Microsoft Dynamics 365 is a cloud based enterprise system and combination of ERP and CRM. It’s extensive and hugely flexible, however you need to have knowledge of what you’re doing.
Tailoring Microsoft Dynamics 365 to your business needs involve knowledge and these three quick tips will set you on the right track.
1) Clear Out Unwanted System Views
Curious about views? These are simply data reports, like Excel tables. A typical view might be something like “Active Accounts in California.” Every type of entity in Microsoft Dynamics 365 comes with some default system views. Most entities have about 10 system views.
Personal views can be created by individual users and then shared, but system views are always available to all users according to Usedynamics.com. When you first start with Dynamics 365, the stock views are handy for showing off the software’s possibilities. They may not be set up to contribute meaningfully to your work, though. Many of the default views – like “Opportunities Opened in the Last Six Months” – go unused in most offices.
Cleaning Up The Views
With admin access to Dynamics 365, you can declutter everyone’s workspaces by deactivating system views your organization doesn’t use. Removing needless views will simplify the interface and make the program easier for new users to learn.
System view modification options can be found under Settings > Customization > Customize the System. This will open the solution window. Simply use the left pane to navigate to the entry you want to change. (For our example here, let’s use Opportunity.) When the entity has been selected, click on Views.
Select Active Public Views from the drop-down at the top of the window. As noted above, we’re going to deactivate views that don’t help us. System-defined views do more than just segment our data, though. A wise first step is to deactivate all of the public views.
After your list has been narrowed down to active public views, deactivate them one at a time to clear off the playing field. Don’t worry; it’s not possible to delete the system’s default views. All we’re doing here is getting them out of view so that users can’t select them accidentally.
Once your changes are complete, remember to publish your customizations to put them in effect.
2) Changing Entity Names
Learning new software and new procedures is always harder if it involves learning new terminology, too. If your organization has already established specific terms and labels for specific sorts of data, you don’t want to burden new users with learning different ones. Being an administrator gives you the power to safely rename entities. This does not alter the functionality of the CRM platform or impair it in any way. It’s even easy to do!
For learning purposes, let’s take the default name for the Account entity and change it to “Company.” Start by navigating to Settings > Customizations > Customize the System. This will open the solution window. Use the Entities drop-down menu to navigate to Account. The dialogue that opens will allow you to change both the Display Name and Plural Name of the entity. For this example, enter “Company” and “Companies” in the appropriate fields.
Remember to save and publish your customizations to send them throughout the system.
NOTE: A display name change will change the way the navigation system refers to the entity. Names on views, forms, and fields do not automatically update to reflect display name changes. You will have to change these manually.
3) Pick A New Theme
Dynamics 365 gives you the opportunity to make the CRM platform your own by altering its look and feel. Start by navigating to Settings > Customizations > Themes. This gives you the opportunity to make changes to your existing theme or create a completely new one.
One useful tip: Instead of creating a theme from scratch, build off the default theme provided with the platform. Use the Clone button to copy the theme; the new copy can be modified however you wish.
After you’ve made whatever changes you like, preview it to see how the theme looks. Once you’re satisfied, publish it.
The three customization tweaks described here are fast and simple. They can do a great deal to make Microsoft Dynamics 365 more welcoming to your users.