SnapShot! for Dynamics CRM V1.3. Copyright 2012 CRM Accelerators

Transcription

1 SnapShot! for Dynamics CRM V1.3 Copyright 2012 CRM Accelerators

2 Table of Contents SnapShot! for Dynamics CRM... 1 Installing the license key... 4 Running SnapShot!... 5 Connection Information (On Premise):... 6 Connection Information (On Premise with ADFS/IFD)... 7 Connection Information (CRM Online with Windows Live Authentication)... 8 Connection Information (CRM Online via Office 365)... 9 Connecting to CRM and Selecting Your Organization Selecting Reporting Options Reviewing the Main Report (Excel) System Settings Entities Fields Relationships Views Forms Option Sets Field Security Profiles Field Permissions Solutions Web Resources JScript Library Usage Plugin Assemblies Plugin Steps Processes Templates Business Units Security Roles Users User and Team Security Roles Teams... 36

3 Team Membership Queues Reviewing the Security Roles Report (Word Document) Caveats Reviewing the User Privileges Report (Word Document)... 41

4 Installing the license key After the purchase is completed, you will receive an containing a license key for SnapShot!. Copy that file to: This is usually: [SnapShot! Installation folder]\licenses C:\Program Files\CRM Accelerators\SnapShot! for Dynamics CRM\Licenses

5 Running SnapShot! Launching SnapShot! Will display the following window: On the Ribbon, click the Connect to CRM button to connect to your CRM Organization.

6 Connection Information (On Premise): Connection to a standard CRM On Premise installation usually looks something like this: After selecting the Installation Type of: On Premise, follow these steps to successfully connect: 1. The CRM Server is the address you enter when you open the web browser to launch Dynamics CRM. Examples: a. Crm2011 b. Crm2011: If the workstation you are connecting from is not in the same domain as the CRM Server, then you will need to enter: a. User Name b. Password c. Domain 3. If you are in the same domain, you can either enter the above information or just click the Use default credentials checkbox to use your current Windows credentials. 4. In some cases, your company may have required you to connect to CRM using HTTPS so you can check that box if you require it. Again, if you connect your web browser to CRM using HTTPS, you ll need to do the same here.

7 Connection Information (On Premise with ADFS/IFD) If you are connecting to your company s CRM system externally, through the Internet Facing Deployment connection, your connection settings will look something like this: After selecting the Installation Type of: On Premise with ADFS/IFD, follow these steps to successfully connect: 1. The CRM Server is the address you enter when you open the web browser to launch Dynamics CRM. Examples: a. Crmserver.mydomain.com b. Crmserver.mydomain.com: You will need to enter: a. User Name b. Password c. Domain Use the same User Name and password that you enter when you log into CRM via the IFD web site. Note: If you do not know your Domain name, open your CRM User record and you should see it in front of your user name, i.e., domain\your.user.name. 3. In almost all cases, your company will require that you to connect to CRM using HTTPS so that box is checked for you automatically. If you do not connect to IFD over HTTPS, uncheck the box. Again, if you connect your web browser to CRM using HTTPS, you ll need to do the same here.

8 Connection Information (CRM Online with Windows Live Authentication) If you are connecting to CRM Online, and your organization has not been move to the Office 365 system, your connection settings will look something like this: After selecting the Installation Type of: CRM Online, follow these steps to successfully connect: 1. The CRM Server is the address of the CRM Discovery Server. This value is added for you, but it may need to be changed, depending on your location. Here is a list of worldwide Discovery Servers: dev.crm.dynamics.com (for North America) dev4.crm.dynamics.com (for EMEA) dev5.crm.dynamics.com (for APAC) Do Note enter your CRM Organization here. Only use one of the three values above. 2. Enter your Windows Live User ID and your Password. 3. The remainder of the settings are disabled and handled by the application.

9 Connection Information (CRM Online via Office 365) If you are connecting to CRM Online which is part of the Office 365 system, your connection settings will look something like this: After selecting the Installation Type of: CRM Online via Office 365, follow these steps to successfully connect: 1. The CRM Server is the address of the CRM Discovery Server. This value is added for you, but it may need to be changed, depending on your location. Here is a list of worldwide Discovery Servers: disco.dev.crm.dynamics.com (for North America) disco.dev4.crm.dynamics.com (for EMEA) disco.dev5.crm.dynamics.com (for APAC) Do Note enter your CRM Organization here. Only use one of the three values above. 2. Enter your Office 365 User ID and your Password. 3. The remainder of the settings are disabled and handled by the application.

10 Connecting to CRM and Selecting Your Organization After the appropriate connection information has been entered, the Connect button will be enabled. Click Connect and after a few moments, you should see a list of organizations appear in the drop-down list below the Connect button. Next, select the organization you wish to connect to and click the Select Organization button. Assuming you have the proper license file in place, you will be connected to the specified organization and the Component Selection list will appear.

11 Selecting Reporting Options After you have successfully connected to your organization, you will see this:

12 To generate a SnapShot! Report, perform these steps: 1. Select the components you wish to report on by checking the box beside the name. If you do not wish to see documentation for a specific component, then just uncheck the box. 2. Next click the folder button, located beside the Export Folder edit box, and select a folder into which the report files will be placed. 3. After that, the Report group on the Ribbon should become active. 4. If you would like the Word and Excel documents to be opened automatically after creation, check the Open after generation checkbox. Note: If you have extensive customizations that could result in a large report, you may wish to uncheck this option. 5. When you are ready to generate the report, click the Create button. 6. SnapShot! will connect to your CRM organization, extract the desired components, and generate the report files.

13 Reviewing the Main Report (Excel) SnapShot! will create a workbook containing one or more worksheets for any given component. Here is a list of all of the worksheets created: System Settings Entities Fields Relationships Views Forms Option Sets Field Security Profiles Field Permissions Solutions Web Resources JScript Library Usage Plugin Assemblies Plugin Steps Processes Templates Business Units Security Roles Users Teams User and Team Security Roles Team Membership Queues Here is a breakdown of what each worksheet contains: System Settings There are 140 settings documented by SnapShot!. Most of these settings are configured within the System Settings area but a few are considered internal CRM settings and may only be found in the database, or in certain instances, in the Windows Registry.

14 Entities The configuration of each entity is documented and shows the information found on the Entity definition form:

15 Worksheet Column Display Name Name Plural Name Ownership Primary Field Areas that display this entity Define as an activity entity Custom Field Notes Activities Connections Sending Mail Merge Document Management Queues Duplicate Detection Auditing Mobile Express Reading pane in CRM for Outlook Offline capability for CRM for Outlook Display Name Plural Name Name Define as an activity entity Ownership Found on the Primary Field tab Areas that display this entity Is this a custom entity or system-defined Notes (includes attachments) Activities Connections Sending Mail merge Document management Queues Duplicate detection Auditing Mobile Express Reading pane in CRM for Outlook Offline capability for CRM for Outlook

16 Fields Each Entity s fields are documented and include the information found on the Field Definition form: Worksheet Column Entity Display Name Entity Name Display Name Name Field Type Custom Requirement Level Searchable Field Security Form Locations Auditing Max Length Max Value Min Value Precision Format Target Record Type Display name of the parent entity Logical name of the parent entity Display name Name Is the field custom or system-defined Type Requirement Level Searchable Field Security The names of the forms which this field has been placed on Auditing Maximum length (for text and memo fields) Maximum value (for numbers) Minimum value (for numbers) Decimal precision (for currency and floating point types) For text field types Target record type (for lookups)

17 Relationships SnapShot! documents one to many (1:N), many to one (N:1) and many to many (N:N) relationships. For 1:N and N:1 relationships, the following information is documented: For N:N Relationships, the following is documented. Even though the N:1 and N:N structures are different, it was decided to combine them in the report because some of the shared information is useful when documenting things like navigation.

18 Worksheet Column Entity Display Name Entity Name Relationship Type Primary Entity Related Entity Name Lookup Name Other Entity Current Entity Relationship Entity Name Primary/Current Entity Display Option Primary/Current Entity Display Area Primary/Current Entity Custom Label Primary/Current Entity Display Order Other Entity Display Option Other Entity Display Area Other Entity Custom Label Other Entity Display Order Type of Behavior Assign Share Unshare Reparent Delete Merge Display name of the parent entity Logical name of the parent entity 1:N, N:1, N:N Name of the Primary entity Related Entity name Logical name for the relationship Logical name of the lookup field that will be placed on the related entity The first half of the N:N relationship The second half of the N:N relationship Logical name of the relationship entity. This is what is known as the intersect table. 1:N: How will the Primary entity relationship be displayed in the Related entity s sitemap? N:N: How will the Current entity s relationship be displayed in the Other entity s sitemap? 1:N: The sitemap group where the Primary entity will be displayed. N:N: The sitemap group where the Current entity will be displayed. The custom label should Display Option be set to Custom. The display order for this relationship on the sitemap. N:N: How will the Other entity s relationship be displayed in the Current entity s sitemap? N:N: The sitemap group where the Other entity will be displayed. N:N: The custom label should Display Option be set to Custom. N:N: The display order for this relationship on the sitemap. This is the summary for the Cascade Rules behavior when an operation occurs on the Primary Entity record. What happens when a record is reassigned. What happens when a record is shared. What happens when a record is unshared. What happens when a record is reparented. What happens when a record is deleted. What happens when a record is merged.

19 Views Worksheet Column Name Entity Type Default View Quick Find Query Custom Layout Column Names Find Columns View Name Entity the view is associated with The type of view View description Is this the default view for the entity Is this a quick-find query Is this a custom or standard view Columns shown in the result set Columns used to define the filter criteria

20 Forms Worksheet Column Entity Form Name Form Type Default Form Entity name Form name Type of form Is this the default form for the Form Type

21 Option Sets Worksheet Column Entity Display Name Entity Logical Name Display Name Logical Name Type IsCustom Label Value Display name of the entity Logical name for the entity Display name for the Option Set Logical name for the Option Set Type of Option Set Is this a custom or standard option set. Display label for an option set value Value for an option set value

22 Field Security Profiles Worksheet Column Name Solution Users Teams Modified On Modified By Is Managed Field security profile name Solution where the profile exists Users associated with this profile Teams associated with this profile Last modified date Last modified user name Is this a managed solution component

23 Field Permissions Worksheet Column Entity Logical Name Attribute Logical Name Field Security Profile Can Create Can Read Can Update Is Managed Solution Entity name Field being secured Field security profile used Can users/teams create data in this field? Can users/teams read data in this field? Can users/teams Update data in this field? Is this part of a managed solution The name of the solution where this field permission exists

24 Solutions Worksheet Column Friendly Name Installed On IsManaged Publisher Version Modified On Modified By Friendly name of the solution Installed on date Is this a managed Solution Name of the publisher Version number Last modified date Last modified by user

25 Web Resources Worksheet Column Display Name Name Type Managed Solution Publisher Modified On Modified By Display Name Logical name Type of web resource Is this web resource managed? Solution this web resource exists in Publisher for the solution Last modified date Last modified by user

26 JScript Library Usage Worksheet Column Entity Name Field Name Event Name Library Name Function Name Entity name Field name Event name: OnLoad, OnSave, OnChange, etc. Name of the JScript library attached to the form Function name to be executed when the event occurs

27 Plugin Assemblies Worksheet Column Name IsManaged IsolationMode Solution ModifiedOn ModifiedBy Path Plugin name Is this part of a managed solution Does this plugin run in the Sandbox or not Solution where this plugin exists Last modified date Last modified by user If stored on disk, where is the assembly located

28 Plugin Steps Worksheet Column Message Primary Entity Secondary Entity Filtering Attributes Name Run In User's Context Execution Order Stage Execution Mode Deployment Unsecured Configuration Solution Async Auto Delete Modified On Modified By Message being monitored Primary entity name Secondary entity name List of attributes that will cause the plugin to fire Name of the plugin step User to launch this plugin as Execution order Stage Synchronous or Asynchronous Server or Outlook Configuration information stored in the Unsecure configuration field Solution where this plugin step exists If this is an asynchronous task, should record of its run be erased if it ran successfully Last modified date Last modified by user

29 Processes Worksheet Column Name Primary Entity Display Name Primary Entity Name Scope Category On Demand Trigger On Create Trigger On Delete Trigger On Update Attribute List Owner Modified On Modified By Name Primary entity s display name Primary entity s logical name User, Business Unit, Parent/Child Business Unit, Organization Workflow or Dialog Can this workflow be run on-demand? Is this workflow triggered on the creation of a record? Is this workflow triggered on the deletion of a record? If this record is triggered on an update, what fields will cause it to fire? Owner of the workflow Last modified date Last modified by user

30 Templates Worksheet Column Entity Display Name Entity Name Template Type Title Document Format Mail Merge Type Solution Publisher Modified On Modified By Entity s display name Entity s logical name , Mail Merge, Contact Title For Mail Merge: 2003 or 2007 Word format Letter, , label, etc. Solution where this template exists Publisher of that solution Last modified date Last modified by user

31 Business Units Worksheet Column Name Parent Business Unit Division Web Site Main Phone Other Phone Fax Bill To Street 1 Bill To Street 2 Bill To Street 3 Bill To City Bill To State/Province Bill To Zip/Postal Code Bill ToCountry/Region Ship To Street 1 Ship To Street 2 Ship To Street 3 Ship To City Ship To State/Province Ship To Zip/Postal Code Ship To Country/Region Name of the business unit Parent business unit (if one exists) Company division Web site Main phone Other phone Fax Bill-To address information Ship-To address information

32 Security Roles Worksheet Column Name BusinessUnit Solution Modified On Modified By Name Parent business unit Solution where the role exists Last modified date Last modified by user

33 Users Worksheet Column Full Name First Name Last Name Access Mode License Type Title Primary 2 Mobile Alert Fax Main Phone Other Phone Home Phone Mobile Phone Business Phone Preferred Phone Manager Territory Business Unit Site Access Type:Incoming Access Type::Outgoing Default Queue Mailing Street 1 Mailing Street 2 Mailing Street 3 Mailing City Mailing State/Province Mailing Zip/Postal Code MailingCountry/Region Other Street 1 Other Street 2 Other Street 3 Other City Other State/Province Other Zip/Postal Code Other Country/Region Full Name Full name of the user First name Last name Read-write, Administrative, or Read Full, Limited, Device Full, or Device Limited Job Title Primary Secondary Mobile Alert Fax Main Phone Other Phone Home Phone Mobile Phone Business Phone Preferred Phone Manager Territory Parent Business Unit Site How should incoming be handled? Outlook, Router, or none. How should outgoing be handled? Outlook, Router, or none. Name of the default queue for the user Mailing address information Other address information

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35 User and Team Security Roles This worksheet contains a list of all security roles and the users and teams they have been assigned to. Worksheet Column Name Type Security Role Name of the user or team User or Team Name of the security role

36 Teams Worksheet Column Name Administrator Business Unit Default Queue Team name Name of the administrator Parent business unit Default queue for the team

37 Team Membership This worksheet contains a list to all team members. Worksheet Column Team Team Business Unit User User Business Unit Team name Parent business unit of the team User who is a member of the team User s parent business unit

38 Queues Worksheet Column Name Owner Convert To Activities Access Type:Incoming Access Type::Outgoing Queue name , if enabled Queue owner How should s be converted to activities within CRM: All messages messages in response to a CRM E=mail messages from CRM Leads, Contacts, and Accounts messages from CRM records that are enables None, Router, Forward mailbox. None, Router, Forward mailbox.

39 Reviewing the Security Roles Report (Word Document) The second document generated by SnapShot! is a breakdown of all security roles within the system that meet the following criteria: They are custom roles created by the CRM Administrator or a third party. They are a default security role that has been modified Default security roles that are unaltered are not documented. Each role will start with its name and business unit: Security Role: Help Desk - Old 2 Business Unit: Contoso Next you will see a representation of the security role as you would see it in the CRM user interface. For example: Each tab within the CRM user-interface should be represented by a page of the report ( or more than one page, in some cases ).

40 Caveats The information documented on the Custom Entities tab will only appear if it has been altered. When you add a new entity to CRM, the default is to have all security privileges set to None (the red circles). SnapShot! will only document settings that are other than None, as you can see below:

41 Reviewing the User Privileges Report (Word Document) The third document generated by SnapShot! is a breakdown of all security privileges applied to a specific user. The format is the same as the Security Role report but instead of privileges for a specific security role, you see the privileges a user has after all of the security roles have been combined.