Enable entities for Dynamics 365 App For Outlook

So, you’re all set to use D365 App For Outlook from your OWA (Outlook Web App) or even from your Desktop client. Let’s look into enabling any given entity (predefined or custom) to show up while searching in the D365 App For Outlook

Let’s say, you have these entities already enabled when you recently setup the App
noEntityDisplayed

And you don’t have your custom entity, say, Customer Subscriptions enabled yet. So let’s set that up.
actualEntity

Pre-Requisites

  1. Make sure the users’ mailbox is synced using Server Side Sync and they have been enabled to use D365 App For Outlook.
    addToApp
    You can see the above settings from Settings > Dynamics 365 App For Outlook as shown below –
    D365AppOnSiteMap
  2. Make sure the Entity is already enabled for Activities so that it can be used to track records against.
    enableActivities
    Note: I also read on other blogs stating that the entity should also be present in the Categorized Search under Settings > Administration > System Settings – General Tab. But this worked for me without it.

Enable entity for D365 App For Outlook

Now, let’s enable Customer Subscriptions to be available in the D365 App For Outlook

  1. We will need to add it in the D365 App For Outlook itself. Navigate to Settings > My Apps as shown below
    myAppsIf My Apps is missing from your SiteMap, you can refer to my blog for using the shortcut link to access it – ‘My Apps’ missing from D365 SiteMap
  2. In My Apps, find Dynamics 365 App For Outlook app and open it in the App Designer as shown
    openInAppDesigner
  3. Once you open it, on the right hand side, expand Entities
    artifactEntities
  4. Find that Customer Subscriptions (or your entity which you wish to enable) is not enabled yet.
    entityInAppFound
  5. Enable it by clicking the checkbox. It will now appear in blue and selected
    entityInAppEnabled
  6. It will also appear on the left hand side now
    entityInLeftSide
  7. Simply Save and Publish the changes.
    publishChanges

Entity is Enabled

In your Outlook (OWA of Outlook client app), when you restart or re-open open the app, you’ll see that the entity is enabled as below and you can use it to search and track records against.
entityIsEnabled

And we are done. 🙂

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Office 365 Admin: Quickly Enable Multi-factor authentication for users

Here’s your guide to quickly setup a multi-factor authentication for an Office 365 user.

Manage Multi-Factor authentication

  1. Multi-factor authentication can be managed for the O365 under Services and add-ins. If you are in O365 Administrator, find the Services as shown below.
    addIns
  2. You can find this service called ‘Azure multi-factor authentication’. Select it.
    azureMFA
  3. Open the same and click on Manage multi-factor authentication. Also, I recommend you go through ‘Learn more about Azure multi-factor authentication’ before you proceed for licensing details. Please go through these links: https://docs.microsoft.com/en-gb/azure/active-directory/authentication/concept-mfa-howitworks
    manageMFA
  4. You’ll see a list of users who can be enabled for multi-factor authentication. In this example, I’ll select myself – Priyesh Wagh to enable my multi-factor authentication.
    enableMFA
  5. You can either directly enable for the user of invite them to register from the link provided in the screenshot –
    confirmEnable
  6. And that’s it. Multi-factor authentication is enabled for the user.
    enabled

Setting up MFA for the user

  1. When the user then logs into the system, they are asked to enter, they will prompted to enter additional log in information to setup MFA.
    moreInfoRequired
  2. I will be asked to enter the phone number and select the preference or either phone or text message.
    phoneEntered
  3. And you can proceed with your selected preference of text message or phone call. I’ve selected phone call in this case.
    callingIn.png
  4. And finally, it will be setup
    complted

Logging In

  1. As usual, when you log in. You’ll be asked to enter password.
    enterPassword
  2. Post that, 2-step authentication will take place and as I had selected Phone Call. The system will make a call on my phone and I’ll follow the instructions as asked (asked to press the # key to confirm)
    answerPhone
  3. Or, alternatively, it can ask you to enter the code received on your phone in text message.
    enterText

That’s it. Simplest way to get started with MFA. Furthermore, you can make the users to create App Passwords and enter contact methods etc. among other features as shown below –

otherOptions

Hope that was easy!

D365 AI for Sales: Notes Analysis feature

Turn on Notes Analysis

Make sure you’ve enabled D365 AI For Sales for your organization. For more information on enabling D365 AI For Sales, check my blog on Enable Dynamics 365 AI for Sales in v9.1.x

You can turn on Notes Analysis once your D365 AI For Sales is setup. Navigate to Settings > Sales AI and look for Notes Analysis and turn it on like so if it appears Disabled –

enableNotesAnalysis

Simply turn it on.

Notes Analysis at work

Remember, you’ll need to have the Timeline control enabled in you D365 Unified Interface. Timeline control is available for Contacts, Opportunities, Leads, Accounts and Case forms (COLAC).

Now, with a normal Note put on Accounts in the Timeline, you’ll see this – where you have your usual Note entered and it appears that it isn’t clickable.

normalNote

But, with the Notes Analysis turned on, you’ll be able to perform Actions on the same.

noteAnalysisRecord

The Note is now a clickable link and once you click on it, based on the context of the Note entered, it will show actionable item to be performed.

 

Notes Analysis can provide suggestions like creating activities, tasks, contacts etc. I’ll keep exploring what else it can do and let you all know!

Missing ‘Dynamics 365 App For Outlook’ from Settings in Dynamics 365 v8.2

Hi Folks!

Recently came across a scenario where I was using v8.2 of Dynamics 365 Online and I wasn’t able to find Dynamics 365 App For Outlook in the Settings area.

missingApp.PNG

Fret not! App is enabled for you already if you even an Exchange Online license. But, at times if you don’t see this – just visit this URL as below:

https://[Your_Organization].crm.dynamics.com/tools/appsforcrm/AppForOutlookAdminSettings.aspx

appView

 

 

Hope this quick tip helps!

Tip on Required Fields – Forms v. BFP

Required fields behave differently on Dynamics 365 Forms as that of on the Business Process Flow. Especially when you have ‘Disabled’ them.

On Forms –

Once you have disabled a required field on the Form, the Save action ignores the same and lets you save the record.

onForm

For obvious reasons, the required field on the BPF is ignored when you save the record on the form with all required fields filled in.

 

On BPF –

The required field cannot be ignored to move the Business Process Flow to the next stage!

onBPF

 

You’ll discover this soon. Hope this helped. 🙂

Shared Mailbox in Office 365

Now often, you want to have a common mail address for everyone within a team to monitor and interact through like info@domain.com or support@domain.com

Office 365 provides this capability with something called as Shared Mailbox.

Features of Shared Mailbox

  1. Shared Mailbox doesn’t need an Exchange license.
  2. Shared Mailbox doesn’t have its own credentials. Users add this mailbox to theirs and use their own credentials to access it.
  3. Shared Calendar is available in a Shared Mailbox where everyone can see who is available when

 

Setting up Shared Mailbox

  1. You’ll need to be an administrator in Office 365 to be able to create a Shared Mailbox. Navigate to Office 365 Admin Center and find Shared Mailboxes options under Groups.
    optionInO365
  2. Click on Add a mailbox addMailboxButton.png
  3. I’ll call it Sales@domain.com, for example. And click Add.
    mailboxCreated.png
  4. Shared mailbox gets created within moments!
    mailboxInView.png

 

Adding Users to the Shared Mailbox

Only users who have an Exchange Online license can be added to Shared Mailboxes.

  1. Click on the mailbox and then on Edit in Members area to add O365 users to the mailbox as shown below
    mailboxDetails.png
  2. Click on +Add Members to add users to the mailbox
    addMembers.png
  3. You’ll find all the members who already have an Exchange Online license are eligible for adding to the shared mailbox.
    eligibleMembers
  4. I selected both the users seen in above step to add to the Shared Mailbox.
  5. Those members are seen on the detail pane of the selected Shared Mailbox as shown below
    membersAdded.png

    Adding Shared Mailbox to Outlook

    I will the OWA example in this blog to show how to add the shared mailbox to the user’s Outlook

    1. Let’s assume we have the mailbox pwagh@cft79.onmicrosoft.com and we want to add the shared mailbox sales@cft79.onmicrosoft.com to pwagh’s mailbox.
    2. In OWA, right click on the root folder of the mailbox and click on Add shared folder
      addMailboxToOutlook.png
    3. Start typing the name of the Shared Mailbox and it should auto-populate the same for you. Select the Shared Mailbox and click Add.
    4. The mailbox should then appear in your OWA.
      mailboxAddedToOutlook.png

    Note: It takes a few minutes until the Shared Mailbox is accessible from your mailbox after adding it

     

    Hope this was helpful.