DYNAMICS 365

CUSTOMIZATION &
CONFIGURATION
October 9, 2018

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 Lab Environment

Instance: https://trainingsubscription.crm4.dynamics.com
Login: u_@trainingsubscription.onmicrosoft.com
Password: 123qweasD

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 Course Agenda

 Security
 Creating and Managing Entities
 Customizing Fields
 Customizing Relationships and Mappings
 Customizing Forms, Views and Visualizations
 Processes: Workflows, Business Process Flows and Custom
Actions

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 Road Call

 Name
 Job Role
 Experience with Dynamics CRM or Dynamics 365?
 Expectations from this course?

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 Versions of CRM and 365

 4.0, 2011, 2013, 2015, 2016, Dynamics 365

 Dynamics 365 Update 1 (Office365)
 Dynamics 365 Service Pack 1 (On-premise)
 This course applies to:
 Dynamics 365 Online and On premise

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 The Dynamics 365 Framework

• Cloud, On-premise or Hybrid configurations

• A framework to build highly customised solutions
• Promotes rapid application development
• Highly configurable In-built security model
• Business process automation
• Phone and Tablet dedicated Apps
• Outlook Integration and Offline capability
• 365 Online integrates easily with other Office365 Tools

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 Phone and Tablet Apps

• 365 Phone App for Windows, Apple and Android devices

• Customisable Tablet App
• Support for offline capability
• Integration with other Microsoft tools
• Microsoft Intune integration.…

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 Inbuilt tools used by 365 Customizers

 Intuitive ‘inbuilt’ customization tools, including:

 Security Model Configuration Tools
 Tools to easily customise schema
 Business Rules Designer
 Business Process Flow Designer
 Processes Designer (Workflow, Dialogs, Actions)

 You will use all of these tools during this course

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 Solutions Overview

 What are Solutions?

 Changes to the 365 system are made in a Solution
 Changes show when ‘Published’
 Solutions are an effective way to package and deploy changes across different 365
environments

 Solution Types
 Unmanaged
 Managed
 Default

 More on Solutions in Module 10 later

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 365 Organisations and Environments

 365 supports multi-tenanted deployments

 365 Environments:
 Development
 Sandbox
 Training
 UAT
 Production (Live)

 365 Solutions help you manage these environments

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 Further reading

 TechNet – Administrators Guide

 Microsoft Dynamics 365 User Guides
 MSDN Developer Centre
 Microsoft Dynamics 365 Community Web Site
 Software Development Kit (SDK)

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SECURITY
 Objectives

 Security Features in Microsoft Dynamics 365

 Design and configure Business Units
 Configure Security Roles
 Manage Users and Teams
 Implement Access Teams
 Configure Hierarchy Security

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 Business Units

Root Business Unit

Business Unit 1 Business Unit 2

Business Unit 3 Business Unit 4 Business Unit 5

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 Managing Business Units

 Settings -> Security -> Business Units

 The Root Business Unit

 Created by Dynamics 365
 Has the same name as the organisation
 Child Business Units
 Allows organisations to model reporting and users access
 Can be disabled and deleted
 The parent business unit can be changed
 Business Units work with Security Roles and Access Levels to define
which users have access to which records

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 Security Roles

 Settings -> Security -> Security Roles

 Grant access to the Dynamics 365 system

 Can be assigned to Users or Teams
 Default Security Roles
 Use Copy Role to create custom Roles
 Security Roles have Permissions and Privileges

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 Sales Manager Security Role

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 Copy Role

 Quick way to create a new Role

 Copies a Role and all Permissions and Privileges

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 Role Permissions

 Defined at the Entity and Task Level

 Entity

 Task

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 Role Privileges

 Create
 Read
 Write
 Delete
 Append (The entity can be related to other records)
 Append To (Other records can be related to this entity)
 Share (The user can share the record with other users or teams)

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 Access Levels

 Defines access at a record level

 Works with the Business Unit the user or team is assigned to
 Works with the Owner of the records

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 Access Levels - Breakdown

• The user or team does not have access to Entity records

• The user or team has access to Entity records where they are the ‘Owner’

• The user or team has access to Entity records where the ‘Owner’ is any user within the
same Business Unit

• The user or team has access to Entity records where the ‘Owner’ is any user within the
same Business Unit or Child Business Unit

• The user or team has access to all records for the Entity
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 Users

 Settings -> Security -> Users

 Adding Users
 Dynamics 365 Online and Office365 Users
 Dynamics 365 On Premise and Active Directory

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 User Management

 Assigning Security Roles to Users

 Adding Multiple Users
 Disabling Users
 Assigning a User to a Business Unit

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 Teams

 Settings -> Security -> Teams

 What are Teams?

 Teams have Security roles
 Teams have Users
 Teams can be Owners
 Owner Teams vs Access Teams
 Dynamics 365 creates a default Team when a Business Unit is created

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 Access Teams

 The Pro’s and Con’s of Sharing

 Enable Entities for Access Teams
 Configure an Access Team Profile
 Use a Form Sub-Grid to allow users to ‘Share’ Records
 Permissions are centrally managed

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 Hierarchy Security

 Settings -> Security -> Hierarchy Security

 Manager Hierarchy
 Position Hierarchy

 Needs to be enabled to use

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 Manager Hierarchy

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 Position Hierarchy

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 Lab 3.1

 Create New Business Units

 Copy a Security Role
 Configure Access Levels
 Assign Users to Security Roles

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 Lab 3.2

 Configure Access Teams

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 Lab 3.3

 Enable Hierarchy Security

 Configure a Manager Hierarchy

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CREATING AND MANAGING ENTITIES
 Objectives

 Introduction to the Dynamics 365 schema

 Review the different Entity Types
 Create new Custom Entities
 Managing Entity Ownership
 Managing Entity Properties
 Custom Entity Security
 Review Entities and Solutions

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 Introduction to Dynamics 365 Schema

 Entities
 Relationships
 Fields
 Forms

 Requires in-depth analysis of the business problem:

 Requirements Analysis
 ERD (Entity Relationship Diagram)
 Business Process Analysis
 UI Design

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 Entity Types

 System
 Account Entity
 Contact Entity
 Custom
 Create your own

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 Creating new Custom Entities

 Entity Information Page

 Display Name
 Plural Name
 Schema Name
 Primary Field
 Ownership
 Define as an activity entity
 Primary Image
 Color
 Enable for interactive experience
 Areas that display this entity

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 New Entity Form

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 Managing Entity Ownership

 User or Team Owned

 Organisation Owned

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 Process Options

 Options for entity

 Business process flows (fields will be created)

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 Communication and Collaboration Options

 Communication and Collaboration

 Feedback
 Note (includes attachments)
 Activities
 Connections
 Sending email
 Mail Merge
 Document Management
 Access Teams
 Queues
 Automatically move records to the owners default queue…..
 Knowledge Management
 Enable for SLA

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 Data Services Options

 Data Services
 Allow quick create
 Duplicate Detection
 Auditing
 Change Tracking

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 Outlook and Mobility Options

 Outlook and Mobile

 Enable for phone express
 Enable for mobile
 Read-only in mobile
 Reading pane in 365 for Outlook
 Offline capability for 365 for Outlook

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 Help Options

 Help
 Use custom Help
 Help URL:
 Enable in System Settings - > General Tab first

 Note:

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 Custom Entity Security

 Custom Entity Tab

 Must grant access to the new Entity through Security Roles
 System Admin and System Customizer Role has access be default

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 Entities and Solutions

 Add to a Solution
 Create New
 Add Existing

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 Lab 4.1

 Create a New Solution

 Create Custom Entities
 Add existing System Entities to a Solution
 Configure Custom Entity Security
 Test the Custom Entities

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CUSTOMIZING FIELDS
 Objectives

 Introduction to Field Customization

 Understand the different Field Types
 Review Field Formats
 Create a new Field
 Review Fields and Solutions
 Implement a Calculated Field
 Configure Field Level Security

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 Introduction to Field Customization

 Stores data
 System and Custom fields
 Process to create a Field:
 Create Field for the Entity
 Use Field on the Entity Form

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 Field Types

Field type Description Available field data type

 Single Line of Text

 Option Set
 Two Options
 Image
 Whole Number
Contains data that is not
Simple field  Floating Point Number
based on a formula.
 Decimal Number
 Currency
 Multiple Lines of Text
 Date and Time
 Lookup

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  Single Line of Text
 Option Set
 Two Options
Contains calculations that use fields from the
Calculated field  Whole Number
current entity or related parent entities.
 Decimal Number
 Currency
 Date and Time

 Whole Number
Contains an aggregate value computed from
 Decimal Number
Rollup field the records related to a record, or a value
 Currency
computed over a hierarchy.
 Date and Time

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 Simple Fields
Field Type Description

Single Line of Text Up to 4000 characters of text can be in this field.

Multiple Lines of Text Up to 1,048,576 characters of text can be in this field.

Option Set This field provides a set of options. Each option has a number value and label.

This field provides two options. Each option has a number value of 0 or 1 corresponding to a
Two Options
false or true value.
Status A system field that has options that generally correspond to active and inactive status.

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 A system field that has options that provide additional detail about the Status field.
Status Reason
Integers with a value between -2,147,483,648 and 2,147,483,647 can be in this field.
Whole Number
Up to 5 decimal points of precision can be used for values between -100,000,000,000 and -
Floating Point Number 100,000,000,000 can be in this field.

Up to 10 decimal points of precision can be used for values between -100,000,000,000 and -
Decimal Number 100,000,000,000 can be in this field.

Monetary values between -922,337,203,685,477 and 922,337,203,685,477 can be in this

Currency field.

Date and Time This field has format options to display ‘Date Only’ or ‘Date and Time’.

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 Each entity that supports images can have one image field. When an entity has an image
Image field, it can be configured to display the image for the record in the application.

A field that allows setting a reference to a single record of a specific type of entity.
Lookup
A system lookup field that references the user or team that is assigned a user or team owned
Owner entity record.

A system field stores a globally unique identifier (GUID) value for each record.
Unique Identifier
Customer A lookup field that you can use to specify a customer, which can be an account or contact.

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 Field Formats - Single Line of Text
Format Option Description

Email The text provides a mailto link to open the user’s email application.

Text This option simply displays text.

This format option can be used to display multiple lines of text. But with a limit of 4000
Text Area characters, the Multiple Lines of Text field is a better choice if large amounts of text are
expected.

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 The text provides a hyperlink to open the page specified. Any text that does not begin with
URL a valid protocol will have “http://” prepended to it.
Only HTTP, HTTPS, FTP , FTPS, ONENOTE and TEL protocols are allowed in this field.

For most languages, the text will be enabled as a link to open the MSN Money website to
Ticker Symbol show details about the stock price represented by the ticker symbol. For certain East Asian
languages the window will open Bing search results for the ticker symbol.

In the web application, fields will be click-enabled to initiate calls using either Skype or
Lync if a client for either is installed on your computer. The telephony provider choice is at
Phone
the bottom of the General tab of System Settings. For Microsoft Dynamics 365 for tablets,
Skype is the only available telephony provider.

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 Field Formats – Whole Numbers
Format Option Description

None This option simply displays a number.

This format option can be used to display a list of

Duration
duration options.

Time Zone This option displays a select list of time zones.

This option displays a list of the languages provisioned

Language
for your organization.

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 Lookup Types
Lookup type Description

Allows for a single reference to a specific entity. All

Simple
custom lookups are this type.

Allows for a single reference to either an account or a

contact record. These lookups are available for the
Opportunity, Case, Quote, Order, and Invoice entities.
Customer These entities also have separate Account and Contact
lookups that you can use if your customers are always
one type. Or you can include both instead of using the
Customer lookup.

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 Allows for a single reference to either a team or a user
Owner record. All team or user-owned entities have one of
these.

Allows for multiple references to multiple entities. These

lookups are found on the Email entity To and Cc fields.
PartyList
They’re also used in the Phone and Appointment
entities.

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 Image Field

 Allows upload of an image for records

 Can be added to Custom Entities but not System Entities
 Support formats = jpg, jpeg, gif, tif, tiff, bmp, png
 The following System Entities have image fields:
 Account
 Contact
 Lead
 Publisher
 Competitor
 Product
 Resource
 User

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 Customer Lookup Field

 Account or Contact Lookup

 Used to be just for Case, Lead and Opportunity Entities
 Can now be used on any System or Custom Entity
 Applies to 365 Update 1 and 365 Online 2016 Service Pack 1

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 Option Sets

 Local vs Global
 Use Global for frequently used Option Sets
 Have Labels and Values
 Can support field mapping but values need to be the same

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 Creating a new Field

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 Fields and Solutions

 Adding a Field to a Solution:

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 Calculated Fields

 Set the Field Type to ‘Calculated Field’

 Click the ‘Edit’ button to open the Business Rule Designer
 Can use fields on the current entity or related parent entities

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 Business Rule Designer

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 Fields Level Security

 Enable security at the Field level

 Create a Field Security Profile
 Define permissions – Read, Update, Create
 Add Users or Teams to grant access
 System Administrator Profile:
 All permissions set to ‘Yes’
 User in the System Admin role added by 365
 Cannot be deleted

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 Lab 5.1

 Creating Fields
 Create a Global Option Set

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 Lab 5.2

 Creating a Calculated Field

 Add Fields to an Entity Form

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 Lab 5.3

 Configuring Field Level Security

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Customizing Relationships and
Mappings
 Overview

 Introduction to Relationships
 Review the different Relationship Types
 Create a Relationship
 Review Relationships and Solutions
 Understand Relationship Behaviour
 Implement a Hierarchy Relationship
 Configure Field Mappings

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 Introduction to Relationships

 Associates an Entity to another Entity

 Should be designed and modelled before implemented
 You can create new Relationships
 You can change the behaviour of existing Relationships

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 Relationship Types

 1:N (1 to Many)
 N:1 (Many to 1)
 N:N (Many to Many)
 Native (no reporting)
 Manual
 Hierarchical (self referential)
 Connections

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 Create a Relationship

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 Relationships and Solutions

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 Relationship Behaviour

 For 1:N Relationships - How do actions performed on an Entity

record affect related Entity records?
 Prevents record ‘orphaning’
 Includes:
 Actions
 Behaviour Types
 Cascading Rules

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 Relationship Behaviours

 Configured on the Relationship Form

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 Behaviour Types

 Consider the following events:

 Parental - The action performed on the Entity record will also be performed on the
related Entity record

 Referential - The action performed on the Entity record will not be performed on the
related Entity record

 Custom - Individual Actions can be configured independently

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 Custom Behaviours

 Assign – When an Entity record is reassigned to another Owner

 Share – When an Entity record is shared with another owner or team
 Unshare – When an Entity record is unshared with another owner or team
 Reparent – When an Entity record related parent record is changed
 Delete – When an Entity record is deleted and has related records
 Merge – When an Entity record is merged with another Entity record

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 Hierarchy Relationships

 An Entity that relates to itself

 Allows a Parent – Child Relationship for the same Entity
 Steps:
1. Create a 1:N Self Referencing Relationship
2. In the Solution configure Hierarchy Settings for the Entity
3. Define a Quick View form for the Hierarchy Diagram

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 Create a Hierarchy Relationship

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 Configure Hierarchy Settings

 In the Solution configure the Quick View form:

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 Define a Quick View Form

 Option to use the default Quick Form for the Entity

 Option to Create a New Quick Form

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 View Hierarchy

 View Entity records as a Hierarchy:

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 Field Mappings

 Supported when an Entity record is created from a related parent

Entity record
 Field values can be mapped between entities
 Reduces double data entry
 Configured at the Relationship level
 Rules apply to the fields that can be mapped

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 Field Mapping Configuration

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 Field Mapping Rules

 Only works when a record is created within the parent record

 Only works for new records (updates not supported)
 Fields must be of the same type
 One source field can map to multiple target fields
 Target Fields can only be mapped to one Source Field
 Target Fields with smaller ‘length’ formats will be truncated
 Can use ‘Generate Mappings’ under More Actions to create
mapping automatically (works for same name and data type fields
only)

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 Lab 6.1

 Create Entity Relationships

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 Lab 6.2

 Configure a Hierarchical Relationship

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 Lab 6.3

 Configure Field Mappings

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CUSTOMIZING FORMS, VIEWS
AND VISUALIZATIONS
 Objectives

 The process to create a new Form

 Review the different Form types
 Using the Form Designer
 Customizing the Main, Quick View and Quick Create Forms
 Configure Form Security
 Review the different View types
 Customizing System Views
 Customizing System Charts and Dashboards

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 Customizing Forms

 Form Types
 Information
 Main
 Quick View
 Quick Create
 Mobile
 Multiple Forms
 Default Forms
 Change ‘Name’ through ‘Form Properties’

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 Field Explorer

 Drag and drop Fields

 Create New Fields
 Filter
 Only show unused fields

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 Form Areas

 Body
 Header (read only)
 Footer (read only)
 Navigation (Links and Relationships)
 Shown in Dynamics 2011 navigation in Form designer
 When published shows as Dynamics 365 navigation

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 Form Insert Tab

 Tabs
 Sections
 Sub-Grid
 Spacer

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 Form Insert Tab cont.

 Quick View Form

 Web Resource
 IFrame
 Notes
 Bing Maps
 Navigation Link
 Social Insights
 Timer
 Knowledge Base Search

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 Quick View Form

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 Quick Create Form

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 Form Security

 Role Based Forms

 Form Order
 The Fallback Form

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 View Types

 System Views
 Public Views
 Personal Views

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 Customizing Views

 Customizing System Views

 Creating Public Views

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 Customizing Charts

 Related to an Entity
 Consider the View first before the Chart
 Using the Chart Designer
 Chart Type
 Aggregations and Groupings
 Multiple Series
 Arithmetic operations
 Avg
 Sum
 CountAll
 Count:Non empty
 Min and Max

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 The Chart Designer

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 Managing Charts

 Can be Exported and Imported as an XML files

 XML can be further customized
 Existing charts can be customised
 Personal charts can be moved to System charts by export/import
 Charts can be deployed as part of Solutions

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 Customizing Dashboards

 The Dashboard Designer

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 Dashboard Designer Options

 Pick a Dashboard Template

 Options to add to a Zone:
 Chart
 List
 Web resource
 Iframe
 Set the Default Dashboard

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 Lab 7.1

 Customizing the Entity Information Form

 Creating a Quick Create Form
 Creating a Quick View Form

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 Lab 7.2

 Creating a Public System View

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 Lab 7.3

 Creating a Public System Chart

 Creating a Public System Dashboard

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Processes: Workflows, Business
Process Flows and Actions
 Objectives

 Introduction to Processes
 Workflow
 Business Process Flows
 Custom Actions

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 Introduction to Processes

 What are Processes?

 Why create Processes?
 Process Types:
 Workflow
 Asynchronous
 Real Time
 Dialogs
 Business Process Flows
 Custom Actions

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 Workflows

 Work in the background

 Run under the Asynchronous Processing Service
 Started:
 On an Event
 On-demand
 From another Workflow or Dialog

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 Creating a Workflow

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 Workflow Actions

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 Form Assistant

 Dynamic values allows access to contextual record data:

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 Diagnosing Issues with Workflow

 View Workflow executed steps:

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 Business Process Flows

 Entities must be enabled for Business Process Flows

 The user moves through defined Stages
 The user provides input for each Step
 Support Conditional Branching
 Can span more than one Entity and even create new Entity
Records
 Maintain state and facilitate collaboration between users

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 Creating a Business Process Flow

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 Business Process Flow Stages

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 Business Process Flow Steps

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 Business Process Flow Conditional Branching

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 Custom Actions

 Custom Actions for Workflows or Dialogs

 Out of the box Actions: Create, Update, Delete, and Assign
 Example of custom Actions: Approve, Escalate, Route, or Schedule
 Definitions can be changed by non-developers
 Perform Action
 Invoked from a Workflow or Dialog

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 Creating a Custom Action

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 Lab 8.1

 Create a Workflow
 Define when a Workflow Starts
 Adding Workflow Steps
 Activating a Workflow

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 Lab 8.2

 Create a Business Process Flow

 Add Stages and Steps to a Business Process Flow
 Configure Branching Logic in a Business Process Flow

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 Contacts
HEADQUARTERS

American Headquarters
USA
New York
+1 202 470 0845

LOCATIONS

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www.miratechgroup.com +972 3 612 6699 +47 214 03 399 +34 911 233 252

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e-mail: info@miratechgroup.com Warsaw Kyiv Stockholm
+48 22 389 5115 +38 044 206 4090 +46 8 5592 1656

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+421 55 2601 089 +44 20 8123 1165

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Zurich Washington, DC
+41 44 586 9891 +1 202 470 0845

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