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Microsoft Dynamics CRM Online Spring ‘14 introduces the sandbox instance. A sandbox instance is any nonproduction instance in Microsoft Dynamics CRM Online. Because it’s isolated from production, use a sandbox instance to safely develop and test application changes. You manage your CRM Online sandbox and production instances in the CRM Online Administration Center. This document is provided asis. Information and views expressed in this document, including URL and other Internet Web site references, may change without notice. Some examples depicted herein are provided for illustration only and are fictitious. No real association or connection is intended or should be inferred. This document does not provide you with any legal rights to any intellectual property in any Microsoft product. You may copy and use this document for your internal, reference purposes.
Microsoft Dynamics CRM 2013 Administration Guide Version 6.1.0 1 1 This document is provided "as-is". Information and views expressed in this document, including URL and other Internet Web site references, may change without notice. Some examples depicted herein are provided for illustration only and are fictitious. No real association or connection is intended or should be inferred. This document does not provide you with any legal rights to any intellectual property in any Microsoft product. You may copy and use this document for your internal, reference purposes. The videos and eBooks are in English only. Also, if you click the links, you may be redirected to a U.S. website whose content is in English. © 2014 Microsoft Corporation. All rights reserved. Microsoft, Active Directory, ActiveX, Azure, BizTalk, JScript, Microsoft Dynamics, Outlook, SharePoint, SQL Server, Visual Basic, Visual Studio, Windows, Windows Server, and Windows Vista are trademarks of the Microsoft group of companies. All other trademarks are property of their respective owners. 2 Contents 3 Administration Guide for Microsoft Dynamics CRM 2013 and Microsoft Dynamics CRM Online The Microsoft Dynamics CRM 2013 Administration Guide contains resources and topics designed to help you manage and configure both on-premises deployments of Microsoft Dynamics CRM 2013 and Microsoft Dynamics CRM Online. In This Section What's new for administrators in Microsoft Dynamics CRM 2013 and CRM Online Install product updates After you update to CRM 2013 next steps to success Getting started Manage security, users and teams Manage your data Manage your configuration data Connect to Microsoft Social Listening Control social data Manage Bing Maps for your organization Create and edit processes Manage your documents Server-side synchronization of email, appointments, contacts, and tasks Deploy packages using CRM Package Deployer and Windows PowerShell Related Sections Planning Guide for Microsoft Dynamics CRM 2013 and Microsoft Dynamics CRM Online Installing Guide for Microsoft Dynamics CRM 2013 and Microsoft Dynamics CRM Online Operating Guide for Microsoft Dynamics CRM 2013 (on-premises) Customization Guide for Microsoft Dynamics CRM 2013 and Microsoft Dynamics CRM Online Report Writers Guide for Microsoft Dynamics CRM 2013 and Microsoft Dynamics CRM Online Customer Center 4 Send us your comments about this document If you have a question or comment about this document, click to send an e-mail message to the Microsoft Dynamics CRM content team. If your question is about Microsoft Dynamics CRM products, and not about the content of this book, search the Microsoft Help and Support Center or the Microsoft Knowledge Base. What's new for administrators in Microsoft Dynamics CRM 2013 and CRM Online Learn about what’s new for administrators in the latest Microsoft Dynamics CRM releases. What’s new for administrators in Microsoft Dynamics CRM 2013 Service Pack 1 and CRM Online Spring ‘14 Learn about new features in this release: What's new in CRM Online Spring '14 and CRM 2013 Service Pack 1 Once installed, Microsoft Dynamics CRM 2013 Service Pack 1 can’t be uninstalled. Read important information about Microsoft Dynamics CRM 2013 Service Pack 1 before you deploy this service pack to a production environment: Get and Install Microsoft Dynamics CRM Service Pack 1 New Enterprise licensing plan for Microsoft Dynamics CRM Online Applies to: Microsoft Dynamics CRM Online Microsoft Dynamics CRM Online now offers a comprehensive Enterprise licensing plan that extends the capabilities of the Professional licensing plan. More information: Licensing plans for Microsoft Dynamics CRM Online Detect duplicates when you create or update records We listened to your feedback! The capability to detect duplicates when you create or update records using forms or grid views in the web application for the updated UI entities has been restored in this release! New in this release is the ability to detect duplicates when you use CRM for tablets. More information: Detect duplicate data Use Sandbox instances to test changes to CRM before deploying to production Applies to: Microsoft Dynamics CRM Online 5 Important Microsoft Dynamics CRM Online Spring ‘14 introduces the sandbox instance. A sandbox instance is any non-production instance in Microsoft Dynamics CRM Online. Because it’s isolated from production, use a sandbox instance to safely develop and test application changes. You manage your CRM Online sandbox and production instances in the CRM Online Administration Center. More information: Manage Microsoft Dynamics CRM Online instances and Introducing Sandbox Instances in CRM Online Install product updates to enable new features for your organization Installing product updates is a one-way process. Once installed, the product updates can’t be uninstalled. With this release, many new features and updates are added to your Microsoft Dynamics CRM deployment. Some of the features are disabled by default to prevent disrupting your CRM experience. You have an option to enable these features by installing the product updates. More information: Install product updates. Connect to Microsoft Social Listening to bring social insights to your organization Bring powerful social insights into your organization by connecting CRM to Microsoft Social Listening. This feature is only available in Microsoft Dynamics CRM Online. More information: Connect to Microsoft Social Listening. Control flow of social data into your organization You can enable or disable the ability to receive social data in Microsoft Dynamics CRM. More information: Control social data Add Office 365 Online services Applies to: Microsoft Dynamics CRM Online New features in this release make integrating Office 365 services such as Exchange Online and SharePoint Online easier and more supportable. More information: Add Office 365 Online services Offline mode: CRM for Outlook If you go offline with Microsoft Dynamics CRM 2013 for Outlook, some CRM 2013 Service Pack 1 (on-premises) or CRM Online Spring ‘14 features will be missing until you upgrade to CRM 2013 Service Pack 1 for Outlook. More information: Upgrade Microsoft Dynamics CRM for Outlook 6 Important Export and import your CRM configuration data Use the new Configuration Migration tool to migrate your configuration data across CRM servers. More information: Manage your configuration data. Deploy packages to install multiple solutions and import configuration data Use the new Package Deployer tool to bundle in multiple solutions and configuration data into a “package,” and then deploy the package to a Microsoft Dynamics CRM instance to install multiple solutions along with configuration data. More information: Deploy packages using CRM Package Deployer and Windows PowerShell. What’s new for administrators in Microsoft Dynamics CRM 2013 and CRM Online Fall ‘13 Access teams In addition to teams that own records, now you can use a new type of team, called an access team. An access team doesn’t own records and doesn’t have security roles assigned to it. The records are shared with an access team and the team is granted access rights on the records, such as Read, Write or Append. The access teams can be user-created or auto-created (system- managed). For system-managed access teams you have to provide a team template that the system uses to create a team. There are two deployment settings available for system-managed teams: a maximum number of team templates for an entity and a maximum number of entities that you can enable for auto-created access teams. More information: Manage teams Multi-entity quick find With multi-entity quick find, you can search for records across entities of different types, such as accounts, contacts, and opportunities. Several deployment settings are available for multi-entity search, such as a maximum degree of parallelism, a maximum number of entities participating in a multi-entity search and others. More information: Deployment Entities and Deployment Configuration Settings Quick find and Yammer deployment settings New deployment settings are added for Quick Find (finds records of the same type) and Yammer features. More information: Deployment Entities and Deployment Configuration Settings PowerShell cmdlet updates The Windows PowerShell cmdlets for Microsoft Dynamics CRM on-premises deployments now support remote execution of commands for CRM 2013. Additionally, there are new settings and 7 options to the CRM 2013 settings cmdlet to support the features. More information: Administer the deployment using Windows PowerShell Server-side synchronization You can use Server-side synchronization to integrate Microsoft Dynamics CRM with Exchange and POP3 or SMTP-based email servers. You can use server-side synchronization to: • Enable email synchronization for users and queues with external email systems. • Enable synchronization of email, appointments, contacts, and tasks with Exchange. Server-side synchronization offers new features like efficient resource usage, connection throttling, data migration, service isolation, error reporting, and new counters. More information: Server-side synchronization of email, appointments, contacts, and tasks Licensing plans for Microsoft Dynamics CRM Online Applies to: Microsoft Dynamics CRM Online Microsoft Dynamics CRM Online provides a multi-tiered licensing model. The key benefits include: • Flexibility. You can mix and match different types of licenses to accommodate the specific needs of your business and save money in the process. • High value. You can choose from highly competitive offerings with a low Total Cost of Ownership. • Clarity. You acquire licenses based on the functionality you require, rather than how you access the system. • Parity. You use a consistent licensing model that applies equally to online and on-premises solutions built on Microsoft Dynamics CRM. • Mobile access. You can access CRM data with your mobile device at no additional charge. Every CRM Online account includes one production instance and at least 5 GB of storage. You can purchase additional capacity based on available storage and your business needs. You can choose from the following plans: • Essential. Provides access to custom applications built on the Microsoft Dynamics CRM platform. • Basic. Provides access to core entities: accounts, contacts, leads, and cases. The Basic plan also 8 Note provides access to reports, dashboards, visualizations and custom applications. • Professional. Provides access to the full range of Microsoft Dynamics CRM capabilities, including sales, marketing and customer service. • Enterprise. Provides access to the full range of Microsoft Dynamics CRM capabilities, including sales, marketing and customer service. It also provides full access to Microsoft Social Listening, Unified Service Desk, and Microsoft Dynamics Marketing. One additional non-production instance is included with 25 or more paid Professional user licenses, or 25 or more paid Enterprise user licenses, or a combination of 25 or more paid Professional and Enterprise user licenses. For every 20 paid Professional licenses, or 20 paid Enterprise licenses, or 20 paid Professional and Enterprise licenses, the storage capacity increases by 2.5 GB, up to a maximum of 50 GB at no additional charge. For information about the new licensing model and how you can ensure compliance with Microsoft Dynamics CRM licensing guidelines, download: Microsoft Dynamics CRM 2013 and Microsoft Dynamics CRM Online Licensing For a complete list of what’s included with each license, see the Microsoft Dynamics CRM Online pricing and licensing guide. Manage Microsoft Dynamics CRM Online instances Applies to: Microsoft Dynamics CRM Online You manage your Microsoft Dynamics CRM Online instances from the CRM Online Administration Center. 1. Browse to the Office 365 portal (https://portal.microsoftonline.com) and sign in using Global administrator credentials. 2. Click or tap Admin > CRM This section provides information on how you add or edit instances of Microsoft Dynamics CRM Online subscription and set up additional non-production (Sandbox) instances. Manage CRM Online sandbox instances A Sandbox instance is any non-production instance of Microsoft Dynamics CRM Online. Isolated from production, a Sandbox instance is the place to safely develop and test application changes. 9 Note Customers with a combined total of 25 or more Professional or Enterprise licenses are provided with a free Sandbox instance. You can also purchase Sandbox instances. For more information, see Licensing plans for Microsoft Dynamics CRM Online. If you already have non-production instances, they will now be identified as the Sandbox instance type. View your Sandbox instances You manage your Sandbox instances from the CRM Online Administration Center. 1. Browse to the Office 365 portal (https://portal.microsoftonline.com) and sign in using Global administrator or CRM System Adminstrator credentials. 2. Click or tap Admin > CRM On the select a Microsoft Dynamics CRM Online instance page, you’ll see a list of all your instances. Reset a Sandbox instance You can reset a Sandbox instance to delete and re-provision it. Consider a reset when you want to: • Create a new project • Free up storage space • Remove an instance containing Personally Identifiable Information (PII) data • You can only reset Sandbox instances. An example scenario Thomas is looking at the storage consumed by the various Contoso instances and is getting concerned that they’ll run out of space in one of their production instances. He’d like to free up some space so he can give the production instance some additional storage. He’s also been notified that the Legal department has set a retention policy on the use of production data in the test environment. 10 Note Note [...]... Configure CRM 6 On the Your Microsoft Dynamics CRM organization is ready page, click or tap Launch 14 CRM Online to start Microsoft Dynamics CRM Online to prepare the instance for users such as assign security roles, create teams, customize, and import data More information: Get Started Administering Microsoft Dynamics CRM Online and Administration Guide for Microsoft Dynamics CRM 2013 and Microsoft Dynamics. .. Install CRM for Outlook for Microsoft Dynamics CRM 2013 and Dynamics CRM Online Note This scenario assumes you have set up Microsoft Outlook to connect to Exchange Online See Set up your Office 365 or other Exchange-based email in Outlook 2010 or Outlook 2013 Installing Microsoft Dynamics CRM for Outlook 1 Sign in to your Microsoft Dynamics CRM Online organization, for example: https://contoso .crm .dynamics. com... Dynamics CRM Online is now integrated into your Microsoft Outlook For information about how to use Microsoft Dynamics CRM Online for Outlook, see Do your CRM work in Outlook 33 To use Microsoft Outlook as the email client in a new installation of Microsoft Dynamics CRM Online, no additional configuration in Microsoft Dynamics CRM Online is required This is because new users of Microsoft Dynamics CRM Online... email as Microsoft Dynamics CRM Online email activities 1 In Outlook, click or tap File > CRM tab > Options 2 In the Set Personal Options dialog box, click or tap the Email tab 35 3 To send email messages from Microsoft Dynamics CRM Online for Outlook, in the Select how Microsoft Dynamics CRM for Outlook should integrate email with Microsoft Dynamics CRM section, select the Allow Microsoft Dynamics CRM. .. types available to you, see Microsoft Dynamics CRM 2013 and Microsoft Dynamics CRM Online Licensing Guide Purchase the CRM Online instance on the Microsoft online services portal Purchase subscriptions page You must have a Microsoft Office 365 account to complete the purchase Additional storage and instances can be purchased by customers who have a paid Microsoft Dynamics CRM Online Professional user... security groups, must be assigned Microsoft Dynamics CRM security roles to access CRM Online You assign the Microsoft Dynamics CRM security roles in the CRM Online web application Users can’t access instances of CRM Online until they are assigned at least one security role for that instance More information: Grant users access to Microsoft Dynamics CRM Online as a Microsoft Online service Create a... that regularly use Microsoft Outlook, especially if they need rich offline data capabilities Note that if CRM for Outlook isn’t running, messaging synchronization doesn’t occur until Microsoft Outlook is started again In this scenario, all of the Microsoft Dynamics CRM Online users in your company will use Microsoft Dynamics CRM for Outlook as the email client Microsoft Dynamics CRM for Outlook must... FOURTHCOFFEESALES .CRM .DYNAMICS. COM Using the instance picker, you change the URL name from FOURTHCOFFEESALES .CRM .DYNAMICS. COM to FOURTHCOFFEEMKTG .CRM .DYNAMICS. COM Within 24 hours of the URL name change, you change the URL name again, this time from FOURTHCOFFEEMKTG .CRM .DYNAMICS. COM to FOURTHCOFFEESALESANDMKTG .CRM .DYNAMICS. COM In this situation, the first URL name change to FOURTHCOFFEEMKTG .CRM .DYNAMICS. COM... purchase services 13 2 Under your Microsoft Dynamics CRM Online subscription, click or tap Add more 3 Under optional add-ons, enter the number of instances that you want, and then proceed through the order process You can choose to add production or non-production (Sandbox) instances For more information, see Microsoft Dynamics CRM 2013 and Microsoft Dynamics CRM Online Licensing Guide Step 2: Configure the... similar, differs between online and on-premises deployments of Microsoft Dynamics CRM This topic is for those administering Microsoft Dynamics CRM Online deployments Terminology Term Definition Tenant For Microsoft Dynamics CRM Online, a tenant is the account you create in the Microsoft online services environment when you sign up for a CRM Online subscription A tenant contains uniquely identified domains,