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Report Scheduler Add-on User Guide
For Microsoft Dynamics CRM 2011
Report Scheduler Version: 4.0 (Please delete existing Report Scheduler solution before installing
newer version)
User Guide Version: 4.0
IOTAP’s Report Scheduler Add-on for Microsoft Dynamics CRM 2011 allows easy scheduling of CRM
data which is delivered automatically via email.
IOTAP MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.
Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of IOTAP.
IOTAP may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from IOTAP, our provision of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property.
The descriptions of other companies’ products in this document, if any, are provided only as a convenience to you. Any such references should not be considered an endorsement or support by IOTAP. IOTAP cannot guarantee their accuracy, and the products may change over time. Also, the descriptions are intended as brief highlights to aid understanding, rather than as thorough coverage. For authoritative descriptions of these products, please consult their respective manufacturers.
©2012 IOTAP. All rights reserved. Any use or distribution of these materials without express authorization of IOTAP is strictly prohibited.
The names of actual companies and products mentioned herein may be the trademarks of their respective owners.
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Table of Contents ---------------------------------------------------------------------------------------------------------------------------------------
1 IOTAP MS CRM Add-ons ........................................................................................................................................................ 4
1.1 Record Clone - Microsoft Dynamics CRM 2011 ........................................................................................................... 4
1.2 Auto Number - Microsoft Dynamics CRM 2011 .......................................................................................................... 4
1.3 Report Scheduler - Microsoft Dynamics CRM 2011 Online and On-Premise .................................................. 5
1.4 EmailToCase Premium - Microsoft Dynamics CRM 2011 ......................................................................................... 6
2 Product Overview ...................................................................................................................................................................... 7
2.1 Product Version & Supported CRM Deployment modes ........................................................................................ 7
2.2 Trial Mode ................................................................................................................................................................................... 8
2.3 Installation Process .................................................................................................................................................................. 8
2.4 Activating the License ........................................................................................................................................................... 12
2.5 Assigning "IOTAP RS" & “IOTAP RS Admin” Security Role .................................................................................... 13
2.6 Setting Up the Report Scheduler ..................................................................................................................................... 14
2.7 Scheduling the CRM Data & Email Subscription ....................................................................................................... 16
2.8 Setting up Event Reminders ............................................................................................................................................... 18
2.9 Report Scheduler Maintainance: Creating Bulk Delete jobs ................................................................................. 20
2.10 Uninstallation process .......................................................................................................................................................... 23
2.11 EULA - END-USER LICENSE AGREEMENT FOR Report Scheduler Add-on ...................................................... 24
2.12 Appendix - I: Getting Unique Organization Name: .................................................................................................. 25
2.13 Appendix - II: Creating CRM Personal View & Scheduling delivery via email ............................................... 26
2.14 Appendix - III: Sample reports created using Report Scheduler add-on ......................................................... 28
2.15 Appendix - IV: CRM Settings to ensure that email can be sent to un-resolved email addresses .......... 34
2.16 Appendix - V: Validating View before scheduling ..................................................................................................... 35
2.17 Appendix - VI: Steps for diagnosing and solving an issue .................................................................................... 36
2.18 Appendix - VII: New features in Version 4 ................................................................................................................... 39
2.19 Appendix - VIII: Customizing the Email Template ..................................................................................................... 40
2.20 Appendix - IX: Known Issues .............................................................................................................................................. 43
2.21 Appendix - X: FAQ .................................................................................................................................................................. 44
3 IOTAP CRM Services ............................................................................................................................................................... 45
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1 IOTAP MS CRM Add-ons
1.1 Record Clone - Microsoft Dynamics CRM 2011
Record Cloning or Record Copying for Microsoft Dynamics CRM 2011 allows you to create a duplicate record with the same values as the parent record. Features:
Clone following entities:
Opportunity & it’s product lines
Quote & it’s product lines
Invoice & it’s product lines
Order & it’s product lines
Accounts, Contacts, Leads
Product& it’s price-list items
Case
Exclude fields from entity that should not be cloned
Works from Form, Grid, Outlook
Can be customized for Cloning custom and related entities
Online Store
1.2 Auto Number - Microsoft Dynamics CRM 2011
IOTAP’s Auto Number add-on for Microsoft Dynamics CRM allows automatic generation of unique reference IDs for all entities across the CRM system. The format of the reference ID can be customized to suit your business requirements. Features:
Easy configuration and setup
Supports all System as well as Custom entities
Customize the prefix, suffix, starting number as per your business needs
Support’s Constants, Random Number’s, letters, dates, times
Can be applied to multiple fields of same entity
Automatic plugin registration
Functionality to update existing records Online Store
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1.3 Report Scheduler - Microsoft Dynamics CRM 2011 Online
and On-Premise
IOTAP’s Report Scheduler add-on enables easy scheduling of CRM data which is delivered automatically via email. It works from within CRM and requires no separate server. The trial version of Report Scheduler is available for immediate download and setup. Features:
Interface to set-up recurring and automated email of CRM data on a periodic basis
Event Reminder (Birthday \ Anniversary \ Contract expiry \ Opportunity close date approaching, etc.)
Scheduled data back-up in the form of CSV or TXT files
Users can easily receive CRM data in few clicks without any IT support
Mobile Friendly (option to have the data sent in the body of the email)
Direct navigation to CRM records from email via a click link
Handles scheduling across multiple time-zones
Takes care of all visibility rules set in Microsoft CRM
Can send the data even to non-CRM user email addresses
Secured Distribution allows blocking of any email addresses and any domain from receiving your scheduled reports.
Customizable email template allows adding of corporate logos, color, typefaces, signatures and other brand related images. Online Store
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1.4 EmailToCase Premium - Microsoft Dynamics CRM 2011
EmailtoCase Premium helps your company efficiently manage the support process by automatically creating cases from emails and auto-populating case fields from the email body. Features:
Supports multiple queues
Automatic linking to Contact or Account
Email spam protection
Email loop protection
Email domain address exclusion
Supports HTML email
100% Native - works from within CRM
Multiple Email Templates
Fully configurable
Can be customized based on individual requirements Online Store
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2 Product Overview
IOTAP’s Report Scheduler add-on enables easy scheduling of CRM data which is delivered automatically via
email. It works from within CRM and requires no separate server.
Using Report Scheduler Add-on, any CRM user can schedule out-of-box System Views as well as User-created
Personal Views and have them delivered regularly in their mailboxes on any scheduled day and time.
Features
Interface to set-up recurring and automated email of CRM data on a periodic basis
Event Reminder (Birthday \ Anniversary \ Contract expiry \ Opportunity close date approaching, etc.)
Allows grouping and sorting of records
Scheduled data back-up in the form of CSV or TXT files
Users can easily receive CRM data in few clicks without any IT support
No dependency on separate Report Server
Mobile Friendly (option to have the data sent in the body of the email)
Direct navigation to CRM data from email via a click link
Handles scheduling across multiple time-zones
Takes care of all visibility rules set in Microsoft CRM
Can send the data even to non-CRM users email address
Secured Distribution allows blocking of any email addresses and any domain from receiving your
scheduled reports.
Customizable email template allows adding of corporate logos, color, typefaces, signatures and other
brand related images.
2.1 Product Version & Supported CRM Deployment modes Product Version: 4.0 (For list of new features added in this version…please refer section 2.18 Appendix VII: New
features in Version 4.0)
Supported CRM Deployment models: CRM 2011 Online, CRM 2011 On-Premise, IFD, Partner Hosted
Pre-requisite:
1. Minimum Update Roll-Up 12 is needed for On-Premise environment.
2. Email Router needs to be set-up with an outgoing profile for at least one-user (this user needs to be
set as the “Outgoing Email Owner” in report scheduler configuration page).
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2.2 Trial Mode The Trial mode has all the functionalities of the commercial version but will expire in 5 days.
2.3 Installation Process In order to add the Report Scheduling functionality to your CRM environment, you will need the Report
Scheduler solution file. Please note that initially the trial gets activated automatically and will remain active
for 5 days.
To request the license code, please purchase the add-on from IOTAP store and send the CRM Organization name to: support@iotap.com. For getting the Unique Organization name, please refer section:
Appendix –I: Getting Unique Organization Name
Installing the “Report Scheduler” Solution file:
Please delete any existing version of Report Scheduler before installing a newer version. If you
have any existing report scheduler records created then you can also take a back-up and import
them back after installing a newer version. To take back-up: select “Report Scheduler” entity in left
navigationselect “Scheduled Delivery – Backup” View and click “Export to Excel” from top ribbon.
Before importing these records back: please ensure that the users have been given IOTAP RS
security role.
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After successful import, the “Report Scheduler” link will appear in Settings section as shown below:
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The area under which “Report Scheduler” link should appear is configurable as shown below:
Event Logging: Report Scheduler add-on also has an event logging section which is visible under:
Settings ExtensionsRS Event Log.
To enable detailed event logging, please check the “Enable Detailed Event logging” setting in configuration page (Please refer section 1.7 Setting up the Report Scheduler for more details).
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2.4 Activating the License To activate the license, please paste the license code in the Configuration page as shown below:
Please remember to click “Publish All Customizations” button as shown below:
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2.5 Assigning "IOTAP RS" & “IOTAP RS Admin” Security Role “IOTAP RS” & “IOTAP RS Admin” security role will be available once the “Report Scheduler” solution has
been imported.
“IOTAP RS” Security Role will allow user to
Create, view, modify and delete only his\her “Scheduled Deliveries”. The “Owner” field is read-only.
Create, view, modify his email template
“IOTAP RS Admin” Security Role allows a user to:
Create, view, modify and delete “Scheduled deliveries” for all users in the system.
View the “Event Log” for any errors that have been logged during the operation of the “Report
Scheduler” add-on.
Create, view, modify email template for all users
For more granular security control, CRM administrator can create their own custom Security Roles. The
entity that would need permissions is: “Report Scheduler” custom entity.
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2.6 Setting Up the Report Scheduler After installing the solution file, please refresh the page. Then browse to:
SettingsCustomizationSolutions: Report Scheduler. Double-click to open the configuration page.
Click on the “Settings” link as shown below:
Outgoing Email Owner: The “From:” address of emails created by Report Scheduler will be the User that is set as the “Outgoing Email Owner”. However if a user selects a “From” field when scheduling the report…then that value will take precedence over this(Outgoing email owner).
Please ensure that the “Outgoing Email Owner” user is able to send emails from within CRM using the email router.
Email Template: This is the default email template. If no template is selected then the in-built template will
be used.
Users can create their own email template that could be used by the Report Scheduler engine to generate
the email report. If a user selects an email template in the scheduling page then that email template will
take precedence over this one (Email Template selected in this page). For details on creating custom email
template please refer Appendix - VIII: Customizing the Email Template
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Exclude Domains: Enter semicolon separated list of domain addresses. Eg gmail.com; yahoo.com;
Report Scheduler will block any domain mentioned here from receiving your scheduled reports.
Exclude Email Addresses: Enter semicolon separated list of email addresses. Eg xyz@gmail.com;
xyz@yahoo.com;
Report Scheduler will block any email mentioned here from receiving your scheduled reports.
Enabled Entities: Select the entities that need to be enabled for Report Scheduling and then click on “Save”.
Enable Detailed Event Logging: If you are experiencing any issues with the Report Scheduler add-on then
activate this setting and send issue details with an export of records from “Event Log” to
support@iotap.com. To navigate to “Event Log”: SettingsExtensionsRS Event Log
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2.7 Scheduling the CRM Data & Email Subscription To create a Scheduled delivery:
1. Click Report Scheduler (by default the link for “Report Scheduler” appears in Settings; however an
administrator can modify the areas that display this entity through “Customize the system” option)
2. Click New button from the Ribbon section.
3. In the New form specify the values (Refer to the table below)
4. Click Save
Field Description Remarks Name By-default this will be auto-generated. To manually over-ride this
with custom text, uncheck “Auto-Update Name”
Description Multi-line text for user reference
Select Entity Select the Entity that needs scheduling from the drop-down list
Select View Select the View that needs scheduling from the drop-down list
View can be System as well as Custom
Validate View button Validates the selected view. This is optional step.
Please refer section: Appendix IV: Validating View before scheduling
Owner By-default this will be the user scheduling the report. Only Users with RS Admin security role can modify this field.
Report Scheduler runs under the context of the owner when fetching the data
Date-Time Format Formats all the Date-Time columns in the report based on the format selected.
Eg. MM/DD/YY, DD/MM/YY
Group By Groups a selected set of rows based on the Column selected in GroupBy1 and GroupBy2
Birthday/Anniversary reminders
Birthday/Anniversary Please check the box to add Birthday/Anniversary reminder
Please note that Grouping does not work with Birthday / Anniversary reminder.
Select Column This would be the Birthday or Anniversary column from view
Please ensure that the Birthday or Anniversary column is present in the View
Next X days number of days in advance of Birthday/Anniversary to be reminded)
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Schedule
Schedule - Day Select the day’s
Schedule – Time Select the Time from drop-down. Please note that report scheduler ignores the minutes in the time part. To run any report instantly, select the scheduled time as the current hour.
Report Scheduler runs in the Time-Zone of the Owner of the record.
Delivery Options
Attachment Attachment formats: CSV, TXT, HTML
Inline Data is sent in the body of the email Mobile Friendly
Include Link Email will include a direct link to the View in CRM
From (optional) CRM User whose email address will be used as the “From” of the email generated
By default “Outgoing Email Owner” will be used as the “From” of the email generated
Recipient Details To, CC, BCC By default To field has the primary email of the user creating the record
Subject By-default this will be auto-generated. User can manually over-ride this with custom text
Email Template (optional)
Select the Email Template to be used. For more details please refer: Appendix - VIII: Customizing the Email Template
By default “Email Template” selected in the Configuration page will be used.
Comment Text entered in this field will go in the email body
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2.8 Setting up Event Reminders Event reminder for Micrsoft Dynamics CRM 2011 Online and On-Premise will remind you and your team of
important events such as birthdays, anniversaries, expiring contracts, opportunities approaching their close
date, daily agenda etc. with automatic reminder emails sent at pre-set times before events.
Birthday and Anniversary Reminder
One of the most effective ways to impress your contacts is to remember their birthdays. A simple wish from
you on their birthdays is proven to show your attention to them, leading to personal openness to you and
subsequent success of sales. The problem is how you manage to remember each and every client's birthday?
Scheduling a reminder for birthday:
Create a View with Contacts regarding whose birthday you would like to be reminded by the system.
Schedule this view using report scheduler add-on: select the number of days in advance of the
birthday to be reminded, schedule pattern, delivery options, email recipients (as shown below)
Please ensure that the View has the Birthday Column or Anniversary Column based on the filter (Upcoming Birthday filter \ Upcoming Anniversary filter) that is going to be selected.
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Features & Benefits
User can define the list of contacts whose birthday reminder needs to be received
User can define the number of days in advance of the birthday to be reminded
Earliest birthdays are listed first so you know which ones are coming up before others
Age \ Anniversary year are automatically calculated and displayed along with contact details
Opportunities approaching their close date
Estimated close date is date the opportunity is expected to be closed. Since this date is the base to calculate
the forecast, it would be a good idea to set a reminder for all open opportunities that are approaching their
close date. You can create a personal view that would retrieve all the open opportunities that are X days
from their close date or those that have already crossed their close date and have the report scheduler add-
on notify you so that you could proactively action them!!
Daily agenda email
If you have a To-Do task list which is synced with your Microsoft Dynamics CRM 2011 or have any activities
with approaching due-date then you can schedule it using the report scheduler add-on and wake-up with
your agenda in your email box in the morning!!
Expiring contracts reminder
By using the report scheduler add-on you can be automatically notified when a contract is about to expire.
This will give you time to notify your customers, so that their service arrangement isn’t interrupted, or else
they can review the agreement and adjust if necessary. This way you’re providing great customer service by
giving them time to consider renewal instead of having the contract simply expire!!
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2.9 Report Scheduler Maintainance: Creating Bulk Delete jobs Maintenance involves deleting email & event log records created by Report Scheduler add-on on regular
basis. This can be automated by creating Bulk Delete jobs from SettingsData Management section of CRM.
Bulk Deleting Emails
Sample Example: Creating Bulk Deletion job which runs every 7-day and deletes the email messages created
by report-scheduler add-on with StatusReason=Sent:
Go-to SettingsData Management and click “New”:
Step 1: Start Bulk Deletion Wizard
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Step2: Define Search Criteria
Step 3: Select Bulk Deletion Options:
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Step 4: Submit Bulk deletion job
Bulk Delete Event log records:
Step 1: Start Bulk Deletion Wizard: same steps as that for deleting Email records.
Step 2: Define Search Criteria: Select “RS Event Log” as shown below:
Step 3: Select Bulk Deletion Options: same steps as that for deleting Email records.
Step 4: Submit Bulk deletion job: same steps as that for deleting Email records.
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2.10 Uninstallation process To uninstall Report Scheduler, navigate to SettingsCustomizationSolutions. Select “ReportScheduler”
and click “Delete” as shown below:
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2.11 EULA - END-USER LICENSE AGREEMENT FOR Report
Scheduler Add-on
IMPORTANT PLEASE READ THE TERMS AND CONDITIONS OF THIS LICENSE AGREEMENT CAREFULLY BEFORE
CONTINUING WITH THIS PROGRAM INSTALL: This IOTAP End-User License Agreement ("EULA") is a legal
agreement between you (either an individual or a single entity) and IOTAP for the software product
identified above which includes associated software components, media, printed materials, and "online" or
electronic documentation.
By installing, copying, or otherwise using this PRODUCT, you agree to be bound by the terms of this EULA.
This license agreement represents the entire agreement concerning the program between you and IOTAP,
(referred to as "licenser"), and it supersedes any prior proposal, representation, or understanding between
the parties. If you do not agree to the terms of this EULA, do not install or use the SOFTWARE PRODUCT.
The SOFTWARE PRODUCT is protected by copyright laws and international copyright treaties, as well as
other intellectual property laws and treaties. The SOFTWARE PRODUCT is licensed, not sold.
This Software is available for license solely to SOFTWARE owners, with no right of duplication or further
distribution, licensing, or sub-licensing. IF YOU DO NOT OWN THE SOFTWARE, THEN DO NOT DOWNLOAD,
INSTALL, COPY OR USE THE SOFTWARE.
IOTAP grants to you a non-transferable and non-exclusive right to use the copy of the Software provided
with this EULA. This software solution has been licensed for a single CRM Organization only. You agree that
you may not copy the written materials accompanying the Software. Modifying, translating, renting,
copying, transferring or assigning all or part of the Software, or any rights granted here under, to any other
persons and removing any proprietary notices, labels or marks from the Software is strictly prohibited.
Furthermore, you hereby agree not to create derivative works based on the Software. You may not transfer
this Software.
Without prejudice to any other rights, IOTAP may terminate this EULA if you fail to comply with the terms
and conditions of this EULA. In such event, you must destroy all copies of the SOFTWARE PRODUCT in your
possession.
Limitation of Liability
In no event shall IOTAP be liable for any damages (including, without limitation, lost profits, business
interruption, or lost information) rising from the use of the program or accompanying documentation. You
acknowledge that the license fee reflects this allocation of risk.
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2.12 Appendix - I: Getting Unique Organization Name: In-order to access the Unique Organization name, please navigate to:
Settings Customizations Developer Resources
In the above example, the Unique Organization name is: iotapdemo2
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2.13 Appendix - II: Creating CRM Personal View & Scheduling
delivery via email
Sales Manager Sample Scenario
“I would like to receive a report @ 04:00 PM every-day of New Leads added in CRM by my team”
To create an email subscription for CRM data:
1. create View with necessary filter conditions
2. schedule the view by setting the delivery options and the recurrence pattern
Step 1: Create a personal view “Daily Lead Report” as shown below:
Navigate to Leads click “Advanced Find” Add filter condition Edit Columns “Save as: Daily Lead
Report”
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Step 2: Schedule this view for delivery: Navigate to Workplace Report Scheduler New and create a
“Scheduled Delivery” record as shown below:
As we can see from above that it quite easy for any user to create an Email Subscription of CRM data in just 2
steps.
Email received with data in email as an attachment as well as inline at the
scheduled date and time:
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2.14 Appendix - III: Sample reports created using Report
Scheduler add-on Below are some sample reports created using Report Scheduler add-on:
1. Opportunity established Close date approaching in next 7 days: Estimated close date is date the
opportunity is expected to be closed. Since this date is the base to calculate the forecast, it would be a good
idea to set a reminder for all open opportunities that are approaching their close date.
Advanced Find View Filter condition:
Status Equals Open
Est. Close Date Next 7 days
Report Scheduler Configuration:
Scheduled: Monday @ 9 AM
Group By: Owner
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2. My Daily Activities reminder: If you have your To-Do task list in CRM with a due-date populated then you
could schedule a daily email reminder of your open activities:
Advanced Find View Filter condition:
Activity Status Equals Open
Activity Type Equals Task, Appointment, Phone Call, Service
Activity, Recurring Appointment
Owner Equals Current User
Due Date Equals Today
Report Scheduler Configuration:
Scheduled: Mon, Tue,
Wed, Thu, Fri @ 9 AM
Group By: Activity Type
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3. New Leads added by my team today: A Sales Manager would like to receive an update of new leads
added by his team every day.
Advanced Find View Filter condition:
Created On: Today
Created By (User). Manager Equals Current User
Report Scheduler Configuration:
· Scheduled: Mon, Tue, Wed, Thu, Fri @ 5 PM
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4. Open Cases by Priority: (Multiple-Group By Clause)
A Service Case Manager would like to receive a daily report of open Cases (troubled tickets) grouped by
priority, so that necessary action could be taken.
Advanced Find View Filter condition:
Case Status equals Open
Report Scheduler Configuration:
Scheduled: Mon, Tue, Wed, Thu, Fri @ 9 AM
Group By 1: Priority
Group By 2: Case Type
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5. Birthday or Anniversary Reminder: CRM Users could get a weekly reminder email of their contacts who’s
Birthday / Anniversary falls in next X days.
Advanced Find View Filter condition:
List of contacts whose Birthday reminder is needed
Report Scheduler Configuration:
Scheduled: Monday @ 9 AM
Next X days: 7 (number of days in advance of Birthday to be
reminded)
The report also automatically calculates the Age and displays it along with the Birth date.
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6. New Accounts added this week: Account Manager would be interested in Weekly report of New Accounts
added by team:
Advanced Find View Filter condition:
Created By (User). Manager Equals Current User
Report Scheduler Configuration:
Scheduled: Friday @ 5 PM Group By: Owner
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2.15 Appendix - IV: CRM Settings to ensure that email can be
sent to un-resolved email addresses
There are 2 system settings that need to be verified:
1. “Allow messages with unresolved e-mail recipients to be sent”
Please note that the changes in this setting for CRM Online are not activated immediately; hence please give
10-12 hours at least for CRM to allow sending emails to un-resolved recipients.
2. If “Process emails only for approved users” (System settingsEmails) is checked then it is required to
approve the primary email address of the user who is configured as the “Outgoing email owner” setting of
the report scheduler.
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2.16 Appendix - V: Validating View before scheduling CRM View can be validated by clicking on the “Validate View” button which is present in the Report
Scheduling screen as shown below:
This is an optional step.
It has been found that some of the Views that are present by-default in CRM have an invalid format. To
ensure that the view being scheduled is Valid, click on the “Validate View” button.
If you get an error message when clicking “Validate View” button then create a new personal view with
similar columns and filter condition. Please note that when creating this new view, do not copy an existing
view.
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2.17 Appendix - VI: Steps for diagnosing and solving an issue Scenario: A CRM View was scheduled for a particular day and time. However no email was received by the
recipient.
User Time-
Zone is set
Scheduled
View is Valid
Email created
by Report
Scheduler
Workflow
failed
Set User Time-Zone
Create New Personal View with
similar column and filter
settings
Verify settings for sending
email to un-resolved email-
addresses
Send email to
support@iotap.com with error
and event log details.
No
Yes
Yes
No
Yes
No
Yes
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Verify User Time-Zone: Report Scheduler runs under the Time-Zone of the user. Hence verify whether the
Time-Zone of the user has been set correctly. To check the User Time-Zone settings: browse to
FileOptionsSet Personal OptionsGeneral tab: Setting: Set the Time-Zone you are in.
Verify View is valid: Ensure that the view is valid. Please refer section: Appendix IV: Validating view before
scheduling for more details.
Verify CRM settings for sending email to un-resolved email addresses: If email has been created by Report
Scheduler, but the email message shows an error message like “error sending email to un-resolved email
address” then refer Appendix III: Settings to ensure email router has been configured to send emails to un-
resolved email addresses.
Verify email has been created: Based on the scheduled pattern, report scheduler creates an email
automatically with the CRM data. To check if the email has been created, click “Closed Activities” link in the
left navigation of the “Report Scheduler” record page as shown below:
Verify Workflow has run successfully: The Scheduled data is delivered by a workflow that runs behind the
scene. Please verify that the workflow status does not show failed.
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If Workflow Status is shown as Failed then send an email to support@iotap.com with workflow error and
event-log details:
a. Workflow error details: Double click the failed workflow record. Click on the “Details” link in left
navigation as shown below:
Please send the text in the message section.
b. Event Log details: Export the Event Log records in excel format for the scheduled report record and send
it.
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2.18 Appendix - VII: New features in Version 4 1. Secured Distribution
Secured Distribution allows blocking of any email addresses and any domain from receiving your scheduled
reports.
Two new text fields have been added to Report Scheduler Settings page:
a. Exclude Domains
b. Exclude Email Addresses
2. Sending reports from multiple users
Presently even though multiple users can schedule reports, the sending address still remains the same.
Version 4 allows sending of reports from multiple CRM users.
There is an optional “From” field added to the Report Scheduler form.
3. Customizable email template
Wouldn’t you like to make sure that you are using your organization’s logo, color, typefaces and other brand
related images consistently across your corporate emails? Version 4 allows you to do just that!
Please refer Section 2.19 Appendix VIII Customizing email templates for details.
4. Birthday / Anniversary reminders
Previously Birthday / Anniversary reminder feature was available only for the Contacts entity. This feature
has now been extended to support even custom entities.
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For Microsoft Dynamics CRM 2011
2.19 Appendix - VIII: Customizing the Email Template
Customizing Email template is a new feature that is being introduced in version 4. This is presently in
Beta and will have more enhancements in the future versions.
Please note that this feature needs to be licensed separately. For purchasing the license please contact
IOTAP support at: support@iotap.com.
The default email template is shown below:
Customizing the email template allows the option of modifying color, typefaces, text,
email signature and adding logo or other brand related images in header and footer
(images need to be hosted in an external server or any image-hosting site).
Please note that a new email template can be created by administrator and defined to be used in the Report
Scheduler Settings page as the default template (Solutions Report Scheduler Settings Email
Template). At the same-time each user can create their own email template and over-ride the default
template (select email template lookup when scheduling a report).
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For Microsoft Dynamics CRM 2011
Creating a new email template
To create a new email template: Browse to: Extensions RS Event Template and click New. The form loads
with the default template HTML already filled in.
Please note the following points from the above screenshot:
1. Preview Email button: On clicking this button: an HTML preview of the template will be shown. Please
note this is not the actual output but should be used only as a reference output. (this is because most email
solutions behave differently when it comes to rendering).
2. Report Table Style field: Modify the style-sheet for the tabular report. Please note that Google Gmail does
not support <style> in <body>. In-order to use the default inline style-sheet, please check “Use Default Style”
3. Merge Fields: Merge fields will be replaced by actual value when the HTML email is being generated.
Following merge fields can be used:
Merge Field Description
{ReportName} name of the report as in scheduling page
{ReportDate}
date and time when report was run
{ReportOwner} Owner of the scheduled record
{ReportComment} Text entered in Comment field of scheduling page
{ReportTable} Tabular report
{ReportTableStyle} This will insert the HTML style of tabular report
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For Microsoft Dynamics CRM 2011
Guide to creating custom email templates
Designing an HTML email that renders consistently across the major email clients can be very time
consuming. Support for even simple CSS varies considerably between clients, and even different versions of
the same client.
We've put together best practices to save you the time and frustration of figuring it out for yourself.
Your email layout should be no wider than 600 pixels for best viewing in various email clients
Avoid using the following CSS in your templates:
Floats
Positioning
Background images (doesn’t work in Outlook and Gmail)
Use this wonderful reference created by Campaign Monitor to see what CSS is supported in major
email clients http://www.campaignmonitor.com/css/
Sample email using a customized email template
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For Microsoft Dynamics CRM 2011
2.20 Appendix - IX: Known Issues 1. Maximum number of records in report
Presently maximum 5000 records can be fetched in report. If report has more than 5K records then the
scheduling will fail. Please add necessary filter conditions to limit the record count. (This is because of
limitation of CRM FetchXML)
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For Microsoft Dynamics CRM 2011
2.21 Appendix - X: FAQ Q1. Some of my CRM Users are in different time-zones, so will the scheduling work for users based on
their time-zone?
Ans. Scheduler runs in the time-zone of the user who schedules. For example, if the Time Zone in your
personal options is set to Pacific Standard Time, and you schedule the View to run every day at 05:00 PM,
then View runs every day at 05:00 PM Pacific Standard Time.
Report Scheduler Add-on User Guide 45
For Microsoft Dynamics CRM 2011
3 IOTAP CRM Services
IOTAP is a MS Gold Certified Partner and MS Business Solution Partner. IOTAP works as an implementation partner for Microsoft CRM customers. Our staff is comprised of experienced engineers and consultants who are certified on both MS CRM and .NET platforms. Our flexible engagement model allows our customers to scale up and down the resource pool.
CRM Services
Administration & Configuration
Customization & Development
o Forms Customization
o CRM SDK Programming
o Custom Workflows
o Plugins Development
Upgrades and Migrations to MS CRM 2011 and CRM Online
Integration from other systems
Reports Business Intelligence and SSRS
Testing and Quality Assurance
Requirements Gathering & Specifications development
Gap Analysis & Effort Estimation
End User & Administrator Training
Support & Maintenance
Report Scheduler Add-on User Guide 46
For Microsoft Dynamics CRM 2011
Offshore Engagement Model
Dedicated Resources: The cost is based on a flat monthly fee for the resource based on experience level
and duration of the commitment. In this model we would act as an extension of your team with a
dedicated team member. Monthly costs range from $6500 to $7500.
Project based—Fixed Price: We execute a specific scope of services at a Fixed Price. You provide us with
a specific set of requirements and a specifications document and we deliver an estimate and the
solution. We manage the project deliverables and resources. The cost for this is based on the estimates.
This sort of engagement is appropriate for projects that require more than 100 hours in duration with
clear scope and documentation.
Block Hours and T&M**: Ideally suited for on-going support engagements or where the scope is not
clear. This is a block of consulting hours that can be used during the month. Unused hours are rolled
over for 2 months and then capped for 2 months and SLA based model is followed for delivery.
Monthly Block( Hours)
Rate( $ )
100 hours or less 50
160 45
OUR SLA**: Our SLA can be customized for your needs
Priority Description
Low Minor Issue, which does not impact the production environment Form error that does not directly impact a job on production Feature or Suggestion for enhancement.
Medium An issue affecting production environment at a minor level. Very limited direct impact on operation.
High An issue affecting production environment at a major level. Production environment is operational Long-time adverse effects can lead to productivity being hindered.
Critical Severe impact on business operations. Production environment are completely inoperable. Major restoration or Project at mission critical stage. Direct impact on the business revenue.
11710 Plaza America Dr. Suite 2000, Reston, VA 20190, USA
Phone: +1-703-884-3363 Email : sales@iotap.com Website: www.iotap.com
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