7 Handy Microsoft Dynamics 365 Tips and Tricks Everyone Should Know

Microsoft Dynamics 365 gives organizations everything they need to support different business areas, including marketing, finance, sales, and customer service. However, with so many options, business users often need some help learning how to make the best use of the platform. That’s why we’ve compiled a few Microsoft Dynamics tips to aid users as they start working with the software. 

1. Share Personalized CRM Views

Dynamics 365 allows users to set up and save personalized views with advanced filters. That way, they can immediately view information relevant to specific tasks. For example, if you have a member of your team who also needs the same view, the easiest thing to do is share your view with that user. That saves time versus having to stop and walk someone through how you went about setting up your filters.

1. Go to the personalized view you wish to share.
2. Click the Advanced Find icon, which should cause a pop-up to appear.
3. Select the button labeled Saved Views. You should see all the views you’ve previously created.
4. Click the Share button next to the desired view, which should cause another pop-up to appear.
5. Select the Add User/Team button, then look up the user or team with whom you wish to share the view.
6. From here, you can add an individual user or an entire team.
7. Set permissions around the view you are sharing. For example, you can make it Read Only or allow users to edit or assign the view.

2. Create a Global Search Option

Global searches allow users to query multiple entities simultaneously within the Microsoft Dynamics CRM.

1. Select the Gear icon in Microsoft Dynamics 365.
2. Choose Advanced Settings, then navigate to Settings -> Administration -> System Settings.
3. Look for the General tab, then go to Set up Search. Next, click the Select button located by Select Entities for Categorized Search.
4. Pick the entities you wish to associate with the global search from the Available Entities box, then click the Add button to move them over to the Selected Entities box.
5. Make updates to each entity’s Quick Find view to indicate what fields you want to be included.
6. Global Search results are limited to displaying three fields related to a specific record. If you wish to modify the fields shown in your Global Search results, you must edit the view and have it republished.
7. Click Save and Close.

3. Create Records Using Workflows

Managing information within organizations is often difficult because you’re dealing with a high volume of incoming data. Dynamics 365 helps by letting organizations create new records using automated workflows. Individual workflow processes get associated with a single entity defined by its ability to run independently.  

1. Select the Gear in Microsoft Dynamics 365.
2. Choose Advanced Settings, then navigate to Settings.
3. Click the down arrow located next to Settings, then select Processes.
4. Select New to open the workflow editor.
5. Enter the following information for your new Workflow:
1. Process Name
2. Category
3. Entity
4. Run this workflow in the background (recommended)
5. Type
6. Go to the Workflow header settings, then change the Scope option to Organization or User, depending on your needs.
7. Define the conditions for the workflow and set the individual properties.
8. Click Activate to start using the process.   

4. Personalize List, Pages, and Cards

Customize the look of modules like Dynamics 365 Business Central using the Personalization option.

1. Select the Gear Icon in Microsoft Dynamics 365, then choose Personalize.
2. Click on More to expand your options under the Personalization menu.
3. Select +Field to add new fields to your current page.
4. Use the following options to change the look and movement of your page, card, or list.
1. Add — Select a new field and drag it to a specific spot
2. Move — Move visible fields to a different part of the page
3. Hide — Keep specific fields hidden from view
4. Freeze — Keep certain fields in place while you scroll
5. Select Done to save your changes and have them take effect.

5. Customize Lookup Views

Sometimes you might want to make different information available to users when they select a specific record. Dynamics 365 makes that possible by allowing you to customize lookup views.

1. Go to make.powerapps.com.
2. Check your environment to make sure you’re updating the right environment.
3. Click the Solutions option at the bottom of the left navigation pane.
4. Pick an existing solution to work with or create a new one.
5. Select the Add existing option, then click Table.
6. Pick the table you wish to use as the basis for your Lookup View, then select Next.
7. Click the Select objects option, then navigate to the Views tab.
8. Select a Lookup View to edit, then click Add.
9. Go to the Selected tables screen, then click Add again.
10. Select the table with your updated Lookup View to see more options.
11. Navigate to Data experiences -> Views.
12. Click the view you wish to edit.
13. Go to the option to add a view column, then select a field to add.
14. Move the new column to your Lookup View.
15. Click Save and Publish.

You can also change the default view for a specific lookup field, which is handy when you don’t want to change the options for everyone using Dynamics 365. Instead, you can apply the changes to a specific area, like Opportunities under Accounts, by setting up a custom view built around your requirements.

Make the Most of Your Dynamics 365 Platform

We’ve only scratched the surface of available Microsoft Dynamics 365 tips and tricks. Internet eBusiness Solutions assists clients looking to revamp how they do business. Find out how we can aid you in leveraging an optimal technology solution to your company’s benefit by speaking with one of our experts.