Today's post is written by Trent Bell, a Principal Consultant at Sonoma Partners.
I recently found myself working with Microsoft Dynamics Marketing and picked up a few behaviors that help my day-to-day user experience in the application. I thought it might be helpful to share a few of these for those who are new to Microsoft Dynamics Marketing
#1: Always check the “Show View All/View My” icon on any list view
When navigating the landscape of MDM to view lists of records, the “Show View All/View My” icon can trip you up. Since it defaults to the “View My” state, remember to click on the icon to switch its state to “View All” if you want to display all of the records for this particular entity. This icon also shows up with related entity lists as well. An example would be viewing all Tasks associated with an Event record. The table below shows the icons with their description and function.
#2: Watch the eyeball icon
Another icon to pay attention to in the list view is the “Show All/Active Only” icon. It has two states as seen in the table below. It will default to the “Active Only” state, so if you need to see cancelled or completed records, they will NOT be visible until the icon is clicked and it’s state is changed to “All”. A common use case for wanting to see inactive records might be with Tasks. While it is convenient that the system hides tasks that have already been completed or cancelled, one might want to display what tasks have been done for a particular Event, Job, or Program.
In the screenshots below, we have a Job record opened and are displaying its associated Tasks. In the first screenshot, only “active” tasks are showing because the eyeball icon is in the “Active Only” state. In the following screenshot, the state has been changed to “All”, so another task appears that has already been completed.
#3: Populating lookup fields
Be sure to type at least three letters of the first word and wait for the system to bring back values. Sometimes typing beyond the first word causes the lookup to stall.
WARNING: There is no visual indicator letting the user know that a field is a “lookup” field, so the user only finds this out if they type an invalid value in the field entry area. An error does NOT appear, but the invalid value is removed and the record is NOT saved. This is definitely an opportunity for improvement for Microsoft that I expect will be addressed in a future release.
Also, placing your cursor in the field and hitting the down arrow on your keyboard can trigger values to show up. This is useful when one is not familiar with the choices available. NOTE: This functionality is NOT active everywhere.
#4: Use “Edit Mode” to edit tasks within a sub-grid
A really nice feature of Dynamics Marketing is its ability to edit multiple tasks within a sub-grid. In the screenshots below, I have opened a specific Job record and then used the entity selector to show the Tasks associated with this particular Job. These Tasks are associated with one Job record. By clicking on the “pencil” icon, one can change into “Edit Mode” for the list of Tasks.
Once in “Edit Mode” the user can edit multiple Tasks at the same time (see screenshot below). I find this view very helpful when I need to populate the “Next Task” field to sequence a handful of Tasks.
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