Microsoft Dynamics - CRM Basics

This article will walk you through some of the basic navigational and interface aspects of Microsoft Dynamics.

The following screenshot shows the standard CRM user interface. Each section is labeled alphabetically and explained below:

A. Ribbon

As can be seen, the ribbon resembles the standard Office Ribbon which you are familiar with. As with

Office, depending on the operation you are busy with, the functionality and appearance of the Ribbon

may change. The ribbon usually presents the user with short-cuts to commonly- or frequently used

functions.

B. Navigation Links

The Navigation Links allow the user access to specific areas of functionality, depending on which

Navigation Pane (see below) button was chosen. In the example above, the Navigation Links shown are

all related to the Workplace Navigation Pane button.

C. Navigation Pane

The Navigation Pane contains the main functional areas within CRM. These form collections of

functionality that relate, e.g. all the Navigation Links shown under the Sales area will have some

connection with the sales process in CRM.

D. Main Data Area

The main data area shows records or content chosen by the Navigation Link. In this example, the

Dashboard Navigation Link is selected, and therefore the Main Data Area shows the Dashboard content

page. Similarly, should the Contacts Navigation Link be selected, a list of Contact records will be

displayed in the Main Data Area.

Above, a Navigation Link was selected which yields a list of records on the Main Data Area:

E. View Selector

CRM presents lists of record in what is called Views. Views contain one or more records, usually

filtered on one or more criteria. On this view selector, the drop-down button allows the user to choose

another, different view. Views provide the user more perspective on the information they are viewing.

F. Record

A record is a single instance of an entity, e.g. one Contact, one Account, etc. Although the view shows

multiple records, and provide some information on those records, this is still an abbreviated view of the

record. To view more detail, the actual record should be opened, and not just viewed on the view. To

Open a Record, the user should select the record as shown, and either click the Edit button on the

ribbon, or simply double-click the record on the blue selection area to Edit the record, or click the New

button on the ribbon to create a new record.

The screenshot above shows a new (open) record.

G. After making changes to a record, the user should always save records. CRM offers three alternatives:

1. a. Save: Only saves the record, but leaves the window open for further editing.
2. b. Save and Close: Saves the record, and closes the window when done.
3. c. Save and New: Saves the record, closes the window, and opens a new, blank record.H.

Related Records

The list of links to the left of the record represent other records, which are, in some way, related to the

current record being viewed. In the case of an Account, for example, a list of Sub-Contacts are shown.

When clicked on this link, a view of Contacts are displayed on the Main Data Area of the record. The

Contacts will all have one thing in common – they will all be related to the current Account record

being viewed. This relationship, for example, constitutes by the Parent Account field on the Contact

record pointing to the Account record.

I. Compulsory Field

CRM identifies three types of Cardinality with fields: the requirement level of fields determine how

important, relatively, it is considered when completing the information on a record:

- Compulsory/Business Required Fields (Denoted by *) have to be captured. CRM will not save the

record without these fields being captured.

- Business Recommended fields (Denoted by +) are not compulsory, but should be completed when

possible. The more complete data, the better the value the data adds to the organisation. Business

Recommended fields are not business critical but may potentially have some value to add, should it be

completed.

- Optional fields (Remaining fields) may or may not be captured by the user. Again, for completeness’

sake, it would be preferable to complete these, but is not important/critical.

J. Pick-List

A pick-list contains two or more values which the user may choose from. These values are set, and

cannot change.

K. Lookup Field

Lookups resemble pick-lists in that they also offer the user multiple values to choose from. The

difference lies in that lookups are maintainable by the CRM administrator, and new values may be

added, old values delete or changed, and values may be searched. Lookups typically contain far more

values to choose from than pick-lists (hence the searching functionality), but are also slower to use, as a

separate window may need to load every time a lookup is used.