4 Microsoft Dynamics CRM tips to help you become a superuser

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Microsoft Dynamics CRM is a customer relationship management (CRM) software package from Microsoft. Dynamics CRM is intended to help users improve the productivity and effectiveness of their sales and marketing campaigns and get better business insights, especially by integrating with other Microsoft products such as Office 365.

If you’re like most Dynamics CRM users, you’ll want to get the most mileage out of the application, uncovering any hidden tips and tricks that’ll help you along the way. In this article, we’ll go over 4 Microsoft Dynamics CRM tips that’ll help you become more efficient.

1. Know your keyboard shortcuts

Time is money when you’re working with CRM software, and every little bit can help you become more productive.

Let’s start our Microsoft Dynamics CRM tips with some of the most useful Dynamics CRM keyboard shortcuts.

  • Shift + Tab: Move backward to the previous field or option (just as Tab moves you forward to the next one).
  • Ctrl + [: Switch to the first tab on the command bar.
  • Ctrl + ]: Switch to the last tab on the command bar.
  • Ctrl + K: Automatically fill the current field with the correct value after typing a few letters.
  • Ctrl + Shift + S: Save and create a new document or workspace.
  • Alt + S: Save and close.

2. Add members to different marketing lists

Since the release of the 2015 version of Dynamics CRM, you can now add Leads, Contacts or Accounts from one marketing list to another marketing list. This saves you the time and effort of looking up and adding each member individually.

Here’s how you can do this.

  1. Under Marketing, select the Marketing Lists option.
  2. You will see a list or grid view of your active marketing lists. Click on the list whose members you wish to add to another list, and then click on the Record Associated View icon.
  3. Select the members of the list that you want to add to another list, and then click on the ellipses icon. Click on “Add to Another Marketing List.” From here, you can select the desired list or create a new list.

3. Use business rules

One of the benefits of CRM software such as Dynamics CRM is the ability to define your own business rules.

In Dynamics CRM, business rules are pieces of business logic that can be expressed by non-technical users, without having to write code in a programming language such as JavaScript. This empowers business users because they no longer have to wait for developers to do the work they need.

In fact, this is so powerful that our list of Microsoft Dynamics CRM tips wouldn’t be complete without it.

For example, users can define a business rule that hides a field or changes the value of it based on the size of a value in another field.

To use business rules in Dynamics CRM, select the Fields or Business Rules section beneath a given entity when you’re in the Solutions section. Keep in mind, however, business rules can’t replace all the functionality you can achieve with JavaScript.

4. Automatically generate documents

Sales and marketing campaigns are absolutely rife with piles of paperwork that must be created and reviewed. You can save yourself time and improve your customer relationships by automatically generating templates in Microsoft Word.

Here’s how to do it.

  1. From the Settings menu, select Processes. Create a new process of type “Workflow” on the Campaign entity, and set the scope to Organization.
  2. Set the workflow to run when record fields change and select the field as “Status Reason.” Click on Add Step > Check Condition, and then Add Step > Perform Action. The Action should be “SetWordTemplate.”
  3. Click on Properties to the right of Action, and choose the “Selected Template” that you want to generate. Finally, choose the Target to be your current campaign.
  4. Save and activate the workflow.

Unlocking the power of OneNote

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With Office 365 now in use in more than 120 million businesses around the world, interest in OneNote is higher than it’s ever been before. But this surprisingly versatile bit of software is still rarely used to full effect.

For the most part, this is because users are unaware of the wealth of built-in features that could be making their lives a whole lot easier, or streamlining the working processes of their whole office.

However, you don’t need to be an IT pro to make smarter, more efficient use of OneNote. Here are seven tips, tricks and shortcuts that will help you unlock the power of OneNote and put it to work effectively in your company.

Password protection

Robust cybersecurity is essential for any sensitive files or data. Sometimes, however, you may also want to password protect an internal document or notebook simply in order to give different users different levels of access.

OneNote has a feature specifically for this. What’s more, it’s extremely quick and easy to use, with password protection available in just a couple of clicks from the “Review” tab.

Simple, efficient email

OneNote allows any user to quickly and simply email their notes. By using the “Email Page” button, any user can send an email-friendly copy of the contents of a given page—including attachments and embedded files—to any number of addresses.

This is ideal for sharing minutes after a meeting, but this feature is also frequently used as a quick and simple way to transfer notes between devices even in the absence of a cloud.

Embed, embed, embed

One of the most useful things about OneNote is that it allows for the embedding of lots of different kinds of data. You can, for example, embed an Excel spreadsheet into a OneNote page. This makes the information from the spreadsheet instantly available, without the need to attach or refer to another file.

Videos, audio clips, and content from a variety of websites including YouTube and Slideshare can also be seamlessly embedded.

Transcribe from images

Pulling text from images may not be an everyday job, but when it’s necessary it can be a slow and labor-intensive process. OneNote contains a tool designed to streamline this process by copying text from an image with a single click.

The “Copy Text From Picture” option (shown when an image in OneNote is right-clicked) copies text directly to the clipboard, from which it can be pasted wherever the user requires.

Dock OneNote

Although it may seem trivial, the ability to dock OneNote to the side of a screen can be a massive productivity enhancer. It allows users to take notes from videos, websites or another program without constantly flicking back and forth between the two.

It’s super convenient to have those notes immediately at hand when, for example, making a video call or completing another task.

Employ page templates

Page templates are exactly what they sound like. They allow users to set up and save a document with a range of features such as text boxes and checklists. A clean version of this template can be opened any time it is required, making this a feature which can be applied to great effect across an office.

If you want to unify the way in which your employees take notes or approach another common task, OneNote page templates are a vital resource.

Check your history

Relatively few users are aware that OneNote preserves a version history for each and every notebook it handles. This means if a section is deleted in error or some vital notes are edited out of existence, the key information can be easily retrieved by referring to a past version of the notebook.

This is no replacement for a full backup solution, but it can be extremely useful on a day-to-day basis!

5 amazing things you can do with cloud ERP

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Cloud ERP (Enterprise Resource Planning) is changing the business game. According to Forbes, “Cloud ERP is the fastest growing sector of the global ERP market with services-based businesses driving the majority of new revenue growth.”

They cited the increased flexibility and speed of cloud ERP as chief factors in the fast-emerging system’s success.

What does this mean for growing SMBs? In addition to the myriad advantages cloud systems provide over their on-premises counterparts, making use of cloud ERP opens the door to some interesting capabilities you might not have considered. The following are just a few examples.

1. You can go mobile

If you’re accustomed to using on-premise ERP, you already know you have to stay connected into the local server to gain access to it. This isn’t the case with cloud ERP.

As a cloud-based system, you can pull up information from your cloud ERP anywhere you have an internet connection, on almost any device. This increased availability translates to an improved ability to collaborate with your team and freedom to engage in critical business while on the go.

2. You can streamline your operations

As a function of cloud ERP’s accessibility and mobility, you can streamline your business operations and productivity. You needn’t wait for an onsite connection to perform critical tasks. You can perform those tasks wherever and whenever you choose.

Let’s use accounting as an example.

Working in tandem and on the go, you and your team can ensure that accounts are always accurate and current. This also grants a real-time look at your accounts/finances—an invaluable benefit in situations where every moment counts.

3. You can scale more easily

With cloud ERP, you aren’t “locked in” as restrictively as you might be with on-premise ERP. This means you can scale-up—adding new features and functions as they become necessary—more easily. You can grow at your own pace and improve your business more strategically than before.

4. You can stay up-to-date automatically

When using on-premise ERP, the downtime and scheduling woes of software updates are often a major hassle. You might have to shut down your system entirely to perform said updates, and may even lose some of the customizations you had in place.

With cloud ERP, you can perform updates automatically without affecting your business or losing integrations and customization. The process is quicker, simpler, and more conducive to allowing your business to continue moving ahead at full steam.

5. You can maintain tighter security

With cloud ERP, you can manage security concerns more easily than with on-premise ERP. The cloud-based solution mitigates the need for team members to save sensitive files to their devices. They can access what they need through portals and dashboards.

And in the event a device goes missing, you’ve reduced the likelihood of important information falling into the wrong hands.

A dual advantage here is that with most of your information stored in the cloud, you’re already ahead of the curve if disaster strikes at your place of business and you need to implement your business continuity plan to stay in action.

Keep the cloud in mind when selecting your ERP

The amount you can do with cloud ERP will often outclass what’s capable with an on-premise ERP system. Be sure to work with a provider who understands the finer points of cloud ERP implementation to maximize your potential benefits.

Client Testimonial: JA Watts

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“I definitely think CCS Technology goes above and beyond in terms of customer service.”

– Cynthia Yang
HR Generalist, JA Watts

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3 different approaches to CRM systems

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It’s essential that you have a CRM system (Customer Relationship Management) for managing customer data. Deciding which type will best fit the needs of your business will depend on various aspects of your company, including your budget and who’ll be using it.

There are three general types of CRM systems to choose from.

Implementing a basic CRM system

A basic CRM system is your general cloud-based implementation. The configuration would be limited to UI layout, with built-in configuration that would edit necessary fields. This type of CRM typically does not include any type of customized coding or involve any extensive processes.

This is a basic cloud solution that can provide standard functions, yet is still powerful enough to make a difference for your company.

Using this type of CRM system, you would likely focus on one single component of the modules such as sales, which would further limit the scope. Pre-built additions can be added to the basic CRM.

A basic CRM also involves transferring data of your accounts, contacts and leads into a CRM application. It won’t be necessary for the user to have all the data entered manually before using the application. With a basic CRM, a company can implement and use the CRM solution with a minimum amount of costs and in the shortest time. Some of the benefits include saving time in tracking and consolidating customer information.

Choosing a standalone CRM system

Standalone CRM is considered the superset of a basic CRM system.

This will involve the implementation of more complex processes including custom reporting, custom views, customized workflows and add-ons. Some of the benefits include the following:

  • Send automated emails or notifications
  • Gather and accurately maintain customer information
  • Analyze data and uncover various trends
  • Improve your customer service

It’s important to note that the data migration sometimes involves multiple sources which can require the need for data cleansing.

For a company that decides to use a standalone CRM, employee training will be required. CRM training for administrators will also be required if the business plans to self-maintain this kind of CRM application. This training will help those using the system gain greater efficiency and enable your company to better understand and meet the needs of your customers.

The benefits of an integrated CRM system

Integrated CRM includes the range of a standalone solution while integrating the CRM application with an external system. An external system could include an ERP application, different websites or some type of home-grown application.

This enables the systems to share data.

The integration of systems can be accomplished by either using some type of commercial off-the-shelf middleware application or by custom programming. By creating your own website to function seamlessly with the CRM system you’ll find there are several benefits for your business.

  • Maximize the company’s overall operational efficiency
  • Increase and improve the automation process
  • Spend less time on administrative duties
  • Increase employees’ time spent marketing and servicing customers
  • Eliminate the duplication of data entry
  • Provide synchronization for all your data
  • Provide better leads for your sales team

Companies using an integrated CRM solution will need to provide training for their employees. And, like a standalone CRM system, administrator training for an integrated CRM will also be needed if the company plans to self-maintain the CRM application.

We recommend finding an experienced technology company to assist with both implementation and maintenance of your CRM system, no matter which type you choose. Many managed IT services providers can help with your CRM, in addition to other critical areas like cloud solutions, enterprise resource planning, security services and basic IT support.

Phishing 101: What it is, how it works and how to avoid it

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Ever gone fishing? The cybercrime phishing works in a very similar way.

Tech-savvy con artists bait an email hook, send them out into the internet waters, and pull in personal information that can help them gain access to protected systems.

You know what this means, right? That Nigerian prince doesn’t actually need help transferring “much funds” to “American dollars US.” In fact, if you click on that link, you’re the one likely to suffer heavy losses.

It’s better if you don’t respond at all.

Phishing can also include attachments that download malicious code onto your systems. Keylogging software and other information-gathering viruses give malicious coders access to sensitive data like logins and passwords. Just opening the wrong email could put your entire company database at risk.

Understanding the risk

With phishing, hackers have an easy way to attack that can be highly profitable. Consider the fact that the average cost of a successful phishing attempt on a mid-sized business comes with a $1.6 million price tag.

Enterprise businesses are not exempt, even with massive IT departments and increasingly complex security protocols.

Spear phishing, more targeted phishing attempts that mimic other known users, make up 95 percent of all attacks on enterprise businesses. If you received an email from the CEO, you’d probably open it too—even if it turned out it was from a hacker.

Leaving the bait on the hook

Keeping your company safe from phishing attacks starts with something very basic: education.

Give your employees examples of some of the most sophisticated attack scenarios and strategies to avoid them. For example, if you get an email from “Google” asking you to log in, never use an embedded link. Always load websites using the actual URL, not hyperlinks provided via email. This avoids the risk of spoofed pages designed to capture login credentials.

Ignoring attachments also helps eliminate the risk of ransomware downloads.

In addition to educating your workforce about the most common lines of attack, you can also institute some company-wide defense strategies and tools.

Better passwords using management software

Encouraging your employees to use strong passwords is helpful. But the longer and more complex the password, the more likely users are to write them down, send them to an accessible email box, or otherwise immediately undo their increased security.

Password management software can take care of the problem by automatically filling in software and password information on recognized sites. When the password manager doesn’t recognize the site, it’s a warning sign to employees about a possible spoofed site.

Social media monitoring

Email phishing is still the most common form of phishing, but social media platforms also offer an avenue of attack.

Using fake accounts, hackers can approach your employees through less guarded communications like social media. Monitoring what happens on corporate social accounts and teaching your workers about the risks of corporate espionage through social contact can go a long way toward minimizing your risks.

Partnering with a cybersecurity expert

Small businesses rarely have the budget to support an in-house IT department, and even when they do, cybercriminals are relentless. The number of cyberattacks creeps up every year, leaving you with some tough choices.

Thankfully, it is possible to get high-level protection against phishing without investing in more top-level salaries. Talk to your managed services provider to see how they can provide the defenses you need against phishing attacks, without the cost that comes with a whole new department.

The cybersecurity employee training checklist

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By 2019, it’s estimated that cybercrime will cost more than $2 trillion and affect businesses across the world. The numbers indicate how serious this issue is. However, what many business owners don’t realize is what their biggest risk actually is.

Their employees.

Effective cybersecurity employee training is an essential step when it comes to protecting your company. After all, a secure business is a protective one.

Creating, planning and executing cybersecurity training can seem daunting; however, with the tips here, it doesn’t have to be.

What employees need to know to protect your data

While cybersecurity employee training is imperative. And the foundation for network security training is simple. You need to make sure your employees fully understand their role in this.

Some of the things employees should know in include:

  • They have a responsibility to protect company data.
  • Proper document management practices need to be used, along with notification procedures.
  • Passwords need to be strong and secure, so they are not easy to guess.
  • Ensure employees understand that they are not allowed to install unlicensed software on any of the company’s devices.
  • Internet use needs to be restricted to sites that are known to be safe.

How to ensure your employees receive proper cybersecurity training

You almost certainly have anti-virus software, intrusion prevention systems and a strong firewall to protect your network. And even with all of that, isn’t possible to block every single threat out there.

As a result, you have to be able to rely on your employees to keep the network safe.

After all, these are the individuals who are on the front lines. They’re determining whether or not they should download that mysterious email attachment, or click on that oh-so-tempting pop-up ad. One of the best ways to ensure they make the right decision is with quality, cybersecurity employee training.

Provide ongoing cybersecurity training

Cybercriminals and hackers are always looking for new and innovative ways to “trick” even the most experienced users into downloading malware or responding to a malicious email. If you want to ensure your workers don’t fall for these tricks, it’s essential to let them know these threats exist.

Not only do you need initial training when you first hire a new employee, but also ongoing training to ensure that your network is protected from the latest threats out there.

There are some businesses that even send out daily security tips via email to their workforce. Not only is this beneficial in keeping everyone informed, but it helps to keep cybersecurity top of mind.

Make security something personal

When you have employees who aren’t directly involved in your company’s technology efforts, then network security may seem like a foreign concept. However, most of your employees have purchased something from their home computer with a credit card.

You can use this very practical, relatable example to help make your business’s security more personal for your employees. They’re likely careful with their credit card number. They need to be careful with company data, too.

Help them understand that their information is best protected when they follow certain security policies that have been designed to keep the network safe.

Be accessible to employees

Part of cybersecurity training for your employees should include letting them know who to turn to if they experience any type of network security incident, or if there are any questions about cybersecurity. If you don’t have an IT support team on-site, be sure your employees know how to get support and help from your service provider.

Keeping your data safe

If you want to ensure your small business’s network is secure, it starts with proper cybersecurity employee training. Be sure to play your part. Protecting your company’s sensitive information is serious business.

If you need additional help with your cybersecurity employee training, consider reaching out to a security expert. Most managed services providers can help you achieve an optimal level of security and protection.

Client Testimonial: Reinke Supply

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“They got all the hardware for us. They changed our server. We now have a whole new email system.”

– Kathryn Rosanova
CFO, Reinke Supply Co.

What about you?

If you’re interested in seeing what CCS Technology can do for your company, let’s get the conversation started. Just fill out the form below and a friendly member of our team will be in touch with you shortly.

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Spoofing: What it is and how to avoid it

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Cyberattacks cost businesses around the world about $15.80 million per company, according to estimates. And the number of security breaches has increased. In fact, the World Economic Forum’s Global Risks Report 2018 says that cyberattacks are now just as threatening as natural disasters such as extreme weather events and catastrophes.

One of the most commonly used scams that businesses are falling prey to is known as spoofing. Let’s take a closer look at what spoofing is and how you can avoid it.

What is spoofing?

Spoofing happens when a hacker gains access to your computer systems and is able to steal personal or sensitive information. That information can be as simple as passwords or as complex as business data.

You may have come across an attempt at spoofing before—for example, in the form of a suspicious email that promises cash rewards or an ad with questionable links. However, spoofing is not limited to spam emails. An intruder can use caller IDs or get you to click on a uniform resource locator (more commonly known as a URL).

There are several types of spoof attacks. Probably the most common are phishing emails, where you are sent a link and then given the option to download something. Even if you clicked the bait, usually nothing will happen unless you download the attachment.

How to safeguard yourself from spoofing

To protect yourself and your organization from spoofing, the best course of action is to avoid clicking any shady-looking links. And never download attachments unless you are absolutely sure the sender is legitimate.

If you have been the victim of URL spoofing, spammers may have attempted to infect your computer’s hardware with a virus. This is why it’s essential to install firewalls. Otherwise, you are putting your business—and your clients’ data—at risk.

You may think of cybercriminal activity as something that is unlikely to affect you or your business. But at the rate the threat is growing, it’s something to take seriously.

A 2017 Juniper Research report forecasts that the number of personal data stolen by spoofing attackers could reach 5 billion in 2020. The authors of the report expect businesses around the world to lose a combined amount of $8 trillion over the next few years.

On your side

If you take a proactive approach to cybersecurity, you are less likely to become a victim of a cyberattack. The first thing to do is examine where your walls of defense may be weak and get expert help to protect your organization.

A little self-directed proactive education can really help in this department. Take the time to keep up with industry news and pay attention to cybersecurity headlines. You can also follow our blog for everything you need to know about cybersecurity, spoofing and business data analytics.

Also, contact your as can a managed IT services provider. They’re there to help. All those years of experience providing IT support and managed IT services make a huge difference when it comes to protecting your business from cybercrime.

This is social engineering in action

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In the simplest terms, social engineering is manipulation. It plays on the frailty of the human psyche.

According to CSO, it doesn’t matter if your company has the best defensive technologies and physical security in place. If a sneaky social engineer can trick your employee into giving out a password, you’re still at risk.

There are several aspects of social engineering in the business world that you need to know about so you can avoid it.

Pretexting

Pretexting involves setting up a false scenario such as pretending to be an official from a bank. The victim thinks they’re talking, emailing or texting someone legitimate who just needs more information about an account. Sometimes the attacker even pretends to be providing an IT service.

The attacker will then insist that certain information is needed in order to fix a problem or to confirm an employee’s identity. This method relies on exploiting a relationship built on trust.

Tailgating

Digital Guardian defines tailgating as a situation in which someone without authorization simply follows someone with authorization into a restricted space. This is a type of physical social engineering.

For example, someone might ask to borrow your access card, claiming they forgot their own. Or someone might ask to use your laptop or phone, using the opportunity to install a virus. The absolute simplest example is when one person asks another to hold a door open for them.

Phishing

This is probably the most common form of social engineering used. Fraudulent information is passed off as legitimate in an attempt to get you to install malware on your network, computer or mobile device.

Most of these kinds of cyberattacks begin with an email. Unfortunately, many of your employees may assume email is basically safe. All it takes is one employee clicking on the wrong link.

Baiting

Baiting happens when someone puts a malware-infected CD or flash drive in a place where another person is likely to find it.

The attacker is counting on someone finding the infected device and loading it onto their computer. Once it has been loaded the attacker has access to that person’s system . . . and you have a potential data disaster.

Tips for avoiding social engineering

The first step for avoiding social engineering is knowing who and what you can really trust. No matter what industry you’re in, there are several steps your organization should take to prevent social engineers from wreaking havoc.

Conduct random tests

You should periodically test your employees to discern how easily they succumb to various social engineering threats.

Fight phishing

Reduce phishing attacks by refraining from opening any links in emails from unknown senders. When in doubt, it’s always better to delete suspicious emails.

Require identification

You can eliminate pretexting and tailgating by insisting on identification before letting anyone enter any area of your business.

Continual education

Social engineers are constantly changing and upgrading their tricks, making it imperative to keep your staff trained and updated on what to look out for and avoid.

Choose the right IT company

An experienced IT company should be reliable, responsive and have years of experience and expertise.

Wrapping up

Social engineering can be just as complex as hacking. The only real difference is it adds an especially frustrating psychological twist.

We highly recommend partnering with an IT provider who understands all levels of security your company needs. Complete IT support should include technology as well as thorough employee training.