Today I created a new CRM Online trial organization to enhance some training that I am taking. Generally, the first step I take after setting up a trial organization is to configure my personal options. I’ve done this more than a hundred times over the last few years and realized today that I’ve never shared it in a blog post. So today I thought I would share with you the options I select.
The first thing we need to do is select the small gear icon in the upper right corner and select Options from the drop down display:
I’ll begin with the general tab and walk through each tab.
The first setting is the Default Pane and Tab you would like to navigate to when you log in. As you will notice, the Default Tab options change based on the Default pane selected. I select Settings and Solutions for my default login option.
In addition to the login, I change the number of records to display to 250 (maximum allowed), Change Advanced Find mode from Simple to Detailed (saves me a click or two when initiating a search), ensure the time zone is correct, set default currency to US and select the option to Enable high contrast.
For CRM Online trials, I generally deactivate all of the Outlook synchronization filters. I take that action because I want to control the synchronization of data rather than have it automated.
A different option that I sometimes use it to setup a different Outlook profile
and select that profile when installing the CRM Outlook Client. When using that approach, I leave the default synchronization settings activated and allow the CRM Outlook Client to synchronize records.
The important thing to keep in mind when setting personal options is to ensure you’ve selected the options that support the work you perform most frequently. You want to automate as much as possible and reduce work when completing your task. The careful selection of your options will help you meet that objective.
The activities tab is fairly straightforward. I generally set my default calendar view to weekly and leave the default work hours start and end times. You can make whatever changes you choose to this area to reflect your needs.
The formats tab allows you to determine how you want to see the format of things like numbers, dates, times, and currency. When I setup a trial, my options are always set to English and I’m generally satisfied with the default formats provided. However, you can choose from a long list of formats and you can further refine the display by selecting the customize button.
Default settings for the trials I create
Select the Current Format drop down for a list of available options
Select the customize button to further customize the display
Select the Reset button to return to the default settings
Personal email templates display on the Email Templates tab. You can also create personal email templates from this area by selecting the New button.
From my perspective, this is one of the more important tabs and you should spend a little time here thinking through your needs.
By default, the option to allow other users to send email on your behalf is not checked. This option needs to be check if you have workflows that send emails. Since almost all organizations have those email notification type workflows that can be triggered by other users, you will most likely need to select the option to allow.
I always select the option to track emails in response to CRM mail. I choose that option because I’ve found that it gives me greater flexibility. I sometimes receive email from CRM contacts that I do not want tracked in CRM. If for some reason I receive an untracked email that I would like tracked, I can always use the Set Regarding option. Having said that, I’ve found that sometimes organizations prefer to have users set the option to automatically track emails from either email enabled records or from Contacts, Leads and Accounts to ensure important communication is not missed.
I also uncheck the option to automatically create records. I don’t want CRM to automatically create Contact or Lead records based on the email sender and I generally don’t recommend it for others. The reason is because CRM is only as good as the data. When records are automatically created, only a small amount of data is added and users must remember to open the record to add key data points. I prefer to have users purposely create records when needed to ensure that important data in not missed.
I always set the option to automatically send error reports to Microsoft. I do that because I don’t want to be annoyed by those pesky Script error messages. Some people, like developers, choose the Never Send or Ask for Permission to send because they want to see the error message in the event it is something they can fix. I encourage you to select the Automatic send option if you do not planning on fixing Script errors. My thought is that the more error information that Microsoft receives the better because
You can use the language option to set the desired language display for the User Interface and Help files. The base language is set at installation and can no be changed.
Now you have all the information you need to set personal options in CRM. Take a few minutes to review your settings and ensure they are optimized to support you while you work.
Please note that these are my personal preferences and do not necessarily represent “best practice”. You should configure your user settings in a way that supports the work you perform.