report scheduler add-on user guide - iotap

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.

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©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.

Report Scheduler Add-on User Guide 3


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



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

https://www.iotap.com/ProductDetail/tabid/788/ProductID/18/copy_record_clone/Default.aspx

https://www.iotap.com/ProductDetail/tabid/788/ProductID/18/copy_record_clone/Default.aspx

https://www.iotap.com/ProductDetail/tabid/788/ProductID/26/AutoNumbering-addon-forMicrosoftDynamicsCRM/Default.aspx



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

https://www.iotap.com/ProductDetail/tabid/788/ProductID/40/report_scheduler_microsoft_dynamics_crm_2011_online_onpremise/Default.aspx

https://www.iotap.com/ProductDetail/tabid/788/ProductID/40/report_scheduler_microsoft_dynamics_crm_2011_online_onpremise/Default.aspx



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

https://www.iotap.com/ProductDetail/tabid/788/ProductID/42/email2casepremium_microsoft_dynamics_crm_2011/Default.aspx



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).



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: [email protected]. 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.

mailto:[email protected]



After successful import, the “Report Scheduler” link will appear in Settings section as shown below:



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).



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:



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.



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



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 [email protected];

[email protected];

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

[email protected]. To navigate to “Event Log”: SettingsExtensionsRS Event Log




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)



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



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.



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!!



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



Step2: Define Search Criteria

Step 3: Select Bulk Deletion Options:



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.



2.10 Uninstallation process To uninstall Report Scheduler, navigate to SettingsCustomizationSolutions. Select “ReportScheduler”

and click “Delete” as shown below:



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.



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



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”



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:



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



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:


Activity Status Equals Open

Activity Type Equals Task, Appointment, Phone Call, Service

Activity, Recurring Appointment

Owner Equals Current User

Due Date Equals Today


Scheduled: Mon, Tue,

Wed, Thu, Fri @ 9 AM

Group By: Activity Type



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.


Created On: Today

Created By (User). Manager Equals Current User


· Scheduled: Mon, Tue, Wed, Thu, Fri @ 5 PM



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.


Case Status equals Open


Scheduled: Mon, Tue, Wed, Thu, Fri @ 9 AM

Group By 1: Priority

Group By 2: Case Type



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.


List of contacts whose Birthday reminder is needed


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.



6. New Accounts added this week: Account Manager would be interested in Weekly report of New Accounts

added by team:


Created By (User). Manager Equals Current User


Scheduled: Friday @ 5 PM Group By: Owner



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.



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.



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

[email protected] with error

and event log details.

No

Yes

Yes

No

Yes

No

Yes




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.



If Workflow Status is shown as Failed then send an email to [email protected] 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.




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.



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: [email protected].

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).




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



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

http://www.campaignmonitor.com/css/



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)



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.



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



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 : [email protected] Website: www.iotap.com

report scheduler add-on user guide - iotap

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