81071 - Deployment in Microsoft Dynamics 365

Code: 81071
Course duration: 5 days
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Greenwich, Connecticut (Virtual Instructor-Led)
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Fort Lauderdale, Florida (Virtual Instructor-Led)
01-08 09:00AM to 01-12 05:00PM
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Mid-Town New York City (Virtual Instructor-Led)
01-08 09:00AM to 01-12 05:00PM
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Newark, New Jersey (Virtual Instructor-Led)
01-08 09:00AM to 01-12 05:00PM
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Attend Online
01-08 09:00AM to 01-12 05:00PM
enroll
NYC-23rd Street (Instructor-Led)
01-08 09:00AM to 01-12 05:00PM
enroll
Northern New Jersey (Virtual Instructor-Led)
01-08 09:00AM to 01-12 05:00PM
enroll
Wilkes-Barre, Pennslyvania (Virtual Instructor-Led)
01-08 09:00AM to 01-12 05:00PM
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Course 81071 : Deployment in Microsoft Dynamics 365

Course Introduction

Hello, and welcome to the deployment in Microsoft Dynamics 365 course.  This course will focus on the following objectives.  First, we will spend some time getting started with Dynamics 365 and get some important items out of the way, such as licensing and some basics regarding data import.  We will then move to Module 2 where we dive deeper into Dynamics 365 subscriptions and how to manage them.  We will then break a subscription into instances and learn the details behind administrating these instances, including those times when we have to get them upgraded to the newest version of Dynamics 365.  After that, we will focus on the details behind integrating Dynamics 365 with other Microsoft Online Business solutions.  We will tackle the new concept of Dynamics 365 apps, learn how to interact with Dynamics 365 via Microsoft Outlook, and we will wrap up the course learning how mobile devices can be leveraged to access all of the functionality available to Microsoft Dynamics 365 users.

At Course Completion
After completing this course, students will be able to:

Contents

Module 01: Getting Started with Microsoft Dynamics 365

 

Module Overview

So let's start the course with Module 1.  In this module, I'll start by describing the different ways to access Microsoft Dynamics 365.  We will spend some time learning about licensing plans available, walk through important things to know when planning a deployment, and detail best practices to follow when importing data into a Microsoft Dynamics 365 deployment. 

 

Overview of Microsoft Dynamics 365

Microsoft Dynamics 365 unifies customer relationship management and enterprise resource planning capabilities into applications that work seamlessly together across sales, customer service, field service, operations, financials, marketing, and project service automation.  These critical path tools will be working under a single common data model.  The ability for these applications to work together and integrate seamlessly is a great benefit for tons of organizations out there.  However, organizations without the need for the complete set of functionality available via Microsoft Dynamics 365 can still benefit from the flexibility and affordability built into the Cloud solution by purchasing licenses that allow users to leverage the limited functionality they need and add access to more applications in the future as the business grows and the reach of Dynamics 365 grows within the organization.  We will have more information regarding licensing later in this module.  All of the description in instance management, including licensing, is performed in the Office 365 platform and the Office 365 admin center.  Although this course is focused on Microsoft Dynamics 365 hosted on the Microsoft Cloud, there is also a version of Microsoft Dynamics 365 On Premise that can be hosted and managed internally or accessed via a partner hosted subscription.

 

Accessing Microsoft Dynamics 365

Accessing Microsoft Dynamics 365 is possible with a web browser, which requires no installation, but it does have minimum requirements that we will cover on the next slide.  Users can also access Dynamics 365 by installing an add-in on Microsoft Outlook.  This add-in enables offline working and integration between CRM and Exchange to track and synchronize items such as emails, tasks, and appointments.  Users can also install mobile and tablet apps for accessing Dynamics 365 on the go.  And in case of a user owning a device either not supported by the current mobile or tablet applications, users can connect to Microsoft Dynamics 365 with the internet browser on their mobile device.  Some of the functionality available on the official apps can be installed on phones and tablets will not be available when accessing Dynamics 365 with the device's browser, and this is why this client is called the Microsoft Dynamics 365 For Phones Express.  Microsoft Dynamics 365 also provides a portal that can be configured to enable interaction with Dynamics 365 without leveraging one of the solutions we just described, and there are other companies out there who also provide custom solutions that enable access to Microsoft Dynamics 365 data and functionality.  However, there are some special considerations to have in mind from the licensing perspective and we will discuss this later on this module. 

 

Planning a Deployment

As you start planning a deployment, you need to keep a couple of items in mind.  A Microsoft Dynamics 365 implementation can be a significant undertaking, depending on the nature of the project.  So it is important that the implementation is carefully and thoroughly planned.  Most deployments of Dynamics 365 originate from another system, such as Dynamics CRM On Premise.  So you need to consider how the data will be imported into Dynamics 365.  We will discuss a couple of ways to import data in this module.  Another thing to keep in mind is that Dynamics 365 comes with tons of amazing functionality that can make a huge impact on the business outcomes of any organization.  So it is important to analyze those business requirements and think of ways to leverage the newly available functionality to drive the business to better achieve those requirements.  Depending on the age and data quality best practices followed by the organization, migrations can include large amounts of data.  So thinking about how much storage will be required right now and in the future is always important.  Once the data is in the system, you need to think about which users will be accessing the data and what will they be able to do with the data they can access.  So before the migration takes place, take some time to plan the levels of access to entities and other features.  As with every Dynamics 365 deployment, it is important that the organization has access to other environments to conduct development and training amongst other functions without affecting or using the production environment.  In addition to production and non-production instances included in the Dynamics 365 subscription, it is recommended to leverage another instance for training or dev purposes.  As we discussed over the last few slides, licensing in Dynamics 365 is very flexible.  So take the time to plan which users will be light, which users will be full, and from those, which ones will require access to an app or need to be bumped up to a plan.  Take advantage of the mix-and-match capabilities of Dynamics 365 licensing if it meets your business requirements.  Lastly, we only get one shot at a first impression.  If you plan for users to log in using their internal credentials, please make sure you plan to implement single sign-on.  This will prevent users having to learn a new set of credentials to log into Dynamics 365 and then later have to change it back to their internal credentials.  Plan early to insure a seamless transition to the users. 

 

Import Data

Most Microsoft Dynamics 365 deployments require bringing in existing data.  There are several ways to import data.  You can use the import data wizard in the web application for simple scenarios.  You can programmatically import data using the SDK, but this will require some development, which is typically reserved only for complex migrations.  There are several third-party tools you can use to perform the migration or you can use the service from Microsoft called the Data Loader Service.  Lastly, a new service called the On Premise to Online Conversion Service allows organizations to migrate from Microsoft Dynamics 2011 On Premises and above to Dynamics 365.  Let me show you how this new service operates.  Now, before we get started, I want you to keep in mind this service is available at this point in private preview only, but once it's generally available, this service will allow organizations to use a copy of their internal Microsoft Dynamics CRM database by uploading it into a staging area in Microsoft Azure, where checks will be run to insure the customer organization is in a supported state before getting customizations, configuration data, and entity data migrated to Dynamics 365.  Depending on the version of Dynamics CRM the organization is migrating from, the process will be different, as you can see on this slide.  Also, it is important to understand that there is a built-in validation service that will allow organizations to convert and fix their unsupported customizations in order to migrate them into Dynamics 365.  In planning the import, there are several things that you need to consider.  First, how much legacy data do you need to bring into Dynamics 365?  Is it all of the data, some, or maybe even none?  It's not unheard of for organizations to start from scratch.  You might apply a data cutoff; so the data that is older than, say, three years is ignored in the import process.  Do not underestimate the time needed to export and import data.  The time to import data not only includes getting the data into the right format for input but also the time it takes to actually import the data.  For very large datasets, it can literally take days for the data to be imported.  Also, when are you going to cleanse the legacy data?  You could do this before the import or you might say let's just bring all this data into Dynamics 365 and then do the cleansing afterwards.  I always recommend organizations to clean the data before the import, but there are some cases where that process is not possible, either due to the amount of sources of data and the feasibility of bringing it all together in one place to get it clean or it could be due to the way the customer is choosing to import their data into Dynamics 365.  Some customers even want to enter the data manually, so they can apply data quality rules as they enter it into the system.  And also, bear in mind that some record types require special consideration.  For example, quote records cannot be imported in a state other than draft.  So if you are already using CRM 2016 On Premises, for example, and you have quotes that go back many years, you will need to figure out a way of how to bring them in and get them into the right status.  Speaking of how long data can take to be imported, the data loader is a service provided by Microsoft to help customers with large volumes of data migrating into Dynamics 365.  The service is provided as part of LifeCycle Services for Dynamics.  The idea behind this service is for organizations to host the data that needs to be imported on Azure on the same data center where their Dynamics 365 instance is hosted.  By doing this, organizations can achieve amazing speeds during data import.  I have personally seen 500 records imported per second.  So even on a dataset of several million records, using data loader can cut the import time dramatically. 

 

Module Review

In summary, this module focused on the information that helps us getting started deploying Dynamics 365.  We spent some time describing different clients available to access Dynamics 365, we went over the different license plans and some of the options available to organizations implementing Dynamics 365, and we also walked through some of the best practices to follow when planning a deployment and also when importing data. 

 

Test Your Knowledge:

Which of the following is not supported for Dynamics 365 when using Windows 10 or later?

  1. Edge
  2. Internet Explorer 11
  3. Chrome
  4. Internet Explorer 10

Answer: Internet Explorer 10

Explanation: IE 10 is not supported but the other browsers listed are supported.

Reference: Accessing Dynamics 365, Windows OS: Web Browser Requirements

 

Which of the following license types includes access to Online / On Premise dual use rights?

  1. Enterprise Edition
  2. Business Edition
  3. Sandbox instance
  4. Production instance

Answer: Enterprise edition

Explanation: The Enterprise edition license includes dual use rights for online and on-premise. The Business edition is online only. Sandbox instance and Production instance are not valid license types.

Reference: Licensing Details

 

How much storage is included with all Dynamics 365 Online production subscriptions?

  1. 1GB
  2. 10GB
  3. 50GB
  4. Unlimited

Answer: 10GB

Explanation: All subscriptions include 10GB. Additional storage is available for purchase of depending amount of users.

Reference: Licensing Plans

Module 02: Manage Microsoft Dynamics 365 Subscriptions

Module Overview

Module 2 tackles those actions that take place when we're signing up for a brand new subscription of Microsoft Dynamics 365.  We will focus on the process to sign up for a new subscription, understand the management tasks that we can perform on user accounts from the Office 365 admin center, as well as some of the best practices when it comes to authorization in Dynamics 365 once the user account is synchronized, and we will walk through the details behind the different Microsoft Online Services administrative roles that allows us to leverage decentralized command principles when managing our subscription. 

 

Signing-up for a Subscription

There are several ways to sign up for a subscription, but regardless of how the customer signs up, all subscriptions are managed through Microsoft Online Services, also known as the Microsoft Office 365 portal.  Organizations can buy a subscription through that portal and also directly from within a 30-day trial of Microsoft Dynamics 365.  Also, if the organization has an active volume license agreement with Microsoft, a new subscription can be created through that agreement.  Although subscriptions can be purchased and are always managed through the Microsoft Office 365 admin center, a subscription to Office 365, although encouraged, is not required.  Organizations enter contracts with Microsoft for Microsoft Dynamics 365 subscriptions and one of the things that comes up once in a while is an organization wondering what's the process if they wanted to cancel their Microsoft Dynamics 365 subscription.  Although new subscriptions can be easily enabled on the Office 365 admin center, cancellations are handled by billing support, and depending on the service terms and how much time is left in the agreement, the organization might be charged a cancellation fee.  Cancellation fees don't apply to organizations looking to move from Microsoft Dynamics 365 Online to Microsoft Dynamics 365 On Premise or partner-hosted.  Microsoft calls this procedure the power of choice.  When an organization can justify a move to On Premise, they typically contact the customer service team and request a backup of their Dynamics 365 database for a trial power of choice migration.  This backup will allow the organization to perform a full migration of their online instance into an On Premise environment.  After testing has been completed and On Premise licensing has been started, the organization can request a final backup for a power of choice migration, at which point the backup will be provided and the subscription to Microsoft Dynamics 365 will be cancelled without penalty.  The cancellation of the online subscription disables the instances, which means the data within that instance will be deleted 30 days later.  It is important for the organization not to request their final power of choice backup before first deciding if there's any data that needs to be exported before the instances become disabled.  And of course, any other online subscription the organization has, such as Office 365, for example, will not be affected by the move to Dynamics 365 On Premise.  In addition to new subscriptions, the Office 365 admin center allows organizations to purchase add-ons to be added to the subscription.  Additional products such as Microsoft Flow or Premier Support can be added through the purchase service section in the Office 365 admin center.  In addition to services, organizations can also acquire additional instances and even storage to be added to their existing subscription.  All of these capabilities are enabled on the Office 365 admin center. 

 

Managing users

Users are also managed on the Office 365 admin center, where administrators can add users, manage the licenses to grant access to those users to the different services the organization has acquired, and of course, Microsoft Dynamics 365 users fall under this category.  This means that Microsoft Dynamics 365 users have to be created as users in the Office 365 admin center and the right Microsoft Dynamics 365 license must be assigned to the user before synchronization takes place and the user is created inside Microsoft Dynamics 365.  Once the user account has been created and a license has been assigned, the user is able to complete the first step to access Dynamics 365 functionality authentication.  After the user is authenticated, the second and final step needed to reach Dynamics 365 data and functionality is called authorization.  Authorization occurs when at least one security role has been assigned to the user.  The single or multiple security roles assigned to that user will be used by Dynamics 365 to determine the level of authorization a user has inside an instance.  Everything from the ability to edit their own personal settings to which records they can see and the actions they can perform with those records is controlled by the authorization process.  Unlike Dynamics 365 On Premise, enabling and disabling a user is not performed in the web application but in the Office 365 admin center.  This means that administrators can control who has access to Dynamics 365 by simply enabling and disabling the user account on the Office 365 admin center.  This is specially useful when a user takes a leave of absence and even when users leave the organization.  There are many Microsoft Dynamics 365 actions we can perform on the Office 365 admin center.  So let me show you a few of them.  We will walk through creating users in the Office 365 admin center, assign to and remove licenses from those users, resetting the user's password and a couple of other user account management functions, and also how to find the users you have disabled in the past through the Office 365 admin center.  Let me show you.  To add a user, we're going to navigate to the Office 365 admin portal.  You do that by going to portal.office.com, and in here we're going to go into the admin center by clicking on admin.  Once the system loads up, you've got a couple of messages welcoming you to the admin center if it's the first time you log in, but here we're going to expand users.  We're going to click on active users.  As you can see, there's only one user, which is me.  So let's go ahead and add a new one.  I'm going to click on add user.  We're going to name this user John Doe, and for the user name, I'm just going to use John.  You can select the location obviously here, and there's a little bit more information.  For example, you see right here the contact information contains all the fields, like job title, department, office, and office phone, and so on.  These fields also synchronize to Dynamics 365; so you can populate them and have that information synchronized over.  Also, you can decide whether the password for this user will be automatically generated by the system or if you want to create a password yourself.  It all depends on how you want to do it.  Also, you notice that you have the option to make this user change the password when they first sign in into Dynamics 365.  That's always the best practice.  You always want to protect yourself as an administrator.  You want the users to be the only ones to know their password.  So this is one of those checkboxes that I always leave on.  And then the roles right here basically allow you to specify if this user will have special permissions or administrative rights within the Office 365 admin center.  We will talk more about user administration on another demo later in this module.  Then I'm going to scroll down, down here where it says product licenses and notice that here's where we can assign the license to the respective subscription.  For example, right here we have 24 licenses available for Dynamics 365 Plan 1, enterprise edition.  And if we add another subscription, for example, to Office 365 or some other service, we would be able to add the licenses through here.  So I'm going to make sure that the license has been enabled for the user and I'm going to click on add.  Now, notice that the password has been automatically generated in this case and I can also send the password in an email to the user or to myself.  Typically, what I like to do as a best practice is I like to email it to myself, because you always want to include a little bit more information on the email to the user, something like -- in addition to the URL and the user name and password for them to log into Dynamics 365, I always like to include information like, for example, if you run into any issues, here are some useful email addresses or phone numbers you can call to, et cetera.  You can include some more information once you add the user.  That's always the best practice.  So in this case I'm going to go ahead and accept them to send them a password to my email and I'm going to go ahead and send the email and close.  Now, as we mentioned, users are created on the Office 365 side and the authentication is done by Azure active directory.  So it takes a couple of seconds for the users to synchronize between Office 365 or the Office 365 admin center and Dynamics 365.  So I'm going to go ahead and close my tab here and I'm going to go back into my security area within Dynamics 365.  Notice that I go to settings, then security.  Within security I'm going to navigate to users, and you can see that John Doe has been already synchronized into Dynamics 365.  Now, this synchronization doesn't really allow John Doe to log in or to access Dynamics 365.  In order for John Doe to be able to do that, he has to go through a two-step process.  The first one being the authentication step, which is enabled by John having a user name and password, which is what we just created, and also having a license to access Dynamics 365.  The second step is what we call authorization, and that step is enabled by John having a security role.  So I would have to assign a security role to this user.  In this case, it could be something like salesperson, for example, and click OK.  This will then enable John to be able to log into the system, now that I have authorized access for John.  Now, notice that John remains as an enabled user as long as the user has a license, and one of the things that we talked about was the fact that removing a license will make sure that the user becomes disabled.  So let's take a look at how that works.  So we're going to go back to our portal and the office admin center and we're going to navigate back to my active users and select John.  Now, there are a couple of ways to decline -- or I guess remove access to Dynamics 365.  One of them would be to simply delete the user, which will basically accomplish the same.  On the Dynamics 365 side, it will make the user disabled.  It will not remove the user from Dynamics 365; users are never deleted, but the user will be disabled and the license available or assigned to this user will become available for assignment to other users.  The other way that we can also, I guess, prevent John to be able to log in or to access Dynamics 365 is by editing the license that is available to him.  So I can go ahead and remove Dynamics 365 Plan 1 and click on save.  Now, again, the changes we are making are on the Office 365 admin center, which means that it takes a couple of seconds for that change to synchronize between the admin center -- Office 365 admin center and Dynamics 365, but let's go back and take a look and see if John has been disabled as a user.  Now, before I do that, notice that the user's status already changed to on-license.  That means the user hasn't really received any access to any other subscription -- or any subscription for that matter in Office 365.  So every time you have a user that doesn't have any license assigned to him or her, you will see the word on-license from here, and that is basically telling you that they don't really have access to any subscription.  So let's go into Dynamics 365 again, and notice that we are on the enabled users view, which is the view that we left behind.  So now I'm just going to go ahead and refresh, and you notice that the user John has disappeared from the enabled users list.  However, if I go back into my views and all the different options, I can go into disabled users.  You notice that there are some sample users in here, because I'm using a trial of Dynamics 365, but one of the users that has been disabled is John Doe.  Now, notice that even though he has been disabled, the role assignment and all of the basically settings that I have created before will remain with the user, which means that if John was taking a leave of absence or he was out for a while, I can always remove the license, use it with another user, and then give it back to John or maybe purchase some extra licenses if that license has been permanently assigned to another user.  But that's the idea, that we can remove the license, make sure the user is disabled in Dynamics 365, keeping all of the history attached to that user, and then when the user comes back, if he or she comes back, we're able to reassign the license and bring the user back from disabled into enabled.  When organizations deploy Microsoft Dynamics 365, there are many cases where integrations with other systems, such as ERP systems, need to be established.  In those cases, organizations can leverage the power of non-interactive users.  Non-interactive users are user records that can be used for programmatic access to Dynamics 365.  This means having a user account not used by a human but, rather, a data integration solution.  These users don't require a license and organizations can have up to five non-interactive users that can be leveraged for those data integration scenarios.  So there's plenty of opportunity for multiple integration points.  As we mentioned earlier, once the user accounts have been created in the Microsoft Office 365 admin center and the license has been assigned to them, users will synchronize through Microsoft Dynamics 365.  Out of the box, user accounts created in the Office 365 admin center are authenticated by Azure active directory.  This means that users will have a different set of credentials when logging into Microsoft Dynamics 365 than the ones they use to log into a corporate network.  To reduce account administration, it is advised that organizations establish a federation or a trust between their internal active directory and Azure active directory.  This would also eliminate the need to remember separate account details by the users.  The idea behind establishing the trust between the organization's internal active directory and Azure active directory is the users can log into Office 365, which includes Dynamics 365, with their internal user credentials.  Account administration is reduced simply because users get to use the same user name and password they have been using to log into the corporate network until now.  Any solution that improves efficiency on the user side will translate into reduced administration and management workload for the administrators.  The integration between the organization's internal active directory and Azure active directory is achieved by leveraging active directory federation services.  This service allows users to authenticate into their internal environment, rather than Azure active directory hosted in the Cloud.  When this authentication happens at the PC level, the authentication token is passed through to Azure active directory and the user will be seamlessly logged into Office 365.  This is a major convenience for all users with access to Microsoft Online Services solutions, such as Microsoft Dynamics 365.  The process to enable the synchronization and trust has many steps.  Some of the steps must be accomplished outside of Office 365, such as the need to deploy publicly trusted certificates and active directory trusts.  So if you want to set up pass-through authentication and trust, this is the link you see on this slide for detailed step-by-step instructions and information. 

 

Microsoft Online Services Administration

The permissions granted by administrative roles varies by Office 365 product, but, overall, the idea of Microsoft Online Services administrator roles is to allow other users to help manage the subscription, users, and services available to the organization.  Users can be granted the global administrator role, which allows the users to perform any management or action available in the Office 365 admin center.  There are also multiple custom administrator roles that can be leveraged when an organization wants to grant limited admin capabilities to a user on the organization.  We have roles that, for example, allow users to reset other users' passwords, such as the password administrator role, which is a valuable asset to have in organizations where users forget their passwords often.  Another example is the user management administrator, who's able to manage users and the licenses assigned to them.  Again, these are just a couple of examples from all of the roles that may be available to an organization in the Office 365 admin center.  When a user receives the global administrator or service administrator role, the user is automatically added to Microsoft Dynamics 365.  However, the access type for this user will be set as administrative, with the system administrator security role assigned for authorization purposes.  Since these users are immediately synchronized, a license is not needed to allow these users to administer Dynamics 365.  However, this type of access does not allow users to see any records on the sales, marketing, or customer service sections of Microsoft Dynamics 365.  This means that for organizations that require their Dynamics 365 system administrators to work with and see all of the data and functionality stored in the instance, they must receive a full user license that grants them the ability to switch their access type from administrative to read-and-write.  To wrap up this module, let's walk through the steps required to add users to Office 365 with administrator role or how to grant the new administrator role to an existing user.  We will also switch to Dynamics 365 to make sure that the newly created service administrator has synchronized over and has an administrative access type.  We will also switch to Dynamics 365 to make sure that the newly created service administrator has synchronized over and has an administrative access type.  To review administrative access, I'm going to go ahead and add a new user into Office 365 in the Office 365 admin center.  And what I'll do this time around is that I will grant administrative rights to the user on the Office 365 side, but I will not assign a license to the user, so we can look at what happens when the user gets synchronized into Dynamics 365.  So let's go ahead and add a brand new user here.  This user will be Alan Jackson, and for the user name, we're just going to leave Alan.  Now, notice right here on the roles, instead of just saying that Alan is a regular user, I'm going to make him a global administrator.  Now, notice that if I want to select a different admin role, I can just go ahead and select customize administrator and then select whichever role I decide that Alan will be in this case or this user will be in this case that is less than a global administrator getting access to everything.  So I could, for example, make Alan a password administrator, so Alan could help users to reset their passwords when they forget; or, for example, I could make Alan an exchange admin or a user management admin, where Alan will be able to basically perform management tasks for users beyond just resetting passwords.  So it could be adding users to groups that are security groups or Office 365 groups, et cetera.  So the idea is to grant permissions to a user, so you can get some help as an admin on the Office 365 side.  So in this case, I'm just going to keep it simple, make Alan a global administrator.  Then on the product license's side, so I'll make sure to say that I'm going to create this user without a product license.  I'm going to click add and go ahead and send the email and close.  So now the user has been added to the list, and notice that just like we saw before when we removed the license from John Doe, the new user, Alan Jackson, has been marked as an on-license user.  However, because Alan is a brand new global administrator, the user will be actually synchronized with Dynamics 365 and receive a system administrator role.  So he will be automatically authorized to access Dynamics 365 based on his global admin status.  So let's take a look.  Let's go back to Dynamics 365 and refresh, and as you can see, Alan Jackson just showed up into Dynamics 365 as a brand new user.  So let's open him up and take a look at the settings that have been set based on his global administrator status within the Office 365 admin center.  So the first thing we're going to take a look here is the roles that are assigned to this user.  Notice that right by default, without me making any changes, Alan has been configured as a system administrator.  Also notice that if we take a look at the administration section within the user form, you will notice that the access mode has been set to administrative.  What this means is that Alan would be able to log in into Dynamics 365 and perform administrative tasks and changes in the system.  However, he won't be able to see any of the accounts and contacts and all of the other data that is basically connected to customer records in Dynamics 365. 

Module Review

In summary, this module focused on how to start a subscription and how users can be added to the subscription, so they can access all of the functionality available.  We also discussed the benefits of account synchronization and active directory federation, and we wrapped up the module with details in a demo regarding the process of adding Office 365 administrator roles to users in the Office 365 admin center. 

 

Test Your Knowledge:

You add a user to Office 365 with the Service Administrator role. The user can access Dynamics 365 Online but cannot view sales records. What actions should you take?

  1. Change the access type on the user record in Dynamics 365 to Read/Write
  2. Assign the user a Dynamics 365 license
  3. Assign the user at least one security role
  4. Make the user an Office 365 Global Administrator

Answer: Assign the user a Dynamics 365 license and a security role.

Explanation: Users with the Service Administrator role are not added to Dynamics 365 until assigned a license. Then a security role must be added. Adding a security role or a license by itself is not sufficient.

Reference: Microsoft Online Services administrator roles

 

You have a Dynamics 365 Online subscription with 10 user subscription licenses. In Dynamics 365 there are 10 users of which one is disabled. You need to add a new member of staff to Dynamics 365. What should you do first?

  1. Create the user in CRM
  2. Delete the disabled user in CRM
  3. Purchase a user subscription license
  4. Create the user in the Office 365 Administration Center

Answer: Create the user in the Office 365 Administration Center

Explanation: Users cannot be created or deleted in Dynamics 365. There is no need to purchase a license because one is available. The user must be first created in the Office 365 Administration Center.

Reference: Manage Users

 

How many non-interactive users can be created for an instance of Dynamics 365 Online?

  1. One
  2. Five
  3. Ten
  4. Twenty-five

Answer: Five

Explanation: Only five users can marked as non-interactive

Reference: Non-interactive users

 

Module 03: Manage Microsoft Dynamics 365 Instances

Module Overview

Now that we have our subscription in place and all of the users are ready to go, let's spend some time learning about Dynamics 365 instances.  We'll start with an overview of the different Dynamics 365 instances.  We'll learn how to manage and administer them.  We will walk through a few key items to keep in mind when working with tenants.  We'll learn how to manage storage, and we'll wrap up the module by learning how to manage administrative e-mail notifications, which is a very important feature, especially when it comes to those times of the year when a new update of Dynamics 365 becomes available. 

 

Overview of Instances

Organizations typically leverage multiple instances when deploying Microsoft Dynamics 365.  These instances are used for diverse purposes, such as development, user acceptance testing, and production.  The reason why instances can be used for different purposes is because each instance has its own database and settings which allows organizations to develop new functionality on a separate environment without modifying the functionality available to users inside the production instance.  Having a separate database also means that the organization can upgrade them separately which is always a best practice.  We will cover upgrading later on this course.  Since some of the instances can be used for development or testing, the data needed to accomplish these tasks doesn't always have to match all of the data stored inside of the production instance.  This means that each instance can have its own data set stored on a separate database.  As we move through this course and as you work with Dynamics 365 online, it is important that you understand all of these terms and how they all work together.  First, let's talk about tenants.  A tenant is an account on Microsoft Online Services with its own billing details, licenses acquired, subscription services available, and so on.  This means that most organizations looking to deploy multiple services like Dynamics 365, Office 365, and Microsoft Flow, for example, only need one tenant or account.  Having all of the services within the same tenant provides many advantages.  For example, once a user authenticates to their Microsoft Online Services account, the user can access any of the services he or she has been licensed to use without the need to authenticate again for each service accessed.  Also, when it comes to integrations between services, for example, the integration between Dynamics 365 and SharePoint Online or Exchange Online is a lot easier when all of these services are under the same umbrella or tenant.  As a matter of fact, some of these are automatically prewired for the organization without them having to do some of the work needed to enable that integration.  Typically, the organization just has to go in and perform a couple of steps to enable the seamless integration.  It's awesome.  One last thing about integration services within the same tenant, and I think this is a very important fact to keep in mind.  Some of the functionality available in Dynamics 365 is sometimes only available when using online services.  For example, the new relationship insights functionality introduced with Dynamics 365 requires Dynamics 365 and Exchange to be online and within the same tenant.  Now, it is true that the vast majority of Dynamics 365 functionality works whether an organization is online or on premise.  But sometimes organizations decide to deploy Dynamics 365 after they see functionality that they know would create massive value for them.  So always keep this in mind when it comes to discussing which platform to use.  Depending on the organization and their business objectives, sometimes a decision whether to go online or on premise is an easy one to make.  I personally always lean towards recommending Dynamics 365 online as I believe there is a great value on focusing mostly on resolving business challenges instead of getting distracted with servers, networks, firewall, and all of those other things organizations worry about when deploying a new on premise solution.  Having said that, the next term we need to discuss is subscription.  When an organization decides to enable access to a Microsoft online solution such as Office 365 or Dynamics 365, they start a subscription.  Each subscription has its own conditions and license details.  For example, an organization could start a subscription for Office 365 E3 for 700 licensed users and then a separate subscription for 400 Dynamics 365 Enterprise plan one licenses.  Each subscription will have its own expiration date and conditions, which means that if the organization ends one of the subscriptions, it doesn't mean that the others will be affected.  Also, each subscription can have its own add-ons and services.  For example, on a Microsoft Dynamics 365 subscription, a separate sandbox instance could be added to be used for development, testing, or something else.  Speaking of instances, as we discussed in the previous slide, an instance is a separate Dynamics 365 environment with its own database, data set, customizations, and configuration.  By default, all licensed users within the Dynamics 365 subscription can access all of the instances within the subscription.  However, some organizations might not want all of the users to be able to access their development instance, for example.  In order to accomplish this, organizations can assign security groups to an instance and filter which users will be synchronized through that particular instance.  For example, an organization could create a developer's group and assign that security group to the development instance.  This will ensure that the developers can access the instance to work on it but other users won't be able to access it.  Here's a little graph to give you a better picture of how these different entities relate to one another.  You can see the tenant at the top representing the account an organization has with Microsoft Online Services.  Within that tenant, we see two subscriptions, one for Office 365 and the other one for Dynamics 365.  Inside the Dynamics 365 subscription, we find two instances.  One is used for production and the other one is used for training.  Each one of these instances could have its own security group to restrict access to a specific set of users, and of course each instance has its own separate database.  Within a Dynamics 365 subscription, there can be two types of instances and as a matter of fact, each subscription receives one instance of each type.  The two types of instances available are production instances and non-production instances also known as sandbox instances.  Non-production instances are used for non-production purposes such as training users, developing new customizations, testing new solutions, and also to test whether existing customizations will work after an upgrade.  It is recommended that organizations have at least three instances within their subscription.  The production instance used for day-to-day access by the users, a development instance used to develop new functionality before eventually introducing the new functionality to the production environment, and a user acceptance testing sandbox instance.  This instance is used to deploy newly created functionality to be tested and eventually approved by a small set of users to be moved into production.  This instance is also typically used to train all of the users that will be leveraging the new functionality before it's finally moved into production.  The good news is that the organization gets two out of the three minimum recommended instances included on their Dynamics 365 subscription, and an additional sandbox instance is inexpensive.  It can be accessed by all the users licensed within the subscription.  Production and sandbox instances are purchased as add-ons to the Dynamics 365 subscription.  It is important to note that add-ons cannot be purchased for trials, which means that organizations won't be able to try a full lifecycle management process on a trial before enabling a subscription.  But once it's in place, the customer automatically gets access to the two instances included within their new Dynamics 365 subscription.  In addition to the type of instance in security group which we discussed a few minutes ago as a useful way to control which instances users are added to, each instance adds its own name, unique URL, and even a way to describe what the purpose of the instance is for.  These settings are set in the Office 365 admin center.  In the Office 365 admin center, navigate to the admin section and open the Dynamics 365 admin center.  You will then see a list of instances available within the subscription.  Select the desired instance and click on the edit button to access the properties of the instance which can be then updated if needed.  Since sandbox instances are used for non-production purposes such as development and training, organizations need to sometimes reset them or even create copies between them.  These actions are not available to be performed on production instances which is a good thing.  You wouldn't want an admin to be able to delete or reset a production instance by accident.  When working with a sandbox instance, an admin can switch the instance from sandbox to production or vice versa if needed, as long as the organization pays the difference in costs between sandbox and production instances.  For example, an organization with a default set of one production and one sandbox instance on their Dynamics 365 subscription cannot switch the sandbox instance to production because they would end up with two production instances which are not included on their subscription.  Switches can be made on the Office 365 admin center in the same section where we can edit the properties of the instance.  Sandbox instances can also be reset back to the default configuration which can be useful when a solution is imported and changes are made over a period of time and the organization decides not to move forward with introducing a new solution to the users and to production.  It is very easy to reset the instance and go back to the way things were before the solution was imported.  Behind the scenes, what really happens is that the instance is deleted and a brand new one is created.  This of course ensures that all of the data and the customizations and configuration are deleted as well.  This process is also achieved through the Dynamics 365 admin center.

 

Administration Mode

In some cases, administrators might have the need to prevent non-admins from accessing an instance.  For example, when testing an integration with other systems, such as an ERP system, on a user acceptance accessing environment before users are allowed to test the new functionality and integration.  This level of access is achieved by placing the sandbox instance into administration mode which immediately restricts access to any user who is not a Dynamics 365 system administrator or system customizer.  Depending on what functionality is being tested, background operations can be disabled to prevent workflows and other asynchronous operations from running on the instance.  For example, imagine you need to introduce a new ISV solution into the production instance and it will take you a few hours of configuration after the solution is imported into the system before it's ready for the users to work with it.  You can communicate with users that the instance will be unavailable on a Friday afternoon, for example.  And depending on the licenses available for the instance within that subscription, you could switch a production instance into sandbox, place it in administration mode, do the config work without having users accessing it and trying to execute tasks on the solution before it's completely configured, and then once the work has been done, turn administration mode off and switch the instance back to production to complete the procedure.  Sandbox instances can also be deleted.  Although it doesn't happen often since this essentially equals to the process of completely deleting a database.  Typically organizations do this to free up a license for another instance.  For example, an organization might delete a sandbox instance to allow a production instance to be switched momentarily to sandbox for a full copy from the UAT instance.  We'll discuss copying in a second.  But first, let's talk about storage because it is an important point to be clear about when it comes to working with multiple instances.  All of the storage available on a subscription is shared amongst all of the instances available within that subscription.  For example, let's say that an organization has 50 gigs of storage available on their Dynamics 365 subscription and their production instance is using 20 gigs of storage, with a development instance using five NUAT as an exact replica of production at 20 gigs of storage.  This means that the organization would be using 45 gigs of their available 50.  This also means that in this example, if the production instance was using 30 gigs instead of 20, the organization wouldn't be able to do a full copy of production into UAT.  Copying an instance is the best way to ensure that the customizations and configuration and even all of the data is exactly the same between instances within a subscription.  It is important to remember that this process is only available for sandbox environments, which means that you can copy either from a sandbox or a production environment, but the receiving instance always has to be a sandbox instance.  A full copy includes all data users and customizations from one instance to another which is an excellent way to create an exact replica to perform training outside of the production environment, for example.  And also to test how the current customizations and configuration will behave after the upgrade.  Remember, though, that in order for a full copy to be completed, there has to be enough storage space available within the subscription.  In the cases where an exact replica is not needed, for example, when developing new functionality, a minimal copy can be completed.  A minimal copy only transfers users and customizations but not the data.  This is a perfect option to leverage for development environments.  An admin can navigate to the admin center and select the source instance to be copied into another target instance.  Once the action is started, the target instance is essentially deleted and replaced with a copy of the source instance.  Once the process has been completed, the copy instance is placed in administration mode and background operations are disabled to prevent issues with integrations to internal systems.  In other words, let's say you take the production instance and select the development instance as a target for a minimal copy.  At this point, the development instance will be deleted and a new instance will be created with an exact copy of everything from production except the data.  The newly created development instance will not attempt to connect with the same systems and production instances integrated with, preventing issues that could take a great deal of effort to fix.

Working with Tenants

When working with subscription tenants and instances, it is important to consider that a tenant can include up to 50 production and 75 non-production instances, each of those with its own SQL database and each of those available to be accessed by all the licensed users.  Each tenant is bound to a geographical region which means that all of the instances added to a subscription within the tenant are created in the same region as the tenant.  However, some organizations may have users geographically disbursed and request the ability to create one or more instances on a different region to be closer to those users accessing them.  When this ability is granted, the organization will be able to select the region where the instance will be created.  It is important to note that for organizations with instances in multiple regions, the combined storage from all of the instances is still calculated and applied to the total available storage for the subscription.  Also, when an admin needs to manage an instance, the region must be selected first.  The reason for this is that all of the administrative tasks we have discussed in this module are only possible between instances within the same region.  For example, if an admin needs to perform a minimal or a full copy, both the source and the target instance must be within the same region.  This is why typically when organizations choose to deploy instances closer to users located on a geographical location far away from the main region, at a minimum, a production in a sandbox instance is created within that region to support development and training within those alternate regions.  Here are the current regions available to organizations looking to deploy instances on multiple regions.  It is important for you to stay abreast with new regions added to the list.  Microsoft is always looking to expand the regions available to Dynamics 365 customers.  The regions you see on this list are the regions available at the time of the public release of Microsoft Dynamics 365 in November of 2016.  Some organizations might have the need to use multiple tenants instead of multiple instances to cover different geographical or departmental needs.  The main issue with this approach is that each instance is a separate account that must be managed separately.  Nothing is shared between accounts or tenants such as licenses, users, subscriptions and integrations.  Also, a tenant can only be federated with a single on premises Active Directory so providing access to users on each separate tenant can be a huge challenge.  When it comes to solution architecture for organizations with users located in multiple regions, I always try to come up with solutions that leverage instances on a single region or multiple instances on different regions and, as a last resort, multiple tenants in different regions.

 

Managing storage

As we mentioned before, when it comes to managing storage, each subscription has the storage limit that applies across all of the instances regardless of whether they are a production instance or a sandbox instance or even the region where they're located.  Notifications are sent to administrators when the limit is reached and also at a threshold which is currently 80 percent of the storage limit.  If the purchase limit is reached, new records cannot be created until data is removed or additional storage is purchased.  However, this restriction might be removed in a future update.  It is important to note that storage is always connected to a subscription and not an instance which means that adding an extra instance to an existing subscription does not add any extra storage to that subscription.  You can see how much storage is being used in the web application by navigating to settings, administration, resources in use.  There, you will see how much space is being used and the number of custom entities which is also limited.  For a subscription with multiple instances, the resources in use page shows the storage used by each instance in the overall total.  Note that storage used by any previous instance as in this example does not count towards the quota.  Preview instances are uncommon for Dynamics 365 customers as they are typically granted by Microsoft to partner so they can test new functionality before it's released to the public.

 

Managing administrative email notifications

The 80 percent storage consumption and limit reached are just some of the notifications received by Dynamics 365 system administrators.  However, more recipients can be added at the instance level which is really useful in cases where, for example, customers can add their partners to be notified as well as their internal system administrators.  In the Dynamics 365 admin center, multiple recipients can be added to receive notifications on each instance.

 

Module Review

In summary, this module focused on all of the details and management tasks that can be performed on Microsoft Dynamics 365 instances such as copy, switch, and reset as well as the considerations to keep in mind when working with multiple instances and tenants including storage and administrative notifications.

 

Test Your Knowledge:

In which of the following is a non-production instance of Dynamics 365 Online included free of charge?

 

  1. Any subscription with 1 production instance and 25 or more professional user subscription licenses
  2. A non-production instance is never included free of charge
  3. Any subscription with more than 5 production instances
  4. Any subscription with 1 production instance and 10 or more professional user subscription licenses

Answer: Any subscription with 1 production instance and 25 or more professional user subscription licenses

Explanation: A subscription with 1 production instance and 25 or more professional user subscription licenses qualifies for a sandbox instance

Reference: Overview of instances

Which of the following actions cannot be performed on a production instance?

  1. Switch type
  2. Full Copy
  3. Minimal Copy
  4. Reset

Answer: Reset

Explanation: Resetting an instance can only be performed on sandbox instances

Reference: Administer instances

 

 

At what level does the storage limit for Dynamics 365 Online apply?

  1. For each instance
  2. For all instances in a tenant
  3. One limit for all production instances and another for all non-production instances in a tenant
  4. For all instances in a subscription

Answer:  For all instances in a subscription

Explanation: The storage limit applies at the subscription level

Reference: Manage storage

Module 04: Managing Microsoft Dynamics 365 Upgrades

Module Overview

With our subscription tenant and instances in place, let's take some time to address something that happens twice a year, and that is dealing with updates.  Updates become available twice a year.  And there are several details that are important to keep in mind when they become available so our objectives for this module is to walk through and discuss these details.  By the end of this module, you will have a better understanding regarding how to manage and approve updates to Dynamics 365.

 

Update Policy

When it comes to Dynamics 365 online, updates are something we have to manage twice a year.  Customers are required to approve these updates on a process called customer-driven update or CDU.  Customers have the options to skip an update, but they cannot skip two in a row as one of the most important advantages of adopting Dynamics 365 online is to take advantage of the latest and greatest functionality Microsoft releases twice a year.  This means that at some point, updates are mandatory.  For example, if a customer decides to skip an update, the next update will be mandatory and the customer will select the date to update their instances within the CDU time frame.  A date is selected for the customer instance.  But the customer can postpone the update to a later time.  However, the CDU time frame is limited, which means that the instances will be updated automatically at the end of the allowed time at the latest.  This table shows the recent versions of Dynamics 365.  It is important to note that in the past, some of the versions were not released to the on premise version of Dynamics 365.  And also, that other patches might be released in between major version releases.  As you can see on this table, the last three releases are Dynamics CRM 2016, Dynamics CRM 2016 Service Pack 1, and Dynamics 365, each of them, as you can see, within about six months from each other.  Sometimes you will need to quickly find which version you're running in an instance.  In the web application, click settings on the navigation bar and then about.  The version is shown in the about window.  So in this instance, the version is 8.2.0.  The other three digits, 729, reflect the build number.  It is this number that increases when patches are applied.

 

Customer Driven Upgrade Process

Skipping updates is one of the tasks that can be performed as part of the customer-driven update process.  Now, as we mentioned earlier, depending on the version of the instance that's running, customers may elect to skip updates.  So for example, here we have two scenarios.  In the first row, a customer is on the 2016 release and decides to take all of the updates that are made available.  However, in the second row, a customer who is in the 2016 release decides not to take 2016 Service Pack 1 but will go to Dynamics 365 when made available so they can skip the 2016 Service Pack 1 and go straight to Dynamics 365.  I personally always advise customers to update twice a year.  That way if something really requires a lot of work in order to update to the next version, they will have the option to skip that update and focus on fixing what needs to be updated in order to be ready for the next version coming out in six months.  If the customer makes a habit of following the bottom model of this slide and they find out they need to update a huge amount of customizations when it is time to update, they won't be able to skip it and they will have to rush to get it all done in time for the mandatory update to take place.  Dynamics 365 system admins receive plenty of notification before, during, and after the update process is completed.  Some e-mails might even be sent to users.  I have noticed that improvements have been introduced to the notification process over the last couple of versions of Dynamics 365.  So make sure you refer to the schedule in TechNet to get the latest details on the notification process regarding Dynamics 365 updates.  On the last chapter, we talked about instances and how they're managed separately.  Updates are also part of this individual instance management process.  So they have to be approved individually per instance.  And just like the task we discussed on the last module, approving and rescheduling updates is also done through Dynamics 365 admin center.  When updates become available, notification e-mails are sent to administrators and extra recipients configured to receive notifications at the instance level.  Also, a notification is shown in the web application when admins log in.  Individual instance updates can be reviewed and managed in Dynamics 365 admin center.  Here you can see the process that admins can walk through to approve an update for an instance.  After they open the Dynamics 365 admin center, the admin can select an instance and click on the manage updates.  Here, the admin can see the region the instance is located on and also has the ability to select the target version they need to update to and then schedule when the update will be performed.  Once the instance is approved by clicking on approve update, everything will be set and the update will take place on that date.  If an organization realizes that the update needs to be rescheduled, the admin can click on the reschedule updates on the Dynamics 365 admin center and select the new date within the CDU time frame to complete the update.  Here's a good checklist of items that customers can follow when updating a Dynamics 365 instance.  The first step for a successful and smooth update is to know when the update is scheduled for and to involve the partner if needed to ensure that all of the customizations are compatible with the next version of Dynamics 365.  Stay on top of notifications to confirm when the updates will be implemented, and one of my favorite best practices is to leverage a sandbox instance to verify that all of the customizations are compatible with the newest version by performing either a minimal or a full copy of the production instance into sandbox and then updating that instance first to test all of the functionality before approving the update for the production instance.  And also, it is best practice to notify the users regarding the update and when some of the functionality will be available for them to learn and/or use.

 

Module Review

In summary, this module focused on the skills needed to manage Microsoft Dynamics 365 updates.  We examined the Dynamics 365 update policy and we learned how to determine the updates that are available for each of the instances within a subscription.  We described how to approve and reschedule updates and also explained how important it is to verify that any customizations and third-party add-ons in the Dynamics 365 instance will work after an update is completed.

 

 

Test Your Knowledge:

When are updates to Dynamics 365 Online applied?

  1. As soon as an administrator approves the update
  2. After the administrator approves and schedules the update
  3. As soon as the update is made available by Microsoft
  4. One month after the update is made available by Microsoft

Answer: After the administrator approves and schedules the update

Explanation: Customers must approve an update before it is applied

Reference: Dynamics 365 Online update policy

 

You need to find out when an instance will be updated? What should you do?

  1. Log a support call with Microsoft
  2. Look in the Settings area of the Dynamics 365 web application
  3. Look in the Dynamics 365 Online Administration Center in Office 365
  4. Look in the Office 365 Administration Center under Subscriptions

Answer: Look in the Dynamics 365 Online Administration Center

Explanation: Updates are managed in the Dynamics 365 Online Administration Center in Office 365

Reference: Approve update to Dynamics 365 Online

 

Module 05: Integration with other Microsoft Online Business Solutions

Module Overview

In this module, we will focus on detailing the benefits of integrating Microsoft Dynamics 365 with other Microsoft online business solutions.  We will focus on integrations with Exchange, SharePoint, OneDrive, OneNote, social engagement, and wrap up the module by walking through the integration with collaboration solutions such as Skype for Business, Yammer, Office 365 Groups, and Microsoft Delve.

 

Microsoft Exchange Online

Perhaps the most valuable integration to have with Dynamics 365 is the integration with Microsoft Exchange.  Integrating Microsoft Exchange and in Dynamics 365 allows users to track communication with customers, and it also allows Microsoft Dynamics 365 to communicate directly with the outside world.  Out of the box, Microsoft Dynamics 365 is not capable of e-mail communication.  It needs to rely on the integration with an e-mail server to add that functionality.  Microsoft Dynamics 365 can be integrated with Microsoft Exchange Online, On-Premise, and even third-party POP3 SMTP servers.  Since this course is all about Dynamics 365, we will focus on the integration with Microsoft Exchange Online.  Exchange Online provides mailboxes for users which can be accessed from Dynamics 365.  These mailboxes contain all of the communication users have with customers amongst other things.  Users will be able to track those interactions with a single click from the Microsoft Dynamics 365 client for Outlook or from the Dynamics 365 app for Outlook.  We will dive into more details regarding the Dynamics 365 app for Outlook later in this module.  In addition to the Microsoft Dynamics 365 for Outlook client, data synchronized by the users will travel seamlessly between their Exchange mailbox to Dynamics 365 by using server-side sync which also enables a few great capabilities.  Let me show you.  The best way to integrate Dynamics 365 and Microsoft Exchange is to leverage server-side sync.  Until a few versions ago, there were only two ways to integrate Dynamics 365 and Exchange, and these were the e-mail router and using the Microsoft Dynamics 365 for Outlook client.  As you can see here on the left, before server-side sync, we relied on Outlook to transfer information between Exchange and Dynamics 365, which means that Microsoft Outlook had to be running for this integration to work.  Most users are not running Outlook 24/7.  So sometimes we found ourselves in situations where automatic e-mails generated by Dynamics 365 wouldn't send for days, causing issues and inconsistencies.  Now, with server-side sync, Microsoft Dynamics 365 and Microsoft Exchange communicate directly, and there's no need for Outlook to be up and running for synchronization to take place.  In a world where mobile devices are being leveraged more and more by users all over the world, having a solution that can allow users to work with tracked items from Exchange regardless of the status of Microsoft Outlook is a major advantage.  Here, you can see how a new item flows from being received in Exchange all the way to being tracked in Dynamics 365.  First, the item is received in Microsoft Exchange.  The user tracks the item from Microsoft Outlook, and the item is marked as tracked in Exchange and all clients that connect to Exchange, such as the user's mobile device.  Exchange then via server-side sync contacts Dynamics 365 and requests an item to be tracked.  Dynamics 365 acknowledges this request and tracks the item.  It then contacts Exchange and provides an update regarding the status of the tracked item.  Exchange then notifies all of the clients that the item has been tracked.  At this point the process of tracking an item in Dynamics 365 has been completed.  Even though we have three synchronization methods, we are not limited to use one for both incoming and outgoing communication.  They operate independently in Dynamics 365.  For example, an organization can choose to have outgoing e-mails processed by server-side sync but incoming processed through Outlook where the users can click on the track button for the objects they want to track in Dynamics 365.  For incoming items, we have four available options.  None, Microsoft 365 for Office Outlook, server-side sync or e-mail router, forward mailbox, which is, by the way, an optional deployment where e-mails are forwarded from the user's mailbox to a central forward mailbox, and server-side sync or e-mail router only monitor that single mailbox instead of all of the user's mailbox periodically.  And for the outgoing items, we can select none, Microsoft Dynamics 365 for Office Outlook, or server-side sync or e-mail router.  Using server-side sync also gives us the opportunity to enable folder-level tracking.  Folder-level tracking is a functionality that allows users to track e-mails by moving the e-mails into a Microsoft Exchange folder.  This process requires no Outlook client installation since the user's only moving an e-mail into an Exchange folder.  And this procedure is available in all mail apps on all devices.  Folder-level tracking follows a set of rules created by the user.  This means that the users can control the behavior of the items and have the flexibility to control which folders they will use to track items which ensures repetitive and deterministic results.  The best part about moving e-mails into folders is that this can be achieved with Exchange rules, which means that users can effectively track e-mails based on a condition automatically.  For example, all of the e-mails coming from the Contoso.com domain should be tracked in Dynamics 365 regarding the Contoso account.  Folder-level tracking requires server-side sync integration between Dynamics 365 and Exchange.  The folders to be used must be placed under the user's inbox.  And finally, users have a limit of 25 rules they can create for folders inside their inbox.  You can see here, for example, how the functionality will work from a mobile device with an e-mail received and moved to the folder named Dynamics inside the user's inbox.  The user can also accomplish this by creating an Exchange rule that will move e-mails matching a condition into the correct folder.  Once the e-mail is moved into the folder, the e-mail will be tracked in Dynamics 365 by server-side sync.  As I mentioned earlier, users must create folder tracking rules to specify which inbox folder sync e-mails through Dynamics 365 and which records, if any, should the e-mails be regarding.  For example, a user could create a folder inside of his or her mailbox called Opportunity X and create a rule that will sync all the e-mails placed on that folder with set regarding pointed to a large opportunity in Dynamics 365.  The important thing to remember here is that users can only create one rule per folder.  However, the same record in Dynamics 365 can have multiple rules associated with it.  For example, a user could create rules to say that whether an e-mail is placed on the Contoso, Contoso deals, or Contoso support folders inside their mailbox, all of those e-mails will be automatically tracked into Dynamics 365 and set regarding the Contoso account. 

 

Microsoft SharePoint Online

Another highly valuable integration is the integration with Microsoft SharePoint.  SharePoint provides document, content, intranet and extranet management and search capabilities.  And SharePoint can be integrated with Dynamics 365 to show document management within Dynamics 365 records, which is a great way to introduce amazing document management capabilities that are native to SharePoint inside of Dynamics 365, but also to store documents outside of the Dynamics 365 database, saving precious storage space in the process.  Integration is configured in the Dynamics 365 web interface at settings, document management.  It is important to note that permissions between SharePoint and Dynamics 365 are not synchronized.  So before the integration is enabled, the Dynamics 365 system admin must have permissions on the SharePoint side as well as the users that will be leveraging the SharePoint capabilities from within Dynamics 365.  The integration between Dynamics 365 and Microsoft SharePoint is seamless and achieved via server to server integration.  And all combinations of Dynamics 365 Online or On-Premise with SharePoint Online or On-Premise are supported. 

 

Microsoft OneDrive

One of the benefits that integration with SharePoint provides is the ability to also enable the integration with OneDrive for Business.  When users upload documents to SharePoint from inside Dynamics 365, every user with permissions on the SharePoint side can see the document.  There are scenarios where documents uploaded to the cloud must remain either private to the user or only share within the subset of users within Dynamics 365.  In order to accomplish this task, OneDrive for Business integration can be enabled so the users can upload documents through their personal OneDrive for Business account instead of the more public and open SharePoint site.  Uploading documents to OneDrive for Business ensures that the document remains private to the user.  However, the user could share access to the document with other team members within Dynamics 365.  Also, if the user has installed and configured the OneDrive for Business desktop application, documents uploaded inside Dynamics 365 to OneDrive for Business will appear on the user's desktop, which can improve convenience for the user.  The requirements to link OneDrive for Business Dynamics 365 are Dynamics 365 or Dynamics 365 On-Premise, an Office 365 subscription, and of course Dynamics 365 must be integrated with a SharePoint site.  Provided the requirements are met, you can enable OneDrive for Business in settings, document management with just a few clicks.  After OneDrive for Business is enabled, the OneDrive for Business folder settings link is shown in the document management.  With this setting, you can change the folder in SharePoint where OneDrive files are stored.  The default folder is CRM.  OneDrive files are shown in the documents related items area of Dynamics 365 records.  A single list shows documents stored in OneDrive for Business and SharePoint sites.  In this related items area, users can perform file operations to create new files, upload, edit, and delete files and to check files in and out.  Access to OneDrive for Business is controlled by the OneDrive for Business privilege on a security role.  The privilege is found on the core records tab under miscellaneous privileges.  The privilege has two settings, granted, which means a green circle, or not granted with an empty circle.

 

Microsoft OneNote

OneNote is used to capture ad hoc notes which can be typed or hand drawn in a way that is similar to using a paper project book.  OneNote has been available as part of the Office suite for many years.  More recently, OneNote was made available in Office 365, and now it can be integrated with Dynamics 365.  OneNote integration with Dynamics 365 means that OneNote notebooks can be associated with Dynamics 365 records.  This integration is available for Dynamics 365 and Dynamics 365 On-Premises.  OneNote notebooks created via Dynamics 365 are stored in a SharePoint site and are meant for storing shared documents as opposed to OneDrive for Business which is for storing private documents.  To set up OneNote integration, SharePoint integration must be enabled.  You must also enable document management in OneNote integration for each entity that will use OneNote notebooks.  It is important to note that OneNote integration does not replace the notes feature in Dynamics 365 which are still available to users unless access to these is removed inside security roles for all the users.  For OneNote enabled entities, a OneNote tab is added to the activity wall.  The notebook for the record is shown in the OneNote tab.  If a record doesn't have a notebook, one is automatically created when the OneNote tab is clicked.  Each record has only one notebook which is shared by all the users.  The two items in the OneNote tab in the screen shot, meetings and opportunities, refer to sections in the notebook and not separate notebooks.

 

Microsoft Social Engagement

In short, Microsoft Social Engagement analyzes what people are saying on social media.  Posts are evaluated to determine whether they're positive, negative, or neutral, and the evaluation can be used to spot trends about how people are feeling about your products or brand.  Microsoft Social Engagement provides charts and graphs, including volume history, top languages, and maps that show where posts originate.  You can use advanced filtering to view social data by source, sentiment, location, and in other ways.  You can add data from social engagement to Dynamics 365 on dashboards and on forms for entities such as accounts.  In order to integrate Microsoft Social Engagement with Dynamics 365, ensure there is an existing Microsoft Social Engagement subscription in place with users configured.  With the confirmation completed, proceed to the administration section within settings to configure the integration.  Once the admin goes through the wizard to complete the integration, the social engagement control can be added to Dynamics 365 forms and dashboards. 

 

Yammer, Office 365 Groups

Skype and Skype for Business are automatically configured to be leveraged in Dynamics 365 records.  When you open Dynamics 365 records such as accounts or contacts, you will notice that their phone numbers appear as a hyperlink which, upon being clicked, either Skype or Skype for Business can automatically dial the number.  Administrators can set the preference regarding which application to use within system settings in Dynamics 365.  Yammer is a cloud-based service that provides a private social network for organizations and can be integrated with Dynamics 365 and Dynamics 365 On-Premise.  Yammer Enterprise licenses are required to integrate with Dynamics 365.  The free version of Yammer is not supported for the integration.  You might be familiar with activity feats in Dynamics 365, which is also a collaboration feature.  After you integrate Yammer with Dynamics 365, activity feats are no longer shown and they are replaced by Yammer instead.  Here are the high-level steps to integrate Dynamics 365 with Yammer.  In the Dynamics 365 web application, navigate to settings, administration, and then Yammer configuration.  Log into the Yammer account and follow the instructions.  It is important to note that the user performing this integration must be an administrator in Yammer Enterprise.  Office 365 Groups is a relatively new feature in Office 365.  Groups are shared workspaces for collaboration between Office 365 users and include inboxes, calendar, and file storage with OneDrive for Business.  Groups can be integrated with Dynamics 365 to provide collaboration with Office 365 users that don't use Dynamics 365.  For example, a sales team might be working on an opportunity that requires input from many people, some of whom don't have access to Dynamics 365.  An Office 365 Group provides a location to share documents and other notes.  Here are the requirements to complete the integration with Office 365 Groups.  Besides having a Dynamics 365 instance, users within the group must have an Exchange Online mailbox and also SharePoint integration enabled to allow visibility to document share with the Office 365 Group from inside Dynamics 365 records.  The integration steps are simple.  An admin can select auto create inside the Office 365 Groups section located under Dynamics 365 settings to automatically create a new group when new records, for example, opportunities, or projects are created.  Office Delve is provided to anyone with an Office 365 subscription and provides a way to find and discover information across the whole company.  Delve uses Azure machine learning to create a view that is relevant to the user and adapts over time.  Office Delve searches content across multiple data sources in Office 365 such as Word, Excel, OneNote, SharePoint, and user profiles.  Integration with Dynamics 365 is via new dashboard component so that users can work with Delve without leaving Dynamics 365.  At the present, Delve does not search Dynamics 365 content, but this is planned for future release.  To show Office Delve in Dynamics 365, you will need a subscription to Office 365 in addition to the subscription to Dynamics 365.  No additional licensing is required.  I also want to mention that, right now, showing Office Delve in a dashboard in Dynamics 365 On-Premises is not available.  To enable a Delve dashboard component, you must first enable SharePoint integration and then Office Graph integration in the Dynamics 365 settings. 

 

Module Review

In summary, this module tackled most of the Microsoft online business solutions available to be integrated with Dynamics 365.  We started with Exchange but moved through SharePoint, OneDrive, and OneNote, as well as Microsoft Social Engagement and collaboration tools such as Skype for Business, Yammer, Office 365 Groups, and Delve. 

 

Test Your Knowledge:

Which of the following services is required to use OneNote integration with Dynamics 365 Online?

  1. Yammer
  2. SharePoint
  3. Exchange
  4. Office 365 Groups

Answer: SharePoint

Explanation: OneNote documents are stored in SharePoint

Reference: OneNote

 

Which of the following features allow you track emails in Dynamics 365 on any mail app on any device?

  1. Server-Side Synchronization
  2. Folder Level Tracking
  3. Email Router
  4. Forward Mailbox

Answer: Self-service portals

Explanation: Marketing, private social network and document management are not features of Parature

Reference: Parature, Yammer and SharePoint

 

You have integrated Dynamics 365 with Office Groups. In Dynamics 365, where would you see Office Group conversations?

  1. In a dashboard component
  2. On the form for a record
  3. In the related items area for a record
  4. In the Document Management area under Settings

Answer: In the related items area for a record

Explanation: Office Group conversations are tied to Dynamics 365 at the record level and are shown in the Related items area

Reference: Office Groups

 

Where are files uploaded to OneDrive for Business from within a Dynamics 365 record stored?

  1. In the Microsoft Dynamics CRM database
  2. In the same SharePoint site as OneNote documents
  3. In the same OneDrive for Business site for documents uploaded from within Office 365
  4. In a sub-site of the same SharePoint site as OneNote documents

Answer: In the same OneDrive for Business site for documents uploaded from within Office 365

Explanation: OneDrive files are not stored in CRM or SharePoint sites used for OneNote

Reference: OneDrive for Business

 

Module 06: Managing Microsoft Dynamics 365 Apps

Module Overview

The new app modules within Dynamics 365 provides the ability to create and consume simple task-based apps.  It is important that you are aware about these new capabilities when deploying Dynamics 365 within an organization.  We will start with a quick introduction to the app modules in Dynamics 365, and then I'll show you how you can design and implement your own apps, walk through a new way to edit the Dynamics 365 site map that does not require manual XML editing.  We will also explore how to get third-party apps from the app stores, and we will wrap up the module with an overview of PowerApps. 

 

Introduction to My Apps

One of the things organizations struggle with is controlling the areas and UI elements available to Dynamics 365 users.  You don't want to show too many sections and complexity to users that otherwise require access to a small subset of capabilities within Dynamics 365.  The app module in Microsoft Dynamics 365 is designed to allow system admins and customizers to limit what users can see through the roles assigned to these users.  Up until now, the rich customization capabilities of Dynamics 365 were used to try to filter this complexity for users, but we didn't have this task-based approach to building apps.  So the app module resolved this problem by providing us with the ability to create and consume simple task-based apps.  Imagine a user with a role within an organization that requires limited access to functionality.  For example, a user that requires access to a simple ticket management solution or a user whose job is only to call, create, and qualify leads.  The idea is that we can modularize the UI so these users can be provided with a filtered view of the full application.  Customizers are able to define what is visible to the end user and how they will consume or work with the full application.  When it comes to app modules, we can leverage the App Designer to create apps which are essentially a full solution inside Dynamics 365.  And it contains its own navigation or site map as well as support for the full solution infrastructure capabilities such as import and export.  Inside these apps, you will find all of the references and filters that control the user experience for all of the users assigned to the app.  Visualizations such as dashboard, forms and views, charts and business process flows, to name a few, are all set within the app.  It is important to note that a single app can be associated to one or more security roles.  So system administrators and customizers have full control and flexibility when deploying these apps within an instance.  Each app will also have its own URL, and users can switch from one app to another from the top navigation bar.  For organizations migrating from a previous version of Dynamics 365 where app modules were not available, the current customizations and solutions will be available on the default app which is accessible via the main URL for Dynamics 365.  As of now, the app modules are only supported on the web client.  Users can also navigate to my apps which provides a landing page to see what's available on the user's workspace.  Users can create their own apps and see them published inside my apps.  In addition to access to the apps, they can also open the App Designer to make changes to the app and control access to them by managing the role associated with the app, as you can see here on the published service request app on the right.

 

App Management

Some organizations might find hard to understand this new approach to providing access to functionality for users.  But in reality, monolithic apps or, in other words, apps that show users a huge amount of functionality that users might not need are phasing out.  Users want access to simple solutions designed to accomplish a specific business function.  Another thing that I found is that some users want the ability to customize their own experience.  These are the users creating personal views, personal charts, and personal dashboards, and they would love to have the ability to customize the overall solution they have access to.  And because users now can customize their Dynamics 365 solution, the system used to customize it needs to be simple, visual, and contextual.  The App Designer is the tool used to create and customize apps.  It provides a rich experience that is easy to use by any user with its tile-based view of artifacts added to the app.  And in case of adding artifacts with their own designer such as dashboards and business process flows, the App Designer will launch those designers so the users can complete the tasks at hand.  Another important fact about the App Designer is its app validation capabilities which will alert users if the app they have designed contains any issues or if it's missing any components.  There are many great capabilities in the App Designer, especially because it was created from the ground up with ease of use in mind.  The users have the ability to quickly search for artifacts to be added to the app, publish the app for runtime viewing and design how that experience will be like in the web client and ensure the infrastructure is valid before publishing the app.  Another great item is the new integrated Site Map Designer which we will cover three slides from now.  Take a look at the App Designer canvas and components.  You can see and appreciate the tile-based experience which is easy for users to work with.  Artifacts can be found on the right pane and dragged into the canvas.  Also, you can see that as users add artifacts to the canvas, validation is being performed to ensure the user have everything that is needed for the app to work.  Notice the warnings in yellow indicating missing dependencies on the added artifacts.  Now, a huge part of making apps successful is the simplified site map and, up to this point, editing the site map required solution export, understanding and editing the XML, and then another solution import.  In order for users to be able to edit what appears in the site map, we need a simple yet powerful tool that allows them to quickly and easily accomplish this task.  Enter the Site Map Designer.  The Site Map Designer allows non-admin users to design site maps for their apps from scratch or even customize the existing default site map to accomplish the mission.  This designer is simple to use with a drag-n-drop interface as well as enabling the user to publish their changes instantaneously to see how their simplified site map looks.  This is what the Site Map Designer looks like.  Notice how simple it is to add new areas, groups, and subareas to the site map with an instant preview of how it will look once it's published.  The new Site Map Designer is an important piece of the new app modules and the focus that Microsoft Dynamics 365 team is putting on non-admin users being able to customize their own experience going forward. 

 

Getting more apps from AppSource

In some cases, instead of creating apps from scratch to address certain business requirements, getting an app already designed and created might make more sense.  For those cases, organizations can leverage the power of AppSource.  AppSource is a site that allows organizations to find the right app for the right business need.  You can find apps for all kinds of situations, some of them free of charge and some of them fee-based.  Apps in the AppSource have been tested by the Microsoft Dynamics 365 product team and are designed and created by ISVs and the Microsoft Dynamics 365 product team. 

 

Overview of PowerApps

As we have mentioned multiple times in this course, one of the advantages of the improved simple user interface from Dynamics 365 and other online business solutions by Microsoft is that non-admin users are now able to do more to empower themselves to be more productive.  A great example of this approach is PowerApps.  PowerApps are a no-code way to build basic mobile and web-based business apps that run on mobile devices.  These apps can then be shared with other team members within minutes to increase the level of collaboration and productivity for the organization.  PowerApps aims to take the friction out of the process of writing apps that can take entire teams weeks or months.  Once enabled by IT, users are able to pull data from both cloud-based and on-premise data sources into their apps.  Out of the box, PowerApps will allow you to connect to services like Office 365, Dynamics 365, OneDrive, SharePoint, and SQL Server, to name a few.  Powered by a highly graphical interface and a set of templates for building basic apps with just a few clicks, PowerApps empowers a new category of app creators for businesses everywhere. 

 

Module Review

In summary, Dynamics 365 focuses on providing simple-to-use solutions so users can focus on the work that matters to them.  We focus on learning about the new app modules and how apps can be created and customized with the App Designer as well as explore the Site Map Designer and walk through AppSource which allows organizations to enhance their Dynamics 365 solution by introducing new exciting functionality available by third-party ISVs and Microsoft.  And we wrapped up the module with a quick intro to PowerApps, a subject I encourage you to explore in more detail after you have completed this course. 

 

Test Your Knowledge:

For a person using multiple apps in Dynamics 365, what would be the preferred to ensure that when opening Dynamics 365, you will open to the right app.

  1. Set a default app in Dynamics 365
  2. Create a URL for the app – open Dynamics 365 by choosing the specific URL
  3. Open Dynamics 365 to the app launcher and open the app from there
  4. Have the administrator consolidate the multiple apps into one for this user

 

Answer: Create a URL for the app in the app designer and use it to open Dynamics 365 directly to the preferred app

Explanation: A URL is the fastest way to navigate to a specific app. Especially if they have been saved as favourites.

Reference: App Modules Capabilities

 

Which clients support the Dynamics 365 App Modules?

  1. Web Clients, Phones, and Tablets
  2. Web Client and Tablets
  3. Phones and Tablets
  4. Web Client only

Answer: Only the Web Clients support the App Modules
Explanation: App Modules are not enabled on other clients
Reference: App Modules Capabilities

 

A few users in Dynamics 365 does not have access to the App they need. Other users can access it just fine. What should be the first thing you should check.

  1. The App Module has been configured to include their Team
  2. The App Module has been configured for the right roles
  3. The Users have a security role that will let them see the App
  4. That the users are using the right URL to access Dynamics 365

 

Answer: Ensure the Users have the right Security Roles.

Explanation: Since it is only a few users that does not have access the app, it is more likely the users that are missing a security role, rather than the App not having been configured properly. However, it is a valid answer to check both B and C.

Reference: My Apps Access Control

 

Module 07: Microsoft Dynamics 365 integration with Microsoft

Module Overview

In Module 1, we talked about ways in which users can connect to Dynamics 365, and we spent a few minutes talking about Microsoft Dynamics 365 for Outlook client and the Dynamics 365 app for Outlook solution.  In this module, we will dive deeper into these two solutions.  We will discuss the installation and configuration process, how to review synchronized fields, and how to leverage the Dynamics 365 app for Outlook. 

 

Overview of CRM for Outlook

Dynamics 365 for Outlook is installed on a computer that runs Outlook and provides access to the same data as the web client but from within Outlook.  Dynamics 365 for Outlook also allows Outlook items such as e-mail, appointments, contacts, and tasks to be tracked in Dynamics 365.  Tracking means that an Outlook item is copied to the Dynamics 365 database.  For example, a user receives an e-mail from a customer which the user needs to store in Dynamics 365.  Using the Dynamics 365 for Outlook client makes this easy.  All the user has to do is open or select the e-mail from the customer and click on the button labeled track.  You can use Dynamics 365 e-mail templates for e-mails created in Outlook.  Also, Dynamics 365 for Outlook allows users to work with Dynamics 365 data offline.  So even when the computer is not connected to the company network, a subset of the Dynamics 365 database is available on the local drive of the computer.  The supported operating systems for Dynamics 365 for Outlook includes 32-bit and 64-bit versions of Windows 7 with Service Pack 1, Windows 8, Windows 8.1, and Windows 10.  The Windows Server 2012 and Server 2012 R2 server operating systems are also supported for remote desktop services.  The supported versions of Outlook include those in Office 2010, Office 2013, and Office 2016.  Note that the 64-bit client of Dynamics 365 for Outlook is only supported on the 64-bit version of Office.  For 32-bit versions of Office, the 32-bit client of Dynamics 365 for Outlook must be installed.  The architecture of the operating system is not relevant.  Internet Explorer 10 or 11 is required, And other required components might be downloaded and installed during the setup.  There are different ways to install Dynamics 365 for Outlook.  The best method depends on the number of computers where Dynamics 365 for Outlook needs to be installed and organizational policies for the installation of software.  Manual installation requires local administrator rights on the computer.  For installing on several computers, installing using the command line can save time but consider the time required to set this up.  Command line installation is probably not worth the effort for much less than ten computers.  When a user runs the web application on a computer with Outlook, notification is shown inviting the user to download and install Dynamics 365 for Outlook.  The user requires local administrator rights to perform the installation.  A Dynamics 365 administrator can disable Outlook notifications on the general tab of system settings.  Group policy is a feature of Active Directory for software installation.  Software can be automatically installed or made available for manual installation.  The benefit of using group policy is the users do not require local administrator rights on a computer to install software made available by group policy.  As with using the command line, be prepared to spend some time setting up group policy if you have not used it before.  Microsoft System Center configuration manager is a tool for managing PCs and servers and keeping software up to date.  It can also be used to deploy Dynamics 365 for Outlook.  You can always remote desktop into your user's computer, and there are third-party tools that provide features similar to System Center Configuration Manager. 

 

Configure CRM for Outlook

The configuration of the Dynamics 365 for Outlook client is very simple and requires three steps.  First the user selects Dynamics 365 instead of providing a URL.  Then the user enters his or her credentials and, finally, select the appropriate instance to complete the configuration process.  In order for the user to track e-mails, appointments, contacts, and tasks from Microsoft Outlook to Dynamics 365, the e-mail address on his or her Dynamics 365 user account must match the e-mail address being used in Microsoft Outlook.  If this is not the case, an error like the one you see on this slide will be displayed, and tracking will not work until the e-mail addresses match.  The Microsoft Dynamics 365 for Microsoft Outlook client can be used to connect to multiple Dynamics 365 instances and even an on-prem organization when leveraging dual user rights.  A couple of things that are important to know here is that synchronization of Microsoft Outlook items through Dynamics 365 as well as the ability to access Dynamics 365 data offline will only be available to the main instance, which is the first instance configured on the Dynamics 365 for Outlook configuration wizard.  Let's take a moment to walk through the process of configuring the Microsoft Dynamics 365 for Microsoft Outlook client.  Now, the easiest way to find and install the Outlook client is to actually log in into Dynamics 365 with the web client.  Once you're in Dynamics 365, you can navigate to the settings and click on the apps for Dynamics 365 section.  Now, this is a really great section to be familiar with because here you can download the apps for your mobile phone and tablet as well as the Dynamics 365 app for Outlook which we'll cover later in this module.  But here you notice that on the last section on the bottom, we're able to download the Dynamics 365 for Outlook client.  So I can click on here and then download and install the client.  And once you click on this, you notice that the download will start and allow you to install the client.  I've already done that.  I already went through the wizard and installed the client.  It takes about three to five minutes depending on your machine and how quickly can you download the software.  But now that it's installed, all I'm going to do is I'm going to go ahead and copy the URL for Dynamics 365.  I'm going to go ahead and close this, and then I'm going to navigate into my configuration wizard.  So I'm going to go ahead and click on this.  Go into the Ms for Microsoft Dynamics CRM.  Once I expand that section, I'm going to go into the configuration wizard.  Now notice that here I can select CRM Online if I want to just go ahead and provide the credentials that I'm currently logged in with.  For users who are logged in with their domain credentials and federation has been implemented in their instance, this option makes sense.  That way, their credentials are automatically pulled and used when logging in into CRM Online.  In this case, I'm going to go ahead and paste the URL from my instance, and I'm going to go uncheck this box so I can enter my credentials.  I'm going to go ahead and click on connect.  And now I'm going to populate the information.  All right.  And now that the organization has been added to my configuration wizard, I am ready to open Microsoft Outlook and access all of the functionality of Microsoft Dynamics 365 within Outlook.  Now, I've mentioned offline access a couple of times now.  So let's talk about the details behind this capability.  First and foremost, the mission of the offline capability is to allow users to work with Dynamics 365 data, even when they are not connected to a network.  This capability will only work when two things are accomplished.  First, the capability must be added either during the installation of the Dynamics 365 for Microsoft Outlook client or after the installation is completed.  And second, the user must be authorized to go offline in Outlook.  This setting is available on the business management tab within security roles.  Once the offline capability has enabled by the user, it is super important to know that all of the processing will be performed on the user's computer.  This means that the performance users are accustomed to on the server side will likely be degraded since now it will be performed on their personal computer.  Offline data available to the user will be stored on a local Microsoft SQL Server Express database, and when the user is online, synchronization between this database and Dynamics 365 will occur.  The database can grow tremendously depending on the synchronized offline data.  So it is recommended that a small data set, like, for example, only records owned by the user going offline, is synchronized with the user's personal computer.  This is controlled by modifying offline data filters inside the Microsoft Dynamics 365 for Outlook client settings.

Field Synchronization Management

For added clarity, users can see which fields are being synchronized from their Microsoft Outlook to Dynamics 365.  This visibility is granted via the Dynamics 365 for Outlook client settings.  And although users can see the fields and the directions in which the fields are synchronized, they cannot make any modifications to field mappings.  System administrators can make modifications on the Dynamics 365 side if needed.  For example, an organization such as law firms, users may not want their personal notes synchronized to Dynamics 365.  In this case, a system administrator can disable the synchronization of the description field from Dynamics 365 to accomplish this request.  It is also important to mention that the settings on the field synchronization side applies whether the items are synchronized via the Microsoft Dynamics 365 for Outlook client or server-side sync.  For a system administrator to configure synchronized fields, he or she can navigate to the synchronization tab within the system settings of their Dynamics 365 instance.  The synchronization can be configured one way, two ways, or completely disabled.  One question that comes up often is whether custom fields can be added to the list of synchronized fields, and the answer is not at the moment.  And synchronized fields are not limited to contacts.  It is also available on appointments and tasks.  It is important to note that appointment attachments are not synchronized by default, but the system can be enabled to do so on the same synchronization tab within system settings.  As you can see on this screen shot, Business Phone 2 synchronization has been disabled by a system administrator.  But instead of looking at a screen shot, let me show you what it looks like on the real environment.  So here within Dynamics 365, I'm going to navigate to settings and administration.  Then I'm going to click on system settings.  And notice if you have been using Microsoft Dynamics 365 for a few versions, notice how many tabs are now showing up on the system settings.  It's pretty unbelievable to notice all of the changes that have been taking place over the last few versions, but we're here to click on the synchronization tab.  Once we click on the synchronization tab, notice that the second option says manage the synchronized fields of Outlook or Exchange items including appointments, contacts, and tasks for your entire organization.  It's actually more than that.  So let me show you what it looks like.  So I'm going to click on that.  Now, notice that in this case, we're looking at appointment fields.  Now, perhaps you ended up here because you wanted to synchronize or control the synchronization of maybe contact fields.  So all you have to do is switch the entity.  But look, there's several entities right here that we can actually configure.  Things like contact and appointments, as you knew, but also faxes, letters, phone calls, recurrent appointments, service activities, and tasks.  So all of these have their own set of fields that you can synchronize either one way, two ways, or none.  You can actually turn it off.  So in this case, I'm going to select contact, and let's say that for Business Phone 2, I want to prevent that from happening.  So I can go ahead and click on the synchronization and notice that there's a X now telling me that Business Phone 2 will not be synchronized either way.  Now, there could be some fields that I want only synchronized one way.  I can, for example, select things like the Home Phone 2 or maybe the job title and say, look, job title, I only want it to go one way from Outlook into Dynamics 365.  So I can actually go through the settings and configure this for all of the users in Dynamics 365.  The users will be able to see the actual synchronized fields and the behavior, meaning which direction the synchronization will happen, but they will not be able to change it or customize it in any way.  This is a job for the system administrator. 

CRM App for Outlook

A couple of versions ago, Microsoft introduced a new way to allow users to track Exchange items such as e-mails and appointments into Dynamics 365.  This solution is called the Dynamics 365 app for Outlook.  Instead of being installed and loaded inside of Microsoft Outlook, this app is installed on the server side and requires no installation of the Dynamics 365 for Outlook client on each user's machine.  Because the app runs on the server side, load times and overall performance are tremendously improved.  And the app works on environments where there's integration from Dynamics 365 Online to Exchange Online, Dynamics 365 On-Premise to Exchange On-Premise, and even on hybrid integration environments.  The Dynamics 365 app for Outlook version introduced multiple new commands, an improved UI, the ability for users to set regarding with a single click, as well as the ability to track and create new activities.  When an e-mail is received in Exchange, the app is able to display Dynamics 365 context and leads found inside of the e-mail as well as any user included in the e-mail as well.  If one of the recipients is not found inside Dynamics 365, the user has the ability to create a new record for the unknown recipient.  And the app is smart enough to know when one of the recipients is a distribution list.  So it is highlighted for the users as well.  In addition to the capabilities we have discussed so far, users are able to quickly set regarding to most recently used records, search for records inside Dynamics 365 quickly, or even create a new record to set regarding to, all within the Dynamics 365 app for Outlook.  Beyond tracking, the app also shows record summaries which includes e-mail enabled custom entities and provides the ability to add activities directly into Dynamics 365.  As I mentioned earlier, the functionality doesn't only include e-mails.  It can also track meetings or appointments and allows the users to perform the same functionality they could perform on the Dynamics 365 for Outlook add-in.  Notice how when composing an e-mail, access to the knowledge based articles and sales literature is also available, but not only that.  Dynamics 365 e-mail templates are also available to be used with the Dynamics 365 app.  This thing is amazing.  And of course, since the app is installed on the server side, it is available for users accessing their inbox with Microsoft Outlook, Microsoft Outlook for Mac, Outlook web access, and even Outlook in iPhones.  Although this last one is only available when using Dynamics 365 and Exchange both online. 

 

Module Review

In summary, the integration with Microsoft Outlook is one of the main reasons why some organizations select Microsoft Dynamics 365 as their customer relationship management solution and we spend some time understanding why.  We provided an overview of Microsoft Dynamics 365 for Outlook, discussed ways to deploy the add-in to users, and the steps to configure it.  We also talked a little bit about how can users access the functionality on the Outlook client while they're offline.  We talked about field synchronization and what can a system administrator do to control which fields are synchronized between Exchange and Dynamics 365.  And we wrapped up the module by detailing the Dynamics 365 app for Outlook capabilities available to organizations and their users. 

 

Test Your Knowledge:

What is the earliest version of Microsoft Office that is supported for the installation of Dynamics 365 for Outlook?

  1. Office 2003
  2. Office 2007
  3. Office 2010
  4. Office 2013

Answer: Office 2010

Explanation: Office 2003 and Office 2007 are not supported

Reference: Software components

A user has access to two Dynamics 365 instances and wants to know whether he or she can access and work offline with both organizations in Microsoft Dynamics CRM for Outlook. How should you advise the user?

  1. This is possible; both organizations can be made available offline. Run the Configuration Wizard to add both organizations.
  2. Only one organization can be configured.
  3. This is possible; but only one organization can be made available offline. Run the Configuration Wizard to add both organizations.
  4. Create two user accounts. Configure an organization for each user account.

Answer: This is possible; but only one organization can be made available offline. Run the Configuration Wizard to add both organizations

Explanation: CRM for Outlook can be configured with multiple organizations but offline working can only be configured with one organization

Reference: Configure Multiple Instances

 

What should an administrator configure to prevent notes on contacts in Outlook being copied to Dynamics 365?

  1. Server-side synchronization settings
  2. Synchronization fields
  3. System synchronization filters
  4. User synchronization filters

Answer: Synchronization fields

Explanation: Synchronization fields are used to configure the fields that are copied between Dynamics 365 and Outlook

Reference: Synchronized fields

 

Module 08: Configure and Manage Mobile Devices

Module Overview

Over the last few years, mobile devices have become a bigger part of our personal and professional lives.  So the ability to access Microsoft Dynamics 365 from a mobile device is a must.  In this module, I'll provide an overview of the apps for mobile devices which includes phones and tablets.  And I'll describe how to configure which entities appear in the mobile apps. 

Mobile Device Apps

This table shows the mobile apps available for phones and tablets and the version of Dynamics 365 in which the app was first available.  When it comes to Dynamics 365 for phones, this is the latest phone app which uses the same forms as the web application in CRM for tablets and has the latest user interface.  This app can only be used with CRM Online 2016 where Update 1 has been applied and later and for CRM 2016 On-Premises or later.  Now let's take a look at Dynamics 365 for phones express.  Confusingly, this app was previously called CRM for phones and was first made available in CRM Online fall 2013 and CRM 2013 On-Premises.  Dynamics 365 for tablets was first released for CRM Online fall 2013 and CRM 2013 On-Premise.  There is no charge for any of these apps for licensed users of Dynamics 365 and Dynamics 365 On-Premises.  Since users within organizations typically have different devices and operating systems, check first if the mobile device's hardware and software is supported.  Once confirmed, connect to the store from the phone and download and install the app.  Once the app is launched, sign in by using the URL for Dynamics 365 as well as the user credentials. 

 

Exploring Mobile Only Configuration

Here's some screen shots of configuring Dynamics 365 for phones.  This screen prompts the user to enter the URL for Dynamics 365.  This is the same URL as the one used to connect to Dynamics 365 in a web browser.  After a quick screen to establish the connection, the user will sign in.  And all being well, the app will be finally configured and all of the sections displayed to the user.  Drafts are available in the Dynamics 365 for tablets app and the Dynamics 365 for phones app, but not on the Dynamics 365 for phones express.  Drafts are offline records that users can create on their mobile device and then synchronize those records through Dynamics 365 later on when the connection to the Internet has been restored.  As with previous versions of Dynamics 365, access to the mobile apps and even the Dynamics 365 for phones express can be restricted via security roles.  Here, you can see the two settings that control access to either client.  Within the business management tab inside each security role, there are two permissions that can be either enabled with a green circle as you can see access to phones express on the right, or disabled with an empty circle as you can see for Dynamics CRM for mobile access on the left.  An administrator can select the entities that are shown in mobile apps with some restrictions.  First, it is important to note that all custom entities can be enabled all mobile apps.  For Dynamics 365 for phones and Dynamics 365 for tablets, entities can optionally be made read-only in case you need to restrict whether users can create records for those entities from their mobile devices.  It is important to note that many system entities are already enabled on the mobile app but can be disabled if needed.  And finally, know that some system entities are not enabled and cannot be enabled to be available in the mobile app.  So let's have a look at configuring an entity.  This screen shot shows the account entity in the default solution.  In Dynamics 365, the settings are shown like this.  Enable for mobile includes the phone app and the tablet app.  And also know that entities can be made read-only in the phone app and the tablet app if needed.  When designing forms for the mobile apps, note that Dynamics 365 for phones and Dynamics 365 for tablets both use the main form type, whereas Dynamics 365 for phones express uses the mobile express form.  In earlier versions, this form type was shown as mobile forms.  It is important for system administrators and system customizers to know the form components such as tabs, sections, and fields can be hidden from Dynamics 365 for phones.  To do this, uncheck the box highlighted in the screen shot on the properties of the relevant control on the form.  Note that this does not apply to Dynamics 365 for tablets, only Dynamics 365 for phones.  In Dynamics 365 for tablets and Dynamics 365 for phones, multiple system and/or personal dashboards can be available by ensuring the right property for the dashboard is in place.  The property's called enable for mobile.  And again, this applies to system and user dashboards as well. 

Module Review

In summary, this module focused on describing the different available mobile apps as well as the process to configure them and control who can access Microsoft Dynamics 365 from their phones or tablets. 

Test Your Knowledge:

Which of the following does not apply to the Dynamics 365 for tablets app?

  1. More than one dashboard can be shown
  2. Entities can be made read-only
  3. Form components can be hidden
  4. The app can be configured to not show specific entities

Answer: Form components can be hidden

Explanation: Hiding form components (a configurable property on a form) only applies to the phones app

Reference: Configure entities for mobile, Hide Form Components for Dynamics 365 for Phone

 

Which of the following applies when working offline in the mobile apps?

  1. All synchronized records can be viewed
  2. All synchronized records can be edited
  3. New records can be created and edited before going online
  4. New records can be created and linked to other new records before going online

 

Answer:  New records can be created and edited before going online

Explanation: Only recently viewed records can be viewed but not edited. New records can be created while offline and edited before going online.

Reference: Mobile device apps, Offline working

Course Review

And that is the end of the deployment in Microsoft Dynamics 365 course.  Let's take a look at what we covered.  After getting started in Module 1 in which we focused on how to access Dynamics 365, the requirements for the various clients and the licensing plans, we also talked about importing data using the import data wizard.  The three modules that followed focused on managing Microsoft Dynamics 365 tenants, instances, and updates.  And we learned how to add users to access the services in those subscriptions as well as disable users who no longer need access.  We learned how instances relate to a subscription and how to administer production in sandbox instances as well as the process to monitor storage and manage when updates are applied to Dynamics 365.  After that, we focused on understanding how Microsoft Dynamics 365 can integrate with other online services from Microsoft such as Exchange, SharePoint, OneNote, Office Groups, and OneDrive for Business.  Then we wrapped up the course by learning how to install and configure the Microsoft Dynamics 365 client for Outlook as well as installing and configuring the apps for mobile devices which includes phones and tablets.  I'm Gus Gonzalez, and I want to thank you for taking this course.  I hope that you found it valuable and had an opportunity to learn some of the best practices I have gathered in over ten years of experience deploying Dynamics 365.  There are two more things I want to discuss with you.  First, we need your feedback to understand how you feel about the content we covered and also so you can let us know of ways we can improve this course in the future.  So please take 15 seconds to evaluate the course.  Lastly -- and I promise this is the last thing -- if you're interested in learning more about Dynamics 365 deployment or perhaps dive into more advanced topics such as solution architecture, data replication, and security best practices, check out the calendar and register for the advanced Dynamics 365 deployment course.  You have now completed the prerequisite to attend that course.  So make sure you sign up to continue to increase your skill set and the impact you can make when working with organizations deploying Microsoft Dynamics 365.

 

Practice:

Configure entities for mobile apps

Scenario

You company has recently implemented the Dynamics 365 mobile apps. You have been asked to make the following changes:

  • Hide the fax field on the contact entity in the Dynamics 365 for Phones app
  • Add the city field to the Dynamics 365 for Phones Express app
  • Make the account entity read-only in the mobile apps (Dynamics 365 for Phones and CRM for Tablets)

Connect to the CRM Online instance

  1. In a web browser navigate to and sign in to your Dynamics 365 Online instance.

Navigate to the default solution

  1. In the navigation bar, click the Area switch (the v after the app name in the menu), then click Settings and then click Customizations.
  2. In the Customization area, click Customize the System.
  3. A window named Solution: Default Solution appears.

Hide the fax field in Dynamics 365 for Phones

  1. In the Solution: Default Solution window, under Components, expand Entities.
  2. In the list under Entities, expand Contact and then click Forms.
  3. In the list of forms on the right, click Contact.
  4. A window named Form: Contact appears.
  5. In the Form: Contact window, double-click on the Fax control.
  6. The Field Properties window appears.
  7. In the Field Properties window, uncheck Available on phone and then click OK. Note: the form is used for both the web application and the CRM for Phones app but this setting only applies to the CRM for Phones app.
  8. Click Save and Close

Add the city field to Dynamics 365 for Phones Express

  1. In the Solution: Default Solution window, on the right, click Information (form type Mobile-Express).
  2. A window named Mobile Entity: Contacts appears.
  3. In the list under Available Attributes, click Address 1: City and then click Add.
  4. In the list under Selected Attributes, click Address 1: City and then click Move Up several times until Address 1: City is between Company Name and Job Title.
  5. On the command bar, click Save and Close.

Make the account entity read-only

  1. In the Solution: Default Solution window, navigate to Components > Entities > Account. Wait for the entity definition to appear.
  2. On the right, scroll down until the Outlook & Mobile section appears. Select Read-only in mobile.
  3. On the command bar, click the save icon.

Publish changes

  1. In the left-hand navigation, under Solution Default Solution click Information (you may need to scroll the list up) and then on the command bar click Publish All Customizations.
  1. In the Solution: Default Solution window, click the X at the top right to close the window.

Test the change to Dynamics 365 for Phones Express

  1. If you have a device with the Dynamics 365 for Phones Express, configure the app for this Dynamics 365 Online instance and verify that the city field is shown.
  2. Alternatively, on your phones web browser, navigate to your Dynamics 365 Online instance.
  3. Click the Contacts tile. A list of contacts appears.
  4. Click any contact.
  5. The mobile form for the contact is shown. Verify that the Address 1: City field is shown.

Test the changes to CRM for Phones and CRM for Tablets

If you have a device with the CRM for Phones or CRM for Tablets app, configure the app for this CRM Online instance and verify the changes to the fax field for contact and making account read-only

 

Configure entities for mobile apps

Scenario

You company has recently implemented the Dynamics 365 mobile apps. You have been asked to make the following changes:

  • Hide the fax field on the contact entity in the Dynamics 365 for Phones app
  • Add the city field to the Dynamics 365 for Phones Express app
  • Make the account entity read-only in the mobile apps (Dynamics 365 for Phones and CRM for Tablets)

Connect to the CRM Online instance

  1. In a web browser navigate to and sign in to your Dynamics 365 Online instance.

Navigate to the default solution

  1. In the navigation bar, click the Area switch (the v after the app name in the menu), then click Settings and then click Customizations.
  2. In the Customization area, click Customize the System.
  3. A window named Solution: Default Solution appears.

Hide the fax field in Dynamics 365 for Phones

  1. In the Solution: Default Solution window, under Components, expand Entities.
  2. In the list under Entities, expand Contact and then click Forms.
  3. In the list of forms on the right, click Contact.
  4. A window named Form: Contact appears.
  5. In the Form: Contact window, double-click on the Fax control.
  6. The Field Properties window appears.
  7. In the Field Properties window, uncheck Available on phone and then click OK. Note: the form is used for both the web application and the CRM for Phones app but this setting only applies to the CRM for Phones app.
  8. Click Save and Close

Add the city field to Dynamics 365 for Phones Express

  1. In the Solution: Default Solution window, on the right, click Information (form type Mobile-Express).
  2. A window named Mobile Entity: Contacts appears.
  3. In the list under Available Attributes, click Address 1: City and then click Add.
  4. In the list under Selected Attributes, click Address 1: City and then click Move Up several times until Address 1: City is between Company Name and Job Title.
  5. On the command bar, click Save and Close.

Make the account entity read-only

  1. In the Solution: Default Solution window, navigate to Components > Entities > Account. Wait for the entity definition to appear.
  2. On the right, scroll down until the Outlook & Mobile section appears. Select Read-only in mobile.
  3. On the command bar, click the save icon.

Publish changes

  1. In the left-hand navigation, under Solution Default Solution click Information (you may need to scroll the list up) and then on the command bar click Publish All Customizations.
  1. In the Solution: Default Solution window, click the X at the top right to close the window.

Test the change to Dynamics 365 for Phones Express

  1. If you have a device with the Dynamics 365 for Phones Express, configure the app for this Dynamics 365 Online instance and verify that the city field is shown.
  2. Alternatively, on your phones web browser, navigate to your Dynamics 365 Online instance.
  3. Click the Contacts tile. A list of contacts appears.
  4. Click any contact.
  5. The mobile form for the contact is shown. Verify that the Address 1: City field is shown.

Test the changes to CRM for Phones and CRM for Tablets

If you have a device with the CRM for Phones or CRM for Tablets app, configure the app for this CRM Online instance and verify the changes to the fax field for contact and making account read-only

 

Set default synchronization method

Scenario

You have decided to change how emails are processed and want new users to automatically use the new settings. In this practice, you will change the default synchronization methods.

Connect to the Dynamics 365 Online instance

  1. In a web browser navigate to and sign in to your Dynamics 365 Online instance.

Navigate to the Email tab on System Settings

  1. In the navigation bar, click the Area switch (the v after the app name in the menu), then click Settings and then click Email Configuration.

Change the default synchronization methods

  1. In the Email Configuration area, click Email Configuration Settings.
  2. The System Settings window appears with the Email tab selected.
  3. Under Configure default synchronization method,
    1. In Incoming Email, select Forward Mailbox.
    2. In Outgoing Email, select Server-Side Synchronization or Email Router.
    3. In Appointments, Contacts, and Tasks select Server-Side Synchronization.
  4. Click OK.

Apply the defaults to existing mailboxes

  1. In the Email Configuration area, click Mailboxes.
  2. Click to the left of one or more mailboxes so that at least one mailbox is selected.
  3. On the command bar, click APPLY DEFAULT EMAIL SETTINGS. Note: depending on the size of your browser window you might have to click the ellipsis (…) to see the command.
  4. In the Apply Default Email Settings window, review the selections and then click OK.

 

Review approval settings

Scenario

In this practice you will review the approval settings for user and queue mailboxes.

Connect to the Dynamics 365 Online instance

  1. In a web browser navigate to and sign in to your Dynamics 365 Online instance.

Navigate to the Email Configuration area

  1. In the navigation bar, click the Area switch (the v after the app name in the menu), then click Settings and then click Email Configuration.

Review the approval settings

  1. In the Email Configuration area, click Email Configuration Settings.
  2. The System Settings window appears with the Email tab selected.
  3. Under Email processing for unapproved users and queues review the settings for Process emails for only approved users and Process emails only for approved queues but do not make any changes.
  4. Click OK.

 

Configure forward mailbox record

 

Scenario

You company wants to use a forward mailbox for incoming email processing. You need to configure a forward mailbox record in Dynamics 365 Online.

Connect to the CRM Online instance

  1. In a web browser navigate to and sign in to your Dynamics 365 Online instance.

Navigate to mailboxes

  1. In the navigation bar, click the Area switch (the v after the app name in the menu), then click Settings and then click Email Configuration.
  2. In the Email Configuration area, click Mailboxes.

Create the forward mailbox record

  1. On the command bar, click NEW FORWARD MAILBOX.
  2. In Name, type Dynamics 365 Forward Mailbox. Note: the name is for reference only.
  3. In Email Address, type crmmail@advworks.msft Note: in a production environment this is the email address of the forward mailbox.
  4. In Incoming Email, select Server-Side Synchronization or Email Router.
  5. In Outgoing Email, select None. Note: you must select None for a forward mailbox.
  6. In Appointments, Contacts, and Tasks select None.
  7. Note that Server Profile is already populated.
  8. Click Save & Close.

 

Review alerts

Scenario

You need to review if there are issues with mailbox records. In this practice, you will review the alerts for mailboxes, reject the email address for a mailbox and review the consequential alerts.

Connect to the Dynamics 365 Online instance

  1. In a web browser navigate to and sign in to your Dynamics 365 Online instance.

Navigate to a mailbox record and review alerts

  1. In the navigation bar, click the Area switch (the v after the app name in the menu), then click Settings and then click Email Configuration.
  2. In the Email Configuration area, click Mailboxes.
  3. Click the name of the mailbox for the user that you are logged in as to open the record.
  4. The Mailbox window appears.
  5. In the left-hand navigation, under Common, click Alerts.
  6. Review the list of alerts and note the time of the newest alert. List may be empty.

Reject the email address

  1. On the ribbon, click Reject Email.
  2. In the Reject Primary Email window, click OK.
  3. On the ribbon, click Test & Enable Mailbox.
  4. In the Test Email Configuration window, click OK.
  5. In the left-hand navigation, under Common, click Alerts.
  6. In the list of alerts, review the list of alerts for errors. Note: you may need to wait a few minutes for the alerts to show. Click the refresh icon to update the list of alerts.

Approve the email address

  1. On the ribbon, click Approve Email.
  2. In the Approve Primary Email window, click OK.
  3. On the ribbon, click Test & Enable Mailbox.
  4. In the Test Email Configuration window, click OK.
  5. In the left-hand navigation, under Common, click Alerts.
  1. In the list of alerts, review the list of alerts for a successful test. Note: you may need to wait a few minutes for the alerts to show. Click the refresh icon to update the list of alerts.
    Note 2: The test will fail unless your trial of Dynamics 365 has had Exchange added to it. This test does not need to succeed to continue with the labs.
  2. On the ribbon, click Save & Close.

Review alerts in the Sales area

  1. In the navigation bar, click the Area switch (the v after the app name in the menu), then click Sales and then click Alerts. Note: you may need to scroll to the right to see Alerts in the Tools sub-area.
  2. Review the list of alerts for all mailboxes.

Practice 10.1: Customize the account entity

Scenario

You have been asked to add a field named, Review Date, to the account entity and show the field in the Active Accounts view

Connect to the Dynamics 365 Online instance

  1. In a web browser navigate to and sign in to your Dynamics 365 Online instance.

Navigate to the default solution

  1. In the navigation bar, click the Area switch (the v after the app name in the menu), then click Settings and then click Customizations.
  2. In the Customization area, click Customize the System.
  3. A window named Solution: Default Solution appears.

Add the Review Date to the account entity

  1. In the Solution: Default Solution window, under Components, expand Entities.
  2. In the list under Entities, expand Account and then click Fields.
  3. On the command bar, click New.
  4. A window named Field: New for Account appears.
  5. In Display Name, type Review Date.
  6. In Data Type, select Date and Time.
  7. On the command bar, click Save and Close.

Add the Review Date field to the account form

  1. In the Solution: Default Solution window, in the list under Account click Forms.
  2. In the list of forms on the right, click Account.
  3. A window named Form: Account appears.
  4. In the Form: Account window, under Summary, click once on ACCOUNT INFORMATION so that the section is highlighted with a blue border.
  5. On the right under Field Explorer, in Filter select Custom Fields.
  6. Double-click Review Date. The field is added to the ACCOUNT INFORMATION section under Ticker Symbol.
  7. Click Save and Close.

Add the Review Date field to the Active Accounts view

  1. In the Solution: Default Solution window, in the list under Account click Views.
  2. In the list of forms on the right, double-click Active Accounts (you may need to scroll down).
  3. A window named View: Active Accounts appears.
  4. In the View: Active Accounts window, under Common Tasks, click Add Columns.
  5. The Add Columns window appears. Scroll through the list of fields until Review Date is shown.
  6. Select the check box to the left of Review Date and then click OK.
  7. Left-click the left arrow under Common Tasks until Review Date is shown to the left of Main Phone.
  8. Click Save and Close.

Publish changes

  1. In the Solution: Default Solution window, in the command bar at the top, click Publish All Customizations.
  2. In the Solution: Default Solution window, click the X at the top right to close the window.

Test the changes

  1. In the navigation bar, click the Area switch (the v after the app name in the menu), then click Sales and then click Accounts.
  2. Click the view selector (which shows My Active Accounts) and then under System Views click Active Accounts.
  3. Note the presence of the Review Date field (with no data).
  4. In the list of account names, click Coho Winery (sample).
  5. The form for Coho Winery (sample) is shown. Click in the Review Date field and use the date control to select any date.
  6. Wait for the record to auto-save or click the save icon at the bottom right of the form.
  7. In the navigation bar, click Accounts. Note the date shown for Coho Winery (sample) in the list of records.

Guaranteed to Run

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