed. This field must be left blank if you have not customized the ISV.Config; otherwise, you must select any combination of the following client types:    Outlook Laptop client Outlook Workstation client Web client



Application Mode This option determines whether Microsoft Dynamics CRM will be loaded in a browser window that does not display address, tool and menu bars. Setting this option to “On” results in the following:  The user is presented with less options and Microsoft Dynamics CRM, not Internet Explorer, becomes the focus of the user's experience. Each time the user logs in, Microsoft Dynamics CRM prompts the user if he or she wants to close the Internet Explorer page and open a second page.



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If this option is changed, you must close the browser and re-open it in order to view Microsoft Dynamics CRM in the new mode.



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Outlook Tab

The Outlook tab includes settings that control how e-mail messages are processed for Microsoft Dynamics CRM for Microsoft Office Outlook.



FIGURE 4.8 OUTLOOK TAB



Set e-mail promotion options When you work in Microsoft Dynamics CRM for Outlook, you can use all the familiar Outlook buttons and toolbars together with the Microsoft Dynamics CRM toolbar and menu to manage e-mail messages and most other activities. At any time, you can track an Outlook e-mail message in Microsoft Dynamics CRM. This is also referred to as promoting an e-mail message. The Personal Options settings let each user identify which messages he or she wants to track in Microsoft Dynamics CRM. The tracking options include:    All e-mail messages E-mail messages in response to a CRM e-mail E-mail messages from CRM leads, contacts, and accounts



A message can be promoted automatically when it meets the requirement of the Personal Options setting. A message can also be promoted manually by the user. Promoted messages still appear in Outlook mail folders, but they are marked with a Tracked in CRM icon and a copy of the message is saved as an e-mail activity in Microsoft Dynamics CRM. For any e-mail where the user is a recipient, sender, or owner, Microsoft Dynamics CRM first checks the user's security privileges before promoting the message. The user must have Read privilege for Activities, and if the Personal Options is set to promote e-mail messages for CRM leads, contacts, and accounts, the user must also have Read privileges for the lead, contact, or account, respectively; otherwise, the e-mail is not promoted.



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Consider the following scenario: 1. Pernille is viewing her Outlook inbox and notices that an icon changed for one of the e-mails. The item was “auto-tagged” by a Microsoft Dynamics CRM process running in the background of her Microsoft Dynamics CRM for Outlook. 2. Pernille clicks on the item and notices the “View in Microsoft Dynamics CRM” button appears. This indicates that a link exists for the item in Microsoft Dynamics CRM. The link is in the form of an e-mail activity record, which exists in Microsoft Dynamics CRM for that message. 3. Pernille clicks the “View in Microsoft Dynamics CRM” button and launches the web form for this e-mail activity. The options in this section of the Outlook tab define when and how often incoming e-mail is promoted and tracked in Microsoft Dynamics CRM.  Perform checks as new e-mail is received. This option controls whether incoming e-mail is automatically checked as it is received. If this option is set to Yes, each received e-mail is checked whether it satisfies the user's e-mail tracking setting in his or her Personal Options. Any message that meets this criteria is promoted to a CRM e-mail activity. Promote incoming e-mail every __ minutes. Instead of checking each e-mail as it is received, e-mail messages can be checked at regular intervals. This is referred to as the standard polling interval. At each interval, the user's Outlook inbox is checked for messages that satisfy the user's e-mail tracking setting in his or her Personal Options. Any message that meets this criteria is promoted to a CRM e-mail activity. The default value for this setting is ten minutes. The minimum value for this setting is one (1); the maximum value is 9999. Send pending CRM e-mail every __ minutes. The default value for this setting is ten minutes.



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NOTE: With the polling interval feature, a user may reply to an incoming email before the polling interval is reached and before it is recognized or promoted as a Microsoft Dynamics CRM e-mail. In this case, the e-mail is treated like a regular non-Microsoft Dynamics CRM e-mail. The user can manually promote the e-mail, but it does not happen automatically.



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Schedule Synchronization options This section of the Outlook tab includes the following parameters that control data synchronization:  Users can schedule synchronization. This option controls whether or not scheduled synchronizations will be available for all Microsoft Dynamics CRM for Outlook users. Scheduling automatic synchronizations enables companies to reduce user concern about not having up-to-date Microsoft Dynamics CRM data in their working Outlook folders. Minimum Time between synchronizations. If the option to schedule synchronizations is turned on, you can specify the minimum time interval between synchronization runs. This helps ensure the user sees the most up-to-date Microsoft Dynamics CRM data in their Outlook folders. Note: Each synchronization process runs in the background; it does not interrupt the user from interacting with Outlook.



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Updating local data in the background This section of the Outlook tab includes the following options that control background synchronization of local data:  Users can schedule background local data synchronization. You can select whether synchronization of background local data will be available for all Microsoft Dynamics CRM for Outlook users. Minimum Time between background local data synchronizations. If background synchronization of local data is turned on, you can specify the minimum time interval between synchronization runs.



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Set Schedule for Address Book Synchronization This section of the Outlook tab includes the following options that control background synchronization of the address book:  Users can schedule background address book synchronization. You can select whether background synchronization of the address book will be available for all Microsoft Dynamics CRM for Outlook users. Minimum Time between address book synchronizations. If background synchronization of the address book is turned on, you can specify the minimum time interval between synchronization runs.



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Reporting Tab

The Reporting tab controls the sequence in which report categories appear in Microsoft Dynamics CRM. You can arrange existing categories in an order that meets your organization's requirements. You can also remove existing categories and add new ones.



FIGURE 4.9 REPORTING TAB



Auto Numbering

Auto Numbering allows you to configure the way records for certain objects are numbered. Each number has a prefix and a number. Regardless of the Auto Numbering format used, all sequential numbers begin with 1001. Two different types of auto numbering formats can be configured within the system:   Prefix + Number Format Prefix + Number + Suffix format



The following document types allow auto numbering:      Contracts Cases Articles Quotes Orders



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  Invoices Campaigns



FIGURE 4.10 AUTO NUMBERING SETTINGS



Prefix + Number Format Knowledge Base (KB) Articles use the Prefix + Number format. This format configures the first segment of the numbering sequence using a three character value. The numeric values are consecutive beginning with the value of 1001. NOTE: The numeric value cannot be changed or reset. Prefix + Number + Suffix Format All the remaining entities (Contracts, Cases, Quotes, Orders, Invoices and Campaigns) use a Prefix + Number + Suffix format. The Prefix can be three alpha characters. The length of the suffix can be a range from four to six randomly generated alphanumeric characters. The number values are consecutive beginning with 1001. NOTE: If you change the suffix length for a specific entity, the new suffix length is also applied to the other entities that include a suffix. For example, if you change the suffix length to 5 under the Contracts tab, then the suffix displays as 5 for Cases, Quotes, Orders, Invoices, and Campaigns.



Fiscal Year Settings

Fiscal year settings must be defined in Microsoft Dynamics CRM to enable Sales Quota functionality. Sales Quotas provide productivity information for the sales force. Use this information when measuring the progress of the sales force against the quotas that have been set for them, their managers, and the territories in which they are divided.



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WARNING: Fiscal year settings affect the way in which your organization's data is stored in the Microsoft Dynamics CRM database. Therefore, you can set the fiscal year options only once. Because you cannot change these settings after you have set them, ensure the fiscal period parameters are correct before clicking OK to save the screen.



FIGURE 4.11 FISCAL YEAR SETTINGS



The following fiscal year settings are required:       Start Date. Select the date you want the fiscal year to start. Template. Select the template that describes how your fiscal year is divided. Fiscal Year. Select how you want to display the fiscal year. Named Based On. Select whether the fiscal year name is displayed based on when the fiscal year starts or ends. Fiscal Period. Select the abbreviation you want to display to represent the fiscal period. Display As. Select the format for displaying how the fiscal year and fiscal period will be displayed together.



The only optional setting on this screen is the parameter to base the monthly period name on the name of each month. This option is only applicable if your organization's fiscal periods match the calendar months.



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Lab 4.1 - Maintaining System Settings

In this lab you will update a number of the system settings in Microsoft Dynamics CRM. Use the information in the Scenario and Goal Description to complete the lab. Scenario Adventure Works Cycle is implementing the Enterprise Edition of Microsoft Dynamics CRM. As their implementation consultant, you are helping the company configure the system to meet their specific needs. You have completed installation of the Microsoft Dynamics CRM Server and configured your organization and business units. It is now time to configure the organizational settings. During the needs analysis planning sessions, the planning team reviewed each of the system settings and decided which values best fit Adventure Work's requirements. It is your job as implementation consultant to implement these changes.



Goal Description

The project planning team has reviewed the System Settings and has decided to accept all of the default values, except for the settings displayed in the table below. You have been asked by the project planning team to update these exceptions.



FIGURE 4.12 SYSTEM SETTINGS



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You have also been asked to update the Auto Numbering options displayed in the table.



FIGURE 4.13 AUTO NUMBERING SETTINGS



Verify that you are logged on as the CRM Administrator. IMPORTANT: When the Adventure Works sample data was loaded into the VPC image used for these training purposes, the fiscal year parameters had to be set in the Fiscal Year Settings. Because Fiscal Year Settings can only be updated once, the settings are now read-only. You cannot update the Fiscal Year Settings in this lab; however, if you are interested, you can view the settings by navigating to Settings, then Business Management, then Fiscal Year Settings.



Challenge Yourself

Based on the information in the tables displayed in the Goal Description, configure the organization settings for Adventure Works Cycle by modifying the following:   System Settings Auto Numbering



Test each configuration once you have applied the changes. Verify the changes to the Report Headings. Create a Contract record and verify the contract number assigned to it.



Need a Little Help?

Based on the information in the tables displayed in the Goal Description, configure the System Settings and Auto Numbering settings for Adventure Works Cycle. 1. Open Microsoft Dynamics CRM by double-clicking the shortcut on your desktop. 2. To open the System Settings, click Settings, click Administration, and then click System Settings.



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3. In System Settings, you will accept all of the default values except for the options displayed in the System Settings table in the Goal Description. Update these exceptions in their corresponding tabs. 4. In the Administration menu, click Auto Numbering. 5. In Auto Numbering, update each option as it appears in the Auto Numbering table in the Goal Description. 6. Test the new configurations. a. Navigate to the Reports section. Verify that the report headings appear in the correct order. b. Navigate to the Contracts area, create a new contract and confirm that the contract number assigned to it has the correct number of digits requested.



Step by Step

1. To open the System Settings, click Settings, click Administration, and then click System Settings. 2. In the General tab, update each field with the corresponding value from the System Settings table in the Goal Description. Repeat this for each tab identified in the table. 3. Click OK when you have updated all tabs. 4. On the Administration menu, click Auto-Numbering. 5. In the Contracts tab, update the prefix with the value from the table. Repeat this for each prefix in each tab. 6. Click the Contracts tab again. Select the value in the Suffix length field that matches the value in the table. Confirm the change. Click the Cases, Quotes, Orders, and Invoices tab to verify they have the same suffix length. Click OK. 7. Test the new configurations. From the Navigation Pane, click Service, then click Contracts. Click New to create a new contract. 8. In the Template Explorer, select a Contract template option. Click OK. 9. In the Header section of the Contract form, enter Test Contract as the Contract Name. Select a customer, the contract start date and contract end date. Select a Bill to Customer in the Billing Information section, and a currency in the Pricing section. These are all the business required fields. 10. Click Save. The Contract ID should display the system assigned contract number. Confirm that the contract number assigned to it has correct the number of characters requested.



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Multilingual User Interface

In today's global economy, organizations have diverse work forces that have varied language requirements. Organizations need software solutions which can cater to multiple language user interfaces and corresponding online Help in a single installation. Microsoft Dynamics CRM addresses this need by offering a Multilingual User Interface (MUI) capability that:  Allows users to view the User Interface and Online Help of Microsoft Dynamics CRM in different languages within the same installation. Defines, stores, and views all Microsoft Dynamics CRM metadata in multiple languages. In a MUI deployment, users can define their own regional formats for date, time, currency, and numbers.



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The language edition of Microsoft Dynamics CRM Server that is installed by the organization is considered its base language. The organization can then install MUI language packs for additional languages if they are requested by any of the users. When one or more MUI language packs have been installed, each user can select which language he or she wishes to use when accessing the application and online Help files. This enables each user to personalize his or her Microsoft Dynamics CRM experience.



MUI Language Packs

The language specific code and online Help for each MUI language is packaged together in an MUI language pack. Each available language has its own MUI pack that is installed as a separate stock keeping unit (SKU). Installation of an MUI language pack in Microsoft Dynamics CRM is a two-step process: 1. For each language required by an organization, its corresponding MUI language pack must be installed on the Microsoft CRM Servers that service the organization. 2. The organization must enable each installed MUI language so that the language is available for the users to select. For each language, there are separate MUI packs for both the Microsoft CRM Server and Microsoft Dynamics CRM for Microsoft Office Outlook. For onpremise deployments, the system administrator can download the MUI language packs that the organization needs from the Microsoft Downloads site. Each MUI language pack will be a separate download that the System Administrator can install on the Microsoft CRM server and online Help server. Similarly, Microsoft Dynamics CRM for Outlook users can download the MUI language pack they need from Microsoft Downloads and install the pack on their client computers.



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EXAMPLE: Nancy and Inez are Contoso employees who want to see the Microsoft Dynamics CRM User Interface (UI) in the language of their choice. Nancy works in the Sales Department out of San Antonio, Texas, whereas Inez works out of the Customer Service Center in Mexico City. Inez wants to access Microsoft Dynamics CRM using a Spanish UI, whereas Nancy prefers the English UI. Simon, the system implementer for Contoso, installs the Spanish MUI pack so that the users who want to use the Spanish UI can do so. An MUI language pack can be installed over any base language. For example, you can have a German edition of Microsoft Dynamics CRM and then install a French MUI pack within it. Or, you can have a French CRM base edition and install a German MUI pack. Installation of an MUI language pack has no effect on system functionality. In the previous example, the user receives the same Microsoft Dynamics CRM functionality if the French MUI pack is installed over a German CRM base edition, or if using the German base edition. When you upgrade from Microsoft Dynamics CRM 3.0 to 4.0, the language edition of each version has to be the same. This will also be the base language of the organization for the 4.0 installation. For example, if an organization is upgrading their German version of Microsoft Dynamics CRM 3.0, the language edition of Microsoft Dynamics CRM that they are installing must also be German. German will also be identified as the implementation's base language. Additional MUI language packs can then be installed following the upgrade.



Installing the MUI Language Packs

In Microsoft Dynamics CRM, organizations can install MUI language packs for free. They can also install and enable as many MUI language packs that are required to meet the needs of their users. MUI language packs must be installed on all Microsoft CRM Servers and all Online Help Servers in a Microsoft Dynamics CRM on-premise or partner-hosted deployment. For each server on which the MUI installation process is performed, the MUI Setup program performs the following checks to determine which server roles are installed on the server (Note: Server roles are a new feature in Microsoft Dynamics CRM. Because server roles are assigned during the Microsoft Dynamics CRM Server Setup process, they are examined in the Installation training):  Microsoft CRM Servers have the AppServer role installed. On these servers, the MUI Setup program installs the MUI binary files for the selected language.



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 Online Help Servers have the HelpServer role installed. On these servers, the MUI Setup program installs the Help files for the selected language. Servers that act as both the Microsoft CRM Server and the Online Help Server contain both roles. On these servers, the MUI Setup program installs both the MUI binary files and the Help files for the selected language.



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In on-premise and partner-hosted deployments, the system administrator must install all the MUI language packs required by the organizations’ users. For each MUI pack, the administrator has to download and install it on all servers that have AppServer roles and HelpServer roles installed. If the administrator does not install the same MUI packs on all servers that have AppServer roles and HelpServer roles installed, users will experience a mixed language User Interface and Online Help. Currently, only French and English language packs are available for Microsoft CRM Live deployments. No separate download or installation of MUI language packs is necessary for users accessing Microsoft Dynamics CRM Live through the web browser. However, Microsoft Dynamics CRM for Outlook users that require either the French or English MUI language pack in a CRM Live deployment must download and install the required client language pack.



Enabling the MUI Language Packs

Once each MUI language pack is installed in an on-premise or partner-hosted deployment, the system administrator must enable the MUI pack for the organization before its language becomes available for users to select. The number of languages that can be enabled is restricted to the MUI language packs installed on that local Microsoft CRM server. The MUI language packs selected by the administrator are enabled for the whole organization, which means:   All MUI data for the selected languages are added for the organization. The languages are available for users to select.



Enabling MUI language packs is a single transaction. If the transaction fails for any reason, the entire transaction rolls back. This gives the Administrator an opportunity to re-enable the packs at a later time. If a rollback occurs, all database updates that occurred as a result of the transaction are rolled back. However, the rollback process does not delete any reports or templates that were added as part of the transaction.



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The System Administrator must follow these steps to enable the MUI language packs required by the organization: 1. Click Settings, click Administration, and then click Languages. The Language Settings page is displayed. This lists the languages that have been installed on that local application server and includes the languages that have already been enabled for the organization, in addition to the languages that have not yet been enabled.  The MUI language packs that have been installed and have not been enabled will appear with their respective check boxes blank.  The MUI language packs that have already been enabled will appear with their respective check box checked. 2. Select the languages that you want to enable for the organization and click Apply. All newly selected languages are enabled, all selected language metadata are available for the organization, and the users can select one of the enabled languages as their preferred language. 3. To deactivate a language, just clear the language's check box and then click Apply.



Security Settings to Enable Languages

The ability to enable MUI languages is controlled by a new entity that was added to the security roles. This entity is called Language Settings, and it appears under the Business Management tab for each role. The permissions associated with Language Settings are Organization or None (in other words, Yes or No).



FIGURE 4.14 SECURITY ROLE SETTING TO ENABLE LANGUAGES



Users can enable, de-activate, and re-enable a language if their security role has Organization permission for this Language Settings entity. By default, only the System Administrator and System Customizer roles have this permission set.



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MUI and Microsoft Dynamics CRM for Outlook

Both the Microsoft Dynamics CRM Server and Microsoft Dynamics CRM for Outlook have a base language. The base language of each is determined by the language editions purchased by the organization. Because the Microsoft Dynamics CRM Server and Microsoft Dynamics CRM for Outlook are separate products, they can have different base languages within the same deployment. An organization can purchase the German edition of the Microsoft Dynamics CRM Server and the Spanish edition of Microsoft Dynamics CRM for Outlook. And just as MUI language packs can be installed on the server, so too can language packs be installed on Microsoft Dynamics CRM for Outlook. A Microsoft Dynamics CRM for Outlook MUI language pack must be installed in order to display the Microsoft Dynamics CRM UI in a language other than the client's base language. If a Microsoft Dynamics CRM for Outlook MUI pack is not installed, the Microsoft Dynamics CRM UI is displayed in the base language of Microsoft Dynamics CRM for Outlook. The language of the Microsoft Dynamics CRM for Outlook UI will be persisted when the user goes offline. If the user changes the language and the regional options in the Web client while Microsoft Dynamics CRM for Outlook is offline, Microsoft Dynamics CRM for Outlook will not reflect the change until the user goes back online. Both Web browser users and Microsoft Dynamics CRM for Outlook users must select the language of the user interface and Help files from the Web client's Personal Options. Microsoft Dynamics CRM for Outlook users will then view their Microsoft Dynamics CRM for Outlook user interface (UI) in their selected language. The following rules control which parts of the Microsoft Dynamics CRM for Outlook UI are controlled by the MUI language selection:  The standard Microsoft Office UI components (such as menus, forms, and Outlook folders) that are not Microsoft Dynamics CRMrelated are displayed in the language selected in the Microsoft Office Language Settings. All sections of the Microsoft Dynamics CRM for Outlook that are related to Microsoft Dynamics CRM are displayed in the MUI language the user selects in the Web client's Personal Options. This includes: – – – – – The Microsoft Dynamics CRM for Outlook ribbon Microsoft Dynamics CRM forms and error messages Outlook folders specific to Microsoft Dynamics CRM Microsoft Dynamics CRM Address Book Provider Offline Synchronization user interface







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Selecting the MUI Language

Users who want to modify the language of the Microsoft Dynamics CRM user interface for either the Web client or Microsoft Dynamics CRM for Outlook must follow these steps to select the language of their choice: 1. Either click the Personalize Workplace link from the Microsoft CRM Home Page, or locate Personal Options by clicking Tools, and then clicking Options. 2. Select the Languages tab. 3. Select the language to be used when displaying the Microsoft Dynamics CRM user interface and online Help files. The languages are stored as a part of the User Settings table. 4. Click OK.



FIGURE 4.15 PERSONAL MUI LANGUAGE OPTIONS



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Lab 4.2 - Installing MUI Language Packs

In this lab you will install several MUI language packs, enable the installed packs, and then select a language for the CRM Administrator. You will verify the language on the Web browser. You will then install the same MUI language pack on the Microsoft Dynamics CRM for Office Outlook. Use the information in the Goal Description to complete the lab. Scenario You are the Microsoft Dynamics CRM implementation consultant for Adventure Works Cycle. Adventure Works recently opened Sales offices in Toronto and Mexico City. The French Canadian sales representatives in the Toronto office have asked to implement the French version of the Microsoft Dynamics CRM user interface. Conversely, the sales representatives in the Mexico City office have requested implementation of the Spanish version of the CRM UI.



Goal Description

As the implementation consultant, you have been asked to install and enable the French and Spanish MUI language packs. The language packs have been downloaded to the following locations on both the Microsoft Dynamics CRM Server and the Microsoft Dynamics CRM for Microsoft Office Outlook:   French = C:\Course Materials\Customization\Ch.4\MUISetup_1036.msi Spanish = C:\Course Materials\Customization\Ch.4\MUISetup_3082.msi



As part of your testing program, you will implement the French version for your Web client and the Spanish version for your Microsoft Dynamics CRM for Microsoft Office Outlook. Note: Once you change the language of the Web client to French, change the language back to English to complete the remainder of this training.



Challenge Yourself

Perform the following steps to complete this lab: 1. Install the French and Spanish MUI language packs on the Microsoft Dynamics CRM Server. 2. Enable the Languages Requested by the Users. 3. Select French as the New Language for Your Microsoft Dynamics CRM Web browser. Test the Web client to verify that Microsoft Dynamics CRM appears in French. Change the language back to English.



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4. Using the Ready Client VPC image, install the Spanish MUI language pack on the Microsoft Dynamics CRM for Microsoft Office Outlook. 5. Using the Ready Server VPC image, select Spanish as the new language for your Microsoft Dynamics CRM for Microsoft Office Outlook. 6. Using the Ready Client VPC image, test to verify that the Microsoft Dynamics CRM for Office Outlook appears in Spanish.



Need a Little Help?

Perform the following steps to complete this lab: Step 1 - Install the French and Spanish MUI language packs on the Microsoft Dynamics CRM Server The MUI language packs have been downloaded to the file location specified in the Goal Description. 1. Using Windows Explorer, navigate to the folder specified in the Goal Description. 2. To install the French language pack, double-click the MUISetup_1036.msi file. 3. When finished, repeat these steps for the Spanish language pack, MUISetup_3082.msi. Step 2 - Enable the Languages Requested by the Users Installed MUI language packs must be enabled before they can be selected by end-users. 1. Navigate to Settings, Administration, and then Languages. 2. Enable for French and Spanish languages. Step 3 - Select French as the New Language for Your Microsoft Dynamics CRM Web browser Once the MUI languages have been enabled, you can select the language for your Microsoft Dynamics CRM Web browser user interface. 1. Navigate to the Personal Options in the Tools menus. 2. In the Languages tab, select French for both the User Interface and online Help. 3. Close the application and re-open it to verify that it appears in French. 4. Repeat the steps above and select English as the language for both the User Interface and online Help.



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Step 4 - Install the Spanish MUI language pack on the Microsoft Dynamics CRM for Microsoft Office Outlook The Spanish MUI language pack has been downloaded to the file location specified in the Goal Description. 1. Start the VPC image of the Microsoft Dynamics CRM Ready Client. 2. Log on as the crmadmin; password = Pa$$w0rd. 3. Using Windows Explorer, navigate to the folder specified in the Goal Description. 4. Install the Spanish language pack. Step 5 - Select Spanish as the New Language for Your Microsoft Dynamics CRM for Microsoft Office Outlook Once the MUI languages have been enabled, you can select the language for your Microsoft Dynamics CRM for Office Outlook. 1. On the Ready Client image, open Microsoft Office Outlook. 2. Start Microsoft Dynamics CRM and note that the UI is the base language of English. 3. In the Ready Server image, change the language in the Personal Options to Spanish. 4. On the Ready Client VPC image, close Microsoft Office Outlook and then re-open it. Microsoft Dynamics CRM should appear in Spanish. 5. Close the Ready Client image.



Step by Step

Perform the following steps to complete this lab: Step 1 - Install the French and Spanish MUI language packs on the Microsoft Dynamics CRM Server The MUI language packs have been downloaded to the file location specified in the Goal Description. 1. Right click on the Start menu button and click Explore to open Windows Explorer. Navigate to the folder specified in the Goal Description. 2. To install the French language pack, double-click the MUISetup_1036.msi file.



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3. Select the I accept the terms in the License Agreement option and click Install. 4. Click Finish when complete. 5. Repeat these steps for the Spanish language pack, MUISetup_3082.msi. Step 2 - Enable the Languages Requested by the Users Installed MUI language packs must be enabled before they can be selected by end-users. 1. From the Navigation Pane, click Settings, click Administration, and then click Languages. 2. Select the French and Spanish check boxes. 3. Click Apply. Step 3 - Select French as the New Language for Your Microsoft Dynamics CRM Web browser Once the MUI languages have been enabled, you can select the language for your Microsoft Dynamics CRM Web browser user interface. Click Tools on the Microsoft Dynamics CRM menu. Click Options. Select the Languages tab. Select French for both the User Interface and online Help. Click OK. Close to application and then re-open it. The application should appear in French. 7. Repeat the steps above and select English as the language for both the User Interface and online Help. 8. Close the application and then re-open it. The application should appear in English. Step 4 - Install the Spanish MUI language pack on the Microsoft Dynamics CRM for Microsoft Office Outlook The Spanish MUI language pack has been downloaded to the file location specified in the Goal Description. 1. Start the VPC image of the Microsoft Dynamics CRM Ready Client. 2. Log on as the crmadmin; password = Pa$$w0rd. 3. Right click on the Start menu button and click Explore to open Windows Explorer. Navigate to the folder specified in the Goal Description. 1. 2. 3. 4. 5. 6.



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4. To install the Spanish language pack, double-click the MUISetup_3082.msi file. 5. Select the I accept the terms in the License Agreement option and click Install. 6. Click Finish when complete. Step 5 - Select Spanish as the New Language for Your Microsoft Dynamics CRM for Microsoft Office Outlook Once the MUI languages have been enabled, you can select the language for your Microsoft Dynamics CRM for Office Outlook. 1. On the Ready Client image, open Microsoft Office Outlook. 2. Start Microsoft Dynamics CRM and note that the UI is the base language of English. 3. In the Ready Server image, click Tools on the Microsoft Dynamics CRM menu. 4. Click Options. 5. Select the Languages tab. 6. Select Spanish for both the User Interface and online Help. 7. Click OK. 8. On the Ready Client VPC image, close Microsoft Office Outlook and then re-open it. Microsoft Dynamics CRM should appear in Spanish. 9. Close the Ready Client image.



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Multicurrency

Today more and more businesses are performing financial transactions across borders and in multiple currencies. The figure titled Currency Examples displays just a portion of the total currencies used throughout the world. In this environment, organizations typically transact in multiple currencies but book all financial transactions in a single base currency - a currency in which the organization reports its balance sheet, profit, and loss statement, and other financial reports.



FIGURE 4.16 CURRENCY EXAMPLES



Microsoft Dynamics CRM addresses this global financial requirement by supporting a true multicurrency model where an organization can enter any Microsoft Dynamics CRM financial transaction in multiple currencies. This means financial transactions such as opportunities, quotes, orders and invoices, as well as attributes such as Product Price Lists can be transacted in multiple currencies. Using the multicurrency model in Microsoft Dynamics CRM starts with:    Defining a base currency for the organization Defining transaction currencies and their corresponding exchange rates that associate the transaction currencies with the base currency Providing a currency choice to the user whenever a financial transaction occurs



In Microsoft Dynamics CRM, these features are expanded into the following design goals, enabling:    Users to select the currency in which they want to define and transact an Opportunity, Quote, Order, and Invoice. All financial transactions to capture the value of the transaction in both the base currency and transaction currency. System administrators to define transaction currencies and define an exchange rate to associate the base currency with the transaction currency.



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  All currency exchange rates to be defined in relation to the base currency. Product price lists to be defined for a currency.



Defining Currencies for an Organization

Every organization must define its base currency, regardless of whether the organization uses a single currency or multiple currencies. Organizations define their base currency during the Microsoft Dynamics CRM Server Setup process when the installation wizard prompts the administrator for the base currency value. The base currency is one in which the organization reports its financial statements. For organizations utilizing multiple currencies, the base currency is also the currency in which all other currencies are quoted. IMPORTANT: The base currency cannot be changed once it is defined during the Server Setup process. Apart from defining the base currency, the transaction currencies are defined as part of the System Settings. Each transaction currency has the following properties:   Transaction currencies are related to the base currency with the definition of a currency exchange rate. As soon as the base currency and the transaction currencies are defined, the users can carry financial transactions in both the base currency and transaction currencies.



The exchange rate for a currency is always defined as the value of the transaction currency for a given base currency. The figure titled Transaction Currency List displays several currency exchange rates when the base currency is Unites States dollars (USD).



FIGURE 4.17 TRANSACTION CURRENCY LIST



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NOTE: This is a sample currency table and has no relevance to the actual exchange rates in which these currencies are traded for each U.S. dollar. This view displays the currency code, currency name, currency symbol, and exchange rate for each transaction currency. You can create a new transaction currency by clicking the New link. You must enter the following information when creating a new currency:   Currency code. Select the currency code from the list of ISO approved currencies. Currency symbol. As soon as you select the currency code, the system automatically populates the currency symbol and currency name for the selected code. However, you do have the option of changing the symbol and currency name if it is necessary Exchange rate. Enter the exchange rate per the base currency







Defining Exchange Rates

In addition to manually adding currencies and exchange rates, you can also import currency exchange rates from a delimited Comma Separated Values (CSV) file. An example of an exchange rate file in csv format is displayed in the figure titled Sample Exchange Rate File.



FIGURE 4.18 SAMPLE EXCHANGE RATE FILE



When a transaction currency is created, it can later be deactivated. A deactivated currency remains in the system for historical purposes; however, it cannot be assigned to any new records that are created (such as an order or invoice) because the deactivated currency no longer appears in the currency lookup when the user selects a currency for the record.



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Any existing record that has been previously assigned a currency before it was deactivated can still use the currency after it is deactivated. For example, a quote that was created with a currency which was subsequently deactivated can still be converted into an order, and the order can still be processed using the deactivated currency. A transaction currency can also be deleted if it has not been linked to any other record in the system. The base currency defined for an organization can neither be deactivated nor deleted.



Updating Records with the Latest Exchange Rate

Once a transaction currency is created, it can then be assigned as the currency on records related to quotes, orders, invoices, and prices lists. When this occurs, the system converts the value of each money field on the record to the base currency using the exchange rate assigned to the transaction currency. Because exchange rates change frequently, Microsoft Dynamics CRM uses the following criteria to determine when to apply the latest exchange rate to the money fields on a record:    When the record is created When any money field on the entity is updated When the state of the record changes



NOTE: A change to a quantity on a record does not force a recalculation of its money fields based on the latest exchange rate. When the exchange rate is updated for a transaction currency, the existing records assigned that currency are not updated. However, if a money field on one of these records is later updated or the state of the record changes, then the system retrieves the latest exchange rate for the currency and recalculates the record's money fields based on the latest rate. When you view a record, the monetary values displayed are based on the exchange rate that was last assigned to the record. This rate may or may not reflect the latest exchange rate. EXAMPLE: At the time an order is created, the value of its money fields are calculated based on the assigned currency's exchange rate that is in effect at that time. If the order is viewed ten days later, the value of the money fields still reflects the exchange rate that was applied when the order was created, even though the exchange rate assigned to the currency may have been updated several times between when the order was created and when it was viewed.



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Security Settings for Maintaining Currencies

There is an explicit currency permission that must be attached to a security role in order to define the transaction currencies and their corresponding exchange rates. The figure titled Security Role Privileges for Currency Management displays the separate line item for Currency as a part of the Business Management tab.



FIGURE 4.19 SECURITY ROLE PRIVILEGES FOR CURRENCY MANAGEMENT



The privileges available in security roles for the Currency entity include the following:       Create. Ability to create transaction currency and exchange rate in relation to the base currency. Read. Ability to read the transaction currency record. Write. Ability to modify exchange rates associated with transaction currencies. Delete. Ability to delete a transaction currency record. Append. Ability to append a currency to another entity (for example, assigning a default currency to an account). Append To. Ability to append other entities to a currency.



By default, the System Administrator, Sales Manager, and the Vice President of Sales roles have these permissions set for currency management. Users who are assigned these roles will be able to define transaction currencies and their associated exchange rates in relation to the base currency.



Defining Currency-Based Price Lists

As soon as the transaction currencies have been defined, price lists can be defined for a currency. An organization can have multiple price lists that are also typically defined for a target geographical market in the local currency.



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EXAMPLE: Fabrikam does business in the United States and Mexico and has two retail price lists, one for the United States in U.S. dollars (USD) and the other for Mexico in Mexican peso (MXN). Kevin, the Sales Manager who manages the price lists for Fabrikam, creates two retail price lists and associates the corresponding currency to each list.



Associating a Currency with Accounts

Users can define a default currency for each account. An account's currency is assigned as the currency for any opportunity, quote, order, or invoice that is created for the account. However, the user can override this by assigning a different currency to the opportunity, quote, order, or invoice. EXAMPLE: Fabrikam has dealings with Northwind Traders, a Tokyo-based company. Fabrikam identifies Japanese yen as the base currency for Northwind Traders’ Microsoft CRM account and it uses Japanese yen when it creates opportunities for Northwind's Tokyo-based office. However, Fabrikam must override Northwind Traders’ base currency when it creates opportunities for Northwind's U.S.-based offices. In these instances, Fabrikam creates the opportunities in U.S. dollars (USD) instead of Japanese yen. There is one caveat related to using default account currencies. An account's default currency will only be assigned to an opportunity, quote, order, or invoice if the record is created from within the Account entity page. In other words, you must open the specific account, select the desired financial entity - either an opportunity, quote, order, or invoice - and then create a new record for that financial entity. When the entity's form is opened, the account's default currency is prefilled in the currency field on the form. Alternatively, if you create a financial entity directly from the entity form, the account's default currency will not be prefilled on the form. For example, if you navigate directly to Orders, create a new order, and select an account for the order, the account's default currency will not be prefilled on the order. Instead, the organization's base currency will be displayed on the Order form.



Creating Quotes in Multiple Currencies

An organization can create quotes for its customers who operate in different currencies. Every quote must be assigned a currency. By doing this, all products (existing or write-in) entered on the quote will have their prices defined in the quote level currency.



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In Microsoft Dynamics CRM, an organization can create new quotes or convert opportunities to quotes. In each case, the currency in which the quote is defined must be specified. This can occur in either of two ways:   Any quote created from an opportunity inherits the opportunity transaction currency and the user cannot modify the currency. If a user creates a new quote for an account, the default currency on the account is assigned to the quote. However, the user can change it to any transaction currency for that particular quote.



When associating a price list to a quote, the user can only associate a price list whose currency matches the currency defined for the quote. Any write-in products entered on the quote are priced in the currency of the quote.



Creating Orders and Invoices in Multiple Currencies

The same logic that applies to quotes and currencies also applies to sales orders, including:     Every sales order must be assigned a currency. When a quote is converted to an order, the order inherits the currency defined on the quote and the user cannot modify this currency. Only those price lists whose currency matches the order's currency can be associated with the order. The price of write-in products is in the currency of the order.



Similar logic also applies to invoices, including:   Every invoice must be assigned a currency. When an order is converted to an invoice, the invoice inherits the currency defined on the order and the user cannot modify this currency. Only those price lists whose currency matches the invoice's currency can be associated with the invoice. The price of write-in products is in the currency of the invoice.



 



Displaying Currencies

When you are displaying a currency in the system, Microsoft Dynamics CRM lets you display the currency using either its currency symbol or code. This option is set in the System Settings area, which can be accessed by clicking Settings, then Administration, and then System Settings. The system administrator can indicate if the organization wants to display the currency symbol or the International Organization for Standardization (ISO) currency code as part of any currency value.



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EXAMPLE: If the currency is euro, you can display the currency symbol € or the ISO currency code EUR. If the currency is United States dollars, the currency symbol is $ and the ISO currency code is USD.



FIGURE 4.20 CURRENCY OPTION IN SYSTEM SETTINGS



Importing Currency Exchange Rates

Transaction currencies and their exchange rates can be either manually entered or imported into the system. Because currency exchange rates frequently change, importing enables organizations to update rates much more quickly than through manual data entry. The following rules control how transaction currencies are processed when importing a CSV delimited exchange rate file into Microsoft Dynamics CRM:   Exchange rates are updated based on the ISO currency code. If a record in the CSV file is for a transaction currency that is not defined in Microsoft Dynamics CRM, the import process adds the currency to the organization's list of available currencies, and then assigns it the imported exchange rate. If the currency code exists in Microsoft Dynamics CRM, the import process updates only the exchange rate. The import file must be eight bit Unicode Transformation Format (UTF-8) encoded.



 



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Perform the following steps to import a file of currency exchange rates: 1. On the Microsoft Dynamics CRM menu bar, click Tools. In the drop down list, click Import Data. 2. On the Select the File to Import page, click Browse to select the file to import. 3. Navigate to the file location specified in the Goal Description. Select the file and click Open. The location of the file should be displayed in the Data file field. Click Next. 4. On the Select the Record Type and Map page, click the drop down arrow for the Record Type field and select Currency from the list of record types. The Data map field is prefilled with Automatic. Click Next. 5. On the Select Options page, select the option to Import duplicate records. Because exchange rate files are typically imported on a daily basis, this option allows you to update the rates for existing currencies each time you import. Click Next. 6. On the Confirm Import Details page, verify that the file name is correct. You do not need e-mail notification when the import is complete, so leave this option unchecked. Click Import. 7. From the Navigation Pane, click Settings, and then click System Jobs. 8. To quickly access the latest jobs that were processed, click on the Started On column heading to sort the jobs in descending date and time sequence. 9. The Import process generates several system jobs (Import File Parse, Transform Parse Data, and Import). For a successful import, each of these jobs must have a “Succeeded” Status Reason. 10. Verify that the currencies were created in the system. From the Navigation Pane, click Settings, click Business Management, and then click Currencies.



User-Defined Default Currency

Although an organization defines it base currency, each user can define his or her default currency that overrides the base currency. When a new Opportunity, Quote, Order, or Invoice is created from within an Account entity, the application uses the following rules to determine the currency to display in the entity form: 1. The account's default currency is displayed if one has been defined. 2. If a default currency is not defined for the account, the user's default currency is displayed if one has been defined. 3. If a default currency is not defined for the user, the base currency is displayed. Letting each user define his or her default currency eliminates the need for the user to repeatedly enter a currency other than the base currency.



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EXAMPLE: Fabrikam's base currency is U.S. dollars. However, Fabrikam's Canadian sales rep, Mary, creates transactions in Canadian dollars for most her customers. In order to simplify the data entry when she creates financial transactions, Mary has updated her personal settings by defining Canadian dollars as her default user currency. When Mary creates an Opportunity, Quote, Order, or Invoice from an account, the system defaults the currency to Canadian dollars if the account does not have a currency defined. Although Mary is free to change the currency at will, in most of her cases she operates in Canadian dollars. Having the currency default to Mary's user currency reduces the need for additional data entry. Perform the following steps to update the user's currency: 1. In Microsoft Dynamics CRM, click Tools, and then click Options. 2. In the General tab, select the value for the User's Default Currency.



Defining Currencies for Products, Price Lists, and Discount Lists

Prices in Microsoft Dynamics CRM can be defined at the following two levels:   At the product level, where the user can define the list price, standard cost, and the current cost. At the price list item level, where the user can have different prices for the products in the price list.



Both the price at the product level and the price list level are associated with a currency. The option that you choose for the Pricing Method on the Price List Item controls the currency you can use.  If you choose a Pricing method of “Currency Amount”, you can select a price list with any currency, regardless of the default currency defined on the product. If you choose a Pricing method other than “Currency Amount”, you can only select a price list whose currency matches the default currency defined on the product. This is controlled by the price list lookup field because it only displays price lists whose currency matches the product's currency.







IMPORTANT: When you create a new product, the product currency is an optional field. However, defining the product currency is mandatory if the list price, standard cost, and current cost are defined for the product.



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For price lists, the currency is defined at the header level. This indicates that all products and price list items associated with the price list will have their prices defined in one single currency. The following rules control how currencies are used at the price list header level:    The currency cannot be modified once the price list is defined. All prices of products associated with a price list are defined in the price list currency. If the pricing method is Currency Amount, it is assumed to be in the price list currency.



Discount lists can also be defined in multiple currencies. However, this only applies to discount lists where the type is “Amount.” The currency option is disabled for discount lists where the type is “Percentage.” For discount lists, the currency is defined at the discount list header level. In turn, any discount line item associated with the discount list is defined in the currency from the header level.



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Lab 4.3 - Importing Currency Exchange Rates

In this lab you import a currency exchange rate file, verify the exchange rates were imported successfully, and then manually add an additional currency. You will create sales orders in three ways - you will first create the order from within an account, and then from outside an account. You will then create a second order outside an account to verify the user's default currency. Creating these sales orders allows you to verify what happens with the currency in each situation. Use the information in the Goal Description to complete the lab. Scenario You are the Microsoft Dynamics CRM implementation consultant for Adventure Works Cycle. Because they have recently opened sales offices in several countries, it is essential that Adventure Works implement the multi-currency capabilities in Microsoft Dynamics CRM. Adventure Works’ project planning team has agreed to perform a pilot project involving the application's multi-currency capabilities. They have asked you to import a small exchange rate table and test the default currency functionality.



Goal Description

The currency exchange rate file that you will import is stored in the following location: C:\Class Materials\Customization\Ch.4\CurrenciesToImport.csv Once you have imported the exchange rate file, you note that it did not include the Polish Zloty. Because of Adventure Works’ expansion into Europe, you decide to add this currency (Poland Zloty) into the system with an exchange rate of 5.6452. Your next goal is to test the application's currency functionality by performing the following tasks:   Set the default currency for the Basic Bike Company to the Euro. From within the Basic Bike Company, create a new sales order with a Name = test default account currency. Note how the currency defaults to the account's currency. When assigning a price list, note that no price lists exist based on the Euro. Add a new price list with the name = Retail-Euro, and set the currency = Euro. Update the Write-in Product line item with the following information: – Product Description = seat – Price per unit = 50.00 – Quantity = 10



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 Create a sales order from the Order entity with a name = test base currency. Note how the currency defaults to the base currency. Save the order, and then add a write-in product to the order. Select the Retail price list, which is defined in the base currency of US Dollars. Update the Write-in Product line item with the following information: – Product Description = seat – Price per unit = 50 – Quantity = 10 Navigate to the Basic Bike Company account and display the orders for the account. Note the difference between the two orders. Change the user's default currency to the Mexican Peso. From within the Basic Bike Company, create a new sales order with a Name = test user currency. Note how the currency defaults to the user's currency and not the account's currency. Save the order, and then add a write-in product to the order. When assigning a price list, note that no price lists exist based on the Mexican Peso. Add a new price list with the name = Retail-Mexican Peso, and set the currency = Mexican Peso. Update the Write-in Product line item with the following information: – – –  Product Description = seat Price per unit = 50.00 Quantity = 10



  



Navigate to the Basic Bike Company account and display the orders for the account. Note the difference between the three orders.



Challenge Yourself

Using the information defined in the Goal Description, perform the following steps to complete this lab: 1. Import the currency exchange rate file specified in the Goal Description. 2. Create an Currency record for the Poland Zloty. 3. Test the default Account currency logic by changing the default currency for the Basic Bike Company to euro and creating an order within the Basic Bike Company account. 4. Test the base currency by creating an order for the Basic Bike Company, but not from within the account. 5. Change the user's default currency to Mexican Peso. 6. Test default user's currency by creating an order for the Basic Bike Company, but not from within the account. 7. From within the Basic Bike Company account, view all orders to compare the currency differences between the three orders.



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Need a Little Help?

Perform the following steps to complete this lab: Step 1 - Import the Currency Exchange Rate File 1. 2. 3. 4. Select Import Data from the Tools menu. Select the file at the location specified in the Goal Description. The record type you are importing is Currency. Because exchange rate files are typically imported on a daily basis, allow duplicate records to be imported. 5. Verify the import was successful by examining the System Jobs. 6. Verify that the currencies were created in the system by navigating to Currencies within the Settings >> Business Management menu. The exchange rate file that you imported had 13 currency records. The Active Currencies view should display these 13 currencies and their corresponding exchange rates. Step 2 - Add an Additional Currency and Exchange Rate You decide to add the Poland Zloty to the list of transaction currencies. The latest exchange rate for the Zloty is 5.6452. 1. Navigate to Currencies and add a new transaction currency with a corresponding exchange rate. 2. In the Currency Code field on the Currency form, select the Poland Zloty. 3. Set the Zloty's exchange rate to 5.6452. Step 3 - Test Default Account Currency 1. Navigate to Accounts and open the Basic Bike Company account. 2. The Currency field currently displays US Dollar, which is Adventure Works’ base currency. However, for this account you decide to change the base currency to the Euro. Select Euro as the value of the Currency field. 3. Save the account, which enables the Details pane. Select Orders and add a new order for this account. Because the order is being created from within the account, note how Basic Bike Company is prefilled in the Customer field and that its default currency of Euro is prefilled in the order's Currency field. 4. Enter test default account currency in the Name field. 5. Because no price list exists for the Euro, create a new Euro price list and assign it to the order. On the Order form, click Save (not Save and Close).



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6. Add a Write-In Product with the following information: a. Product Description = seat b. Price per unit = 50.00 c. Quantity = 10 7. Save the order. 8. This displays the list of Orders for this account. NOTE: If the Total Amount and Total Amount (Base) are zero for the order you created, click the Refresh icon (on the right side of the column heading row) to refresh the view and display the actual order amounts. Step 4 - Test Base Currency The prior step created an order from within an account. This displayed how the account's currency defaulted to the order's currency. However, when an order is created on its own and not from within an account, the order's currency defaults first to the user's default currency, and then to the organization's base currency. At this point, you have not assigned a base currency to your user account, so the order's currency must default to the base currency. 1. Navigate to Sales and select Orders. 2. Add a new order with a name = test base currency. Note how the currency defaults to the base currency of US Dollar. 3. Select Basic Bike Company as the customer. Note how the Currency field does not change to Euro, which is the currency defined for the Basic Bike Company. Because you are not creating the order from within the account, the order's currency does not default to the account's currency. 4. Select Retail as the price list. This is one of two existing price lists with a currency set to US Dollars. 5. Save the Order. 6. Add a write in product with the following information: a. Product Description = seat b. Price per unit = 50.00 c. Quantity = 10 7. Save and close the order. 8. Navigate to the account and view all orders for the account. This displays the prior order based on the account's default currency, and this order that displays the organization's base currency.



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Step 5 - Change the User's Default Currency You now want to test how the currency defaults on an order when the user assigns a default currency on his or her Personal Options. Perform the following steps to change the user's default currency to Mexican Peso. 1. On the Tools menu, select Options. 2. Set your default user currency code to Mexican Peso. Step 6 - Test Default User Currency Repeat the same steps that you performed in Step 4 when you added an order from outside the account. 1. Create a new order with a name = test user currency. Note how the currency defaults to the Mexican Peso currency from your personal settings. 2. Select Basic Bike Company as the customer. Note how the Currency field does not change to Euro, which is the currency defined for the Basic Bike Company. Because you are not creating the order from within the account, the order's currency does not default to the account's currency. 3. Because no price list exists for the Mexican Peso, create a new Mexican Peso price list and assign it to the order. 4. Add a Write-In Product with the following information:  Product Description = seat  Price per unit = 50.00  Quantity = 10 5. Save the order. 6. Open the Basic Bike Company account and view its orders. The three orders that you created for the account are displayed. Note the difference between the orders.



Step by Step

Perform the following steps to complete this lab: Step 1 - Import the Currency Exchange Rate File 1. On the Microsoft Dynamics CRM menu bar, click Tools. In the drop down list, click Import Data. 2. On the Select the File to Import page, click Browse to select the file to import. 3. Navigate to the file location specified in the Goal Description. Select the file and click Open. The location of the file should be displayed in the Data file field. Click Next.



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4. On the Select the Record Type and Map page, click the drop down arrow for the Record Type field and select Currency from the list of record types. The Data map field is prefilled with Automatic. Click Next. 5. On the Select Options page, select the option to Import duplicate records. Because exchange rate files are typically imported on a daily basis, this option allows you to update the rates for existing currencies each time you import. Click Next. 6. On the Confirm Import Details page, verify that the file name is correct. You do not need e-mail notification when the import is complete, so leave this option unchecked. Click Import. 7. From the Navigation Pane, click Settings, and then click System Jobs. 8. Click on the Started On column heading to sort the jobs in descending date and time sequence. 9. The Import process generates several system jobs (Import File Parse, Transform Parse Data, and Import), each of which has a System Job Name of “CurrenciesToImport.csv(Currency)”. For a successful import, each of these jobs must have a “Succeeded” Status Reason. 10. Verify that the currencies were created in the system. From the Navigation Pane, click Settings, click Business Management, and then click Currencies. The exchange rate file that you imported had 13 currency records. The Active Currencies view should display these 13 currencies and their corresponding exchange rates. Step 2 - Add an Additional Currency and Exchange Rate You decide to add the Poland Zloty to the list of transaction currencies. The latest exchange rate for the Zloty is 5.6452. 1. If you closed the Currencies window at the end of the prior step, then click Settings, click Business Management, and then click Currencies. 2. Click New on the Action toolbar. 3. On the Currency form, click the lookup icon for the Currency Code field. From the list of ISO Currency Codes, select the Poland Zloty. Click OK. 4. In the Currency Conversion field, enter an exchange rate of 5.6452. 5. Click Save and Close.



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Step 3 - Test Default Account Currency 1. From the Navigation Pane, click Sales, and then click Accounts. 2. Double-click on the Basic Bike Company to open the account record. 3. The Currency field currently displays US Dollar, which is Adventure Works’ base currency. However, for this account you decide to change the base currency to the Euro. Click on the lookup icon for the Currency field, and in the list of currencies, select Euro and click OK. 4. Click Save (not Save and Close). 5. On the Details pane, click Orders. 6. On the Orders view, click New Order on the Action toolbar. This opens the Order form. Because the order is being created from within the account, note how Basic Bike Company is prefilled in the Customer field and that its default currency of Euro is prefilled in the order's Currency field. 7. Enter test default account currency in the Name field. 8. Click on the lookup icon for the Price List field. Because the order's Currency is set to Euro, the system searches for price lists with a Currency of Euro. Since no Euro price lists exist, the search returns no records. 9. For this test, we will create a Euro price list. Click New on the Look Up Records dialog box. 10. In the Price List form, enter Retail - Euro as the Name, and click the lookup icon for the Currency field. Select Euro in the Look Up Records dialog box and click OK. Euro is now displayed as the Price List Currency. 11. Click Save and Close. 12. The Retail - Euro price list that you just created is now selected in the Look Up Records window for the order's price list. Click OK. 13. On the Order form, click Save (not Save and Close). 14. Click Write-In Products in the Details pane. 15. Click New Order Product. On the New Order Product form, enter the following information: a. Product Description = seat b. Price per unit = 50.00 c. Quantity = 10 16. Click Save and Close on the New Order Product form. 17. Click Save and Close on the Write-In Products page. 18. This displays the list of Orders for this account. NOTE: If the Total Amount and Total Amount (Base) are zero for the order you created, click the Refresh icon (on the right side of the column heading row) to refresh the view and display the actual order amounts.



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Step 4 - Test Base Currency The prior step created an order from within an account. This displayed how the account's currency defaulted to the order's currency. However, when an order is created on its own and not from within an account, the order's currency defaults first to the user's default currency, and then to the organization's base currency. At this point, you have not assigned a base currency to your user account, so the order's currency must default to the base currency. 1. From the Navigation Pane, click Sales, and then click Orders. 2. Click New on the Actions toolbar. 3. Create a sales order with a name = test base currency. Note how the currency defaults to the base currency of US Dollar. 4. Click on the lookup icon for the Customer field. Select Basic Bike Company and click OK. Note how the Currency field does not change to Euro, which is the currency defined for the Basic Bike Company. Because you are not creating the order from within the account, the order's currency does not default to the account's currency. 5. Click on the lookup icon for the Price List field. Because the order's Currency is set to US Dollars, the system displays the two existing price lists with a currency of US Dollar. Select Retail and click OK. 6. On the Order form, click Save (not Save and Close). 7. Click Write-In Products in the Details pane. 8. Click New Order Product. On the New Order Product form, enter the following information: a. Product Description = seat b. Price per unit = 50.00 c. Quantity = 10 9. 10. 11. 12. 13. Click Save and Close on the New Order Product form. Click Save and Close on the Write-In Products page. From the Navigation Pane, click Sales, and then click Accounts. Double-click on the Basic Bike Company account to open it. Click on Orders in the Details pane. Both orders that you created for the account are displayed. Note the difference between the two orders.



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Step 5 - Change the User's Default Currency You now want to test how the currency defaults on an order when the user assigns a default currency on his or her Personal Options. Perform the following steps to change the user's default currency to Mexican Peso. 1. Click Tools on the Microsoft Dynamics CRM menu bar. 2. Click Options. 3. On the General tab, click the lookup icon for the Currency field. Select Mexican Peso from the currency list and click OK. 4. Click OK on the Set Personal Options page. Step 6 - Test Default User Currency Repeat the same steps that you performed in Step 4 when you added an order from outside the account. 1. From the Navigation Pane, click Sales, and then click Orders. 2. Click New on the Actions toolbar. 3. Create a sales order with a name = test user currency. Note how the currency defaults to the Mexican Peso currency from your personal settings. 4. Click on the lookup icon for the Customer field. Select Basic Bike Company and click OK. Note how the Currency field does not change to Euro, which is the currency defined for the Basic Bike Company. Because you are not creating the order from within the account, the order's currency does not default to the account's currency. 5. Because the order's Currency is set to Mexican Peso, the system searches for price lists with a Currency of Mexican Peso. Since no such price lists exist, the search returns no records. 6. For this test, we will create a Mexican Peso price list. Click New on the Look Up Records dialog box. 7. In the Price List form, enter Retail - Mexican Peso in the Name. Note how the currency on the price list defaults to your personal currency of Mexican Peso. 8. Click Save and Close. 9. The Retail - Mexican Peso price list that you just created is now selected in the Look Up Records window for the order's price list. Click OK. 10. On the Order form, click Save (not Save and Close). 11. Click Write-In Products in the Details pane.



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12. Click New Order Product. On the New Order Product form, enter the following information: a. Product Description = seat b. Price per unit = 50.00 c. Quantity = 10 13. 14. 15. 16. 17. Click Save and Close on the New Order Product form. Click Save and Close on the Write-In Products page. From the Navigation Pane, click Sales, and then click Accounts. Double-click on the Basic Bike Company account to open it. Click on Orders in the Details pane. The three orders that you created for the account are displayed. Note the difference between the orders.



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Summary

This training examined the organization settings that control various system-wide functionalities. These settings were divided into three functional areas:    System Settings Auto Numbering Fiscal Year Settings



In addition, you reviewed how an organization can install and deploy Multilingual User Interface (MUI) language packs for their users. This allows users to view the Microsoft Dynamics CRM User Interface and Online Help in different languages within the same installation. Finally, this training examined how Microsoft Dynamics CRM supports a true multicurrency model where an organization can enter financial transactions in multiple currencies.



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Test Your Knowledge

Test your knowledge with the following questions: 1. System Settings are personal settings that are configurable on a per-user basis. ( ) True ( ) False 2. What is the stipulation that accompanies a change to the Name Format option?



3. What is the purpose for creating Fiscal Year Settings?



4. The suffix field in the Auto-Numbering settings applies to Contracts, Cases, Quotes, Orders, Invoices, and Campaigns. Each of these objects can have its own custom suffix length. ( ) True ( ) False



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5. For a given user, any e-mails where that user is a recipient, sender, or owner on an e-mail that has been _____________ into Microsoft Dynamics CRM will be tagged.



6. In the Customizations tab under System Settings, what is the purpose of the schema prefix parameter?



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Quick Interaction: Lessons Learned

Take a moment and write down three key points you have learned from this chapter: 1.



2.



3.



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Solutions

Test Your Knowledge

1. System Settings are personal settings that are configurable on a per-user basis. ( ) True () False 2. What is the stipulation that accompanies a change to the Name Format option? MODEL ANSWER - Changing the Name Format after users have already been added does not change the way any existing names are displayed. A change to the Name Format only changes the way in which full names are displayed for new entries that are created from that point forward. 3. What is the purpose for creating Fiscal Year Settings? MODEL ANSWER - Fiscal year settings must be defined in Microsoft Dynamics CRM to enable Sales Quota maintenance and reporting. 4. The suffix field in the Auto-Numbering settings applies to Contracts, Cases, Quotes, Orders, Invoices, and Campaigns. Each of these objects can have its own custom suffix length. ( ) True () False 5. For a given user, any e-mails where that user is a recipient, sender, or owner on an e-mail that has been _____________ into Microsoft Dynamics CRM will be tagged. MODEL ANSWER - promoted 6. In the Customizations tab under System Settings, what is the purpose of the schema prefix parameter? MODEL ANSWER - The prefix is appended to the names of custom entities and attributes which the customer creates in Microsoft Dynamics CRM.



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