81060 Configuring Dynamics 365 Labs

Before you begin

All of the labs used in this course have been designed to work with Dynamics 365 Online. We recommend that prior to
doing the labs that you sign up for a Dynamics 365 Online Trial organization. The Specific steps on how to signup are
located below.

Obtaining a Dynamics 365 Trial

1. Open a web browser and navigate either search for “Dynamics 365 Online Trial”, or navigate directly to the trial
address. In the United States, the address is https://www.microsoft.com/en-us/dynamics/crm-free-trial-
overview.aspx

2. For purposes of this training, we recommend that you Do Not Click the Try it Free button:
a. This is for the Dynamics CRM Concierge Service, in which an agent will guide you through the application and
specific Scenarios.
b. It’s a wonderful service, but your organization will not be set up immediately. For training purposes we want it
setup right away.

3. Locate and click, No thanks, I’ll get started on my own. (Located about half way down the Page)
a. Fill out all of the Registration information and click Next.
i. Note: All this information is required

4. Next you will be setting up the primary account and organization information for you trial organization. Be sure
to take note as you will need this later
a. Enter a username that you want to use as the primary user account for your trial
b. Enter a name that you want to use for you trial organizations name
i. The name you choose will be validated to determine if it is available
c. Create and Confirm a password that you want to use from your Trial Organization
d. Click Next

5. You will need to Prove you are not a robot by entering in a confirmation code that can be either sent to you via a
Text or Phone call.
a. Choose either Text or Call
b. Enter your full 10 digit phone number
c. Click the Text me or Call me Link
d. After you receive your Code, enter it into the Verification Code Field
e. Click Create my Account

6. As your Account is being created you will be sent to a screen that will provide you with the following
information:
a. The Office 365 sign-in page: https://portal.office.com
b. Your user ID: Ex. [email protected].

7. Once everything completes, click the You’re ready to go… link

8. You will need to provide some finial details for your trial organization,
9. Accept the defaults, and click Finish
10. You will be presented with a Getting Setup Page.
11. Once complete you will be given the Link to your Dynamics 365 Trail organization.
a. We recommend bookmarking it as you will be using it often through the rest of the course.
Module 1: Configuring Dynamics 365
Practice 1.1: Configure Business Units, Users, and Teams

Before you Begin.

All of the labs in this course are designed to walk you through the process of building and customizing a completed
Microsoft Dynamics 365 environment. The tasks that you will be asked to do in each module will often require that you
have completed all of the task in previous modules. We highly encourage you work through each modules lab in order
to ensure that labs further on will work appropriately.

Scenario
You are working for an organization that has configured a development or test environment alongside their live
Microsoft Dynamics 365 system. You are configuring this development system in order to test changes that are required
before transferring them to the live system.
You have three users who will be acting as representatives and will be supporting customers testing product prototypes.
They will eventually need different levels of access to Entities such as cases.

You need to setup you organization for the customizations that you will be making as we continue through the course.
This will include the creation of Business Units, User Accounts, and a Team that will be used to demo specific concepts.
This will also include the creation of several business units in the application.

Exercise Scenario
To properly test the changes you will be making to the system, you need to replicate the production environment, on a
limited scale. Three users, Alan Jackson, Connie Watson and Ben Burton will be performing much of the user acceptance
testing (UAT) so we need to add them to our environment and ensure that they are in the same the appropriate
Business Unit based on their role and function so that moving forward the roles and privileges assigned to them are
tested properly.

Task 1: Add Users to your Office 365 Trial Subscription

High Level Steps

1. Create user accounts for Alan Jackson, Connie Watson, and Ben Burton.
2. Assign a Dynamics 365 License to Each User.

Detailed Steps

1. Create a user account in O365 for Alan Jackson.

a. In a web browser, navigate to Https://portal.office.com.
b. Enter the username you created when you signed up for you trial. Ex.
[email protected].
c. Enter your Password.
d. Check the Keep me Signed in Check box.
e. Click the Sign in button.
f. Under the Office 365 Admin Center (Left side of screen), locate and select USERS.
g. Select Active Users
h. Click the Plus sign to create a new user.
 i. Enter the user information as noted below
i. First Name = Alan
ii. Last Name = Jackson
iii. Display Name = Alan Jackson (Should auto-populate)
iv. User Name = Alan
j. Click Type Password
k. Enter a pass@word1 for the password
l. Re-enter pass@word1 again to confirm
m. Uncheck Make this person change their password the next time they sign in
n. You do not need to assign a license at this point
o. Click Create

2. Repeat the Steps above to create user accounts for Connie Watson and Ben Burton using the information
below.

Connie Watson Ben Burton

First Name = Connie First Name = Ben
Last Name = Watson Last Name = Burton
Display Name = Connie Watson Display Name = Ben Burton
User Name = Connie User Name = Ben
Password = pass@word1 Password = pass@word1
Uncheck Make change password next time they sign in Uncheck Make change password next time they sign in

3. Assign each user a Microsoft Dynamics 365 Online License

a. Each user should have automatically been assigned a CRM license when they were created, since your trial
account only have Dynamics 365 Online, but you may at times need to assign a user license.
b. In the All Users view.
c. Click the Check Box next to Alan, Connie, and Ben to select their accounts
d. Click Edit.
e. Under Details, click the Next button.
f. Under Settings, click the Next button.
g. Under Assign Licenses, Select Add to existing license assignments.
h. Locate and Select Microsoft Dynamics 365 Online
i. All items underneath will also be selected
i. Click Submit
j. Click Finish

Task 2: Create the appropriate Business Units

Since the users have been created, you now need to create the specific business units that will used to assign each of the
users to in the application. These business units will serve as the foundation for the application security that you will be
configuring in the next module.

There are 5 Business that need to be created. Each of them will have a specific parent Business unit. The table below
outlines the details about the business units.

Name Parent Business Unit

Sales Root Business Unit
Marketing Root Business Unit
 Service Root Business Unit
Channel Sales Sales
Consumer Sales Sales

Note: The root business unit will be the business unit that was created when you first setup your trial organization.

High Level Steps

1. Add Business Units to your organization based on the information outlined in the table above.
2. Move users to the Business Units as described in the exercise scenario.

Detailed Steps
1. Add Business Units to your organization based on the information outlined in the table above.
b. On the navigation bar, click the Main button (Looks like three lines), select Settings, then click Security
under the System heading.
a. Click Business Units.
b. Just above the list of Business Units, click the New button.
c. On the New Business Unit screen, enter Sales into the Name field.
i. Do not change the Parent Business Unit.
d. Click Save and New (located just to the right of Save and Close).
e. Enter Service for the Name, and click Save and New.
f. Enter Marketing for the Name, and click Save and Close.
g. On the list of Business Units, click New.
h. Enter Channel Sales for the Name.
i. Click the lookup icon in the Parent Business field.
j. Select Sales.
k. Click Save and New.
l. Enter Consumer Sales for the Name.
m. Click the lookup icon in the Parent Business field.
n. Select Sales.
o. Click Save and Close.

a. Move users to the Business Units as described in the exercise scenario.

b. In Dynamics CRM, navigate to Settings > Security.
c. Click Users.
d. In the Enabled Users view, Select Alan Jackson and Connie Watson in the view.
e. On the command bar click More Commands.
f. In the drop-down list click Change Business Unit.
g. In the Change Business Unit dialog click the lookup button and select the Service Business Unit, and then
click OK.
h. In the Enabled Users view, select Ben Burton.
i. On the command bar click More Commands.
j. In the drop-down list click Change Business Unit.
k. In the Change Business Unit dialog click the lookup button and select the Marketing Business Unit.
 l. Click OK.

Task 3: Create the Product Development Team

A Team called Product Development is going to be used later for different purposes including record security. You will
need to create the Team now so it can be used in later modules.

High Level Steps

1. Create a Team called “Product Development” in the Marketing Business Unit.
2. Add Alan Jackson to the new Product Development Team.

Detailed Steps
1. Create a Team called “Product Development” in the Marketing Business Unit.
a. Navigate to Microsoft Dynamics 365 > Settings > Administration (you might need to scroll to the right to
reach Administration).
b. Click Teams.
c. On the command bar click New.
d. In the New Team form enter Product Development in the Team Name field.
e. In the Business Unit field click the lookup button, and then click Look Up More Records.
f. In the Look Up Record dialog box, select the Marketing Business Unit and then click Add.
g. In the Administrator field select the Administrator user using the lookup button.
h. On the command bar click the Save button.

2. Add Alan Jackson to the new Product Development Team.

a. In the Team Members section of the form click the Add button.
b. Click the lookup button and select Alan Jackson from the list.
Module 2: The Dynamics CRM Security Model
Practice 2.1: Configure Dynamics CRM Security

Scenario
Gail Erickson is Head of Customer Services at Adventure Works Cycles and she has asked you to make some changes to
Security Roles because the current permissions no longer fit the business requirements for her department. She wants
to do this using a new Security Role so you can replace the existing role for only a few users at first to make sure the new
privileges are sufficient for them to continue to do their usual work.
Gail only wants Customer Service Representatives (CSRs) to be able to assign their own Cases, so they can give away a
Case they own but not take one from a colleague (managers will still be able to reassign Cases between Users however
they want to).

She has discovered that CSRs have privileges to delete sales records they own such as Quotes. She does not want them
to be able to delete any sales records at all, so if a CSR has created a Quote they would have to go through the step of
closing it as Lost rather than simply deleting it. This will enable more realistic reporting of the rate of success of sales
generated by the customer service department for chargeable services.
In order to support the new product development (NPD) process, some members of the marketing department
responsible for managing prototype testing will need to be able to create Cases and associate these to a Contract record
for the prototype to track the effort and cost of the support provided but without charging this to the customer doing
the testing. A new Security Role is needed to give selected marketing Users access to create and manage their own
Cases and assign them to Contracts owned by marketing Users, but not to edit an Contracts outside the department.

Some users in the customer service department need to assign cases created and owned by staff in the marketing
department in order to pick these up and work on them to support customers who are testing prototypes. You need to
create a Security Role that will later be assigned to a Team in the Marketing Business Unit to achieve this objective.

Lab Setup
Before doing this lab you need to have completed the lab “Create Business Units and Teams” in the module
“Configuring Dynamics 365”.

Exercise Scenario
In this exercise you need to create a new role called AWC CSR that is a copy of the existing Customer Service
Representative role. The AWC CSR role must then be customized as shown in the following table (leave all other
privileges at their current setting).

Entity Privilege Access Level

Case Assign User
All Sales entities (use the privilege Delete None
shortcut method)

You also need to create a new role called AWC Marketing as a copy of the Marketing Professional role. The AWC
Marketing role requires the changes shown in the following table (leave all other privileges at their current setting).
Entity Privilege Access Level
Case (use the entity shortcut method, Read Organization
then adjust) All other privileges User
 Contract Write Business Unit

You must also create a new role called AWC NPD, The AWC NPD role requires the following settings:
Entity Privilege Access Level
Case Assign Business Unit

Finally you want to be able to use the Product Development Team to potentially own records. To facilitate this you are
going to assign the AWC NPD Security Role to the Team.

High Level Steps

1. Create a copy of the Customer Service Representative and Marketing Professional Security Roles.
2. Modify the new AWC CSR and AWC Marketing Security Roles.
3. Create a Security Role called AWC NPD and modify it.
4. Assign the correct Security Roles to users participating in testing.
5. Assign the AWC NPD Security Role to the Product Development Team
6. Create test Case records to test Access

Detailed Steps
1. Create a copy of the Customer Service Representative and Marketing Professional Security Roles.
a. Click Microsoft Dynamics 365, Click the Main button (Looks like 3 Lines).
b. Select Settings, and then click on Security under the System heading.
c. Click Security Roles.
d. Select the Customer Service Representative role.
e. On the menu bar at the top of the list of Security Roles, click More Actions, and then click Copy Role.
f. In the Copy Security Role dialog box, in New Role Name enter AWC CSR.
g. Clear the Open the new Security Role when copying is complete checkbox and click the OK button.
h. Select the Marketing Professional role. On the menu bar at the top of the list of Security Roles, click
More Actions, and then click Copy Role.
i. In the Copy Security Role dialog box, in New Role Name enter AWC Marketing.
j. Clear the Open the new Security Role when copying is complete checkbox and click the OK button

2. Modify the new AWC CSR and AWC Marketing Security Roles.
a. In the list of Security Roles, double-click the AWC CSR role to open it.
b. Click the Service tab.
c. Click the privilege for Assign on the Case entity until it is at User level.
d. Click the Sales tab.
e. Click the Delete column header until the access level is set to None for all sales entities.
f. On the toolbar, click Save and Close.
g. Double-click the AWC Marketing role to open it.
h. Click the Service tab.
i. Click the Case entity label until all privileges have an access level of User.
j. Click the privilege for Read on the Case entity until it is at Organization level
 k. Click the privilege for Write on the Contract entity label until it is at None Selected level.
l. On the toolbar, click Save and Close.

3. Create a Security Role called AWC NPD and modify it.

a. In the list of Security Roles, on the menu bar at the top of the list of Security Roles in the Solution, click
New.
b. In the Security Role: New Security Role form, enter AWC NPD in the Role Name field.
c. In the New Security Role form click the Service tab.
d. For the Case entity, set the access level for the Assign privilege to Business Unit then click the Save and
Close button on the command bar.

4. Assign the correct Security Roles to the users who are participating in testing.
a. In the Enabled Users view, select Alan Jackson and Connie Watson.
b. On the command bar click More Commands.
c. In the drop-down list click Manage Roles.
d. In the Manage Roles dialog check the box next to the AWC CSR role then click OK.
e. In the Enabled Users view, select Ben Burton.
f. On the command bar click More Commands.
g. In the drop-down list click Manage Roles
h. In the Manage Roles dialog check the box next to the AWC Marketing role then click OK.

5. Assign the AWC NPD Security Role to the Product Development Team.
a. Select Settings, and then click on Security under the System heading.
b. Click Teams.
c. Select the Product Development Team.
d. On the command bar click More Commands, and then click Manage Roles.
e. In the Manage Team Roles dialog box, select the checkbox next to the AWC NPD role.
f. Click the OK button.

Note: The Remainder of this lab is optional, if you want to test the functionality to see how it will be presented in the
application as another user you can continue on. You will need to Sign out of Dynamics 365 and log in as the user
account listed below. That can add some extra time to your labs.

6. Create some test Case records.

a. On the navigation bar click Microsoft Dynamics 365, click Service, and then click or point to Service, and
then click Cases.
b. On the command bar click the New Case button.
c. In the Case record, in Case Title, enter Alan Test, and in the Customer field select Adventure Works
(sample) using the lookup button.
d. In the header, in the Owner field, type Alan and press the Tab key.
e. On the command bar click Save, then click New.
f. Repeat steps c through e to create two more Cases called Ben Test and Connie Test, each owned by Ben
Burton and Connie Watson as appropriate.
 7. Test which Cases can be assigned by Alan Jackson.
a. On the Navigation bar, you can click your user account name, and select Sign out
i. Optionally depending on your Browser you can open the window using in private browsing,
which will allow you to sign into a new browser session as a different user without having to sign
out of another session.
b. Navigate to you dynamics organization URL. Ex https://name.crm.dynamics.com.
c. Enter the user name [email protected] and a password of pass@word1 (if you used
that when you created the user) then click OK. Microsoft Dynamics CRM will open and the top-right
corner of the screen will confirm that you are signed on as Alan Jackson.
d. Navigate to Microsoft Dynamics 365 > Service > Cases.
e. Switch to the Active Cases view.
f. Select the Alan Test Case, then on the command bar click More Commands, and then click Assign.
g. In the Assign to Team or User dialog box, select Assign to another User or Team.
h. Type 365 and press the Tab key. The 365 Administrator User record will be resolved and shown in the
lookup field.
i. Click Assign. (Note whether this succeeds or if an error message is displayed.)
j. (Optional) Repeat steps E. through I. for the Ben Test and Connie Test Cases, noting the outcome for
each. You will need to log out and log in as each user.

Note: If you used in private browsing to open a new window, Leave this browser window open for later in this lab and
switch back to the original window where you are signed in using your user account, using the Windows taskbar.
Otherwise, you will need to log out of your organization and log back in using your account
Module 4: Knowledge Management
Practice 4.1: Create a Solution

Overview
With Knowledge Management becoming a more and more critical element in Dynamics 365 organizations, it is
important to understand how to enable and consume this functionality.
During this lab you will run through several exercises that will guide you through the Knowledge Management Process in
Dynamics 365. This will range from enabling the knowledge searching functionality at a system and entity level,
customizing entities to allow searching Knowledge Articles, creating and publishing articles and finally consuming the
articles.

What you will learn how to:

- Enable Knowledge Search
- Add Searching Functionality to the Account entity
- Create, and Publish an Article
- Use Knowledge Search

Practice 4.1: Enable and Configure the Knowledge Search Functionality

In this exercise, you will configure Dynamics 365’s Knowledge Search functionality. In this task, you will first configure
the Knowledge Management option in Dynamics 365 and enable the functionality for the Account Entity.

1. In the Dynamics 365 Web application, Navigate to Settings > Service Management
2. Click Embedded Knowledge Search
3. Under Record Types, Select the Account Entity, verify that Knowledge Solution is set to Dynamics 365
4. Click Next.
5. Click Finish.

Practice 4.2: Customize the Account Entity to Use Knowledge Management

In this task, you will be customizing the Account entity to allow knowledge searching on both the Account form in the
Web Client, and on the form used in Interactive Service Hub.

1. In the Dynamics 365 Web application, navigate to Settings > Customizations > Solutions
2. Click New to create a new Solution
3. Name the Solution: Knowledge Management
4. Set the Publisher to the Default Publisher
5. Set the Version to 1.0.0.0
6. Save the Solution to leave it open.
7. Click Entities and select Add Existing.
8. Select the Account Entity, and click OK,
9. On the select Entity Assets screen check Add All Assets, and click Finish.
a. If prompted, include required missing components.
 10. Expand the Account Entity, select Forms, and Open the Account Main form.
11. On the Insert tab, from the Section option select One Column.
12. Double-click the new section to open properties, enter Knowledge Search in the Label field, and click OK.
13. From the Insert Tab click Knowledge Base Search button.
14. Enter the following:
a. Name: Knowledge_Search
b. Label: Knowledge Search (Display the Label on the Form)
c. Filter Data: All published KB Articles
d. Do not turn on Automatic Suggestions
15. Once finished, click Set.
16. Save and Publish the form.
17. Click Close to close the form.
18. Open the Account for Interactive experience form.
19. Select the Related section, click the Knowledge Base Search button from the Insert tab.
20. Configure the KM control properties as follows:
a. Tab Icon: msdyn_images_actionsArrow.png
b. Name: Article_Search
c. Label: Article Search (Display the Label on the Form)
d. Filter Data: All published KB articles
21. Click Set.
22. Save and Publish the Interactive Form.
23. Close the Interactive Form.

Practice 4.3: Create a Knowledge Article

In this exercise, you will be creating and publishing a knowledge article that will be used with the search functionality.

1. Open your Dynamics 365 online organization Navigate to Settings > Interactive Service Hub.
2. In ISH Navigate to Service > Knowledge Articles
3. Click New to create a new Knowledge Article with the following Information:
a. Title: How do I send out replacement parts?
b. Keywords: replacement parts, returns, service, training, procedure.
c. Description: Learn the process for sending out replacement parts.
4. Copy all of the Text Below

Procedure for Sending out Replacement Parts

Step 1:
Create a Replacement Package associated with the current Case
1. Click in Replacement Packages
2. Click the New Button
3. Click on the Lookup Icon, and click New
4. Enter a Name
5. Click Save

Step 2:
Edit the Details for the Replacement Package
1. Enter the Account into the Customer field
 2. Enter the Contact into the Point of Contact field
3. Locate the Shipping Info Section and Enter all of the following that pertains
a. Ship Date:
b. Shipping Method:
c. Tracking Number:
d. Est Delivery Date:
e. Act Delivery Date:

Step 3:
If you will be processing Returns, Enter the Return Details
1. Set the Return Original Parts field to yes
2. Enter the Number of Parts Required to be Returned

Step 4:
Once all parts have been returned, close the case

5. Click in the content section of the article, click the Paste from Word icon. (If prompted click Allow)
6. Paste the content and click OK.
7. Save your changes.
8. Click More on the Command Bar and Select Publish.
9. Set the information in the Publish dialog as follows:
a. Publish: Now
b. Published Status: Published
c. Expiration Date: One Week from today at Midnight
d. Expiration State: Expired
e. Expiration Status: Expired
10. Click Publish.

Practice 4.3: Test Functionality

Finally, in this exercise, you will be consuming the Knowledge Article from both the Case and Account Entities.

1. In the Dynamics 365 Web application, navigate to Sales > Accounts.

2. Open any existing Account Record.
3. Locate the Knowledge Search Control on the form, enter Replacement Package into the search field.
a. The Replacement Package Article will display in the results.
4. Navigate to Settings > Interactive Service Hub.
a. This may take some time to load as it will need to download the updated customizations.
5. In Interactive Service Hub, navigate to Service > Accounts
6. Open any Account record
7. On the Related Section Click the Arrow Icon to load the Knowledge Search.
8. Enter Replacement Package into the search field, and click the search icon.
9. Click the link icon to link to the record.
Module 5: Introduction to Processes
Practice 5.1: Design a Workflow that automatically creates and Assigns Task
Activities

Scenario
Adventure Works Cycles want to assign follow up tasks to their Account Reps when new Opportunities are created. The first is a
new product prototype, and the second is an enhancement prototype for existing products. Alan Jackson is responsible for testing
and providing feedback for new prototypes and Connie Watson is responsible for providing feedback on enhancements.

When an Opportunity record is created, you need to capture if it is for a new or existing product. If it is new, a task record will be
created and assigned to Alan, and if it is an Enhancement, a task record will be created and Assigned to Connie.

Lab Setup
Before you perform this lab, you must complete the Configure Dynamics 365 and Design a Security Model Labs.

To accomplish this, you will need to create a custom Option Set field on the Opportunity entity.
The Details of that field are below:
Name Type
Data Type Option Set
Values  New
 Enhancement

You need to add that field to the Opportunity form, and then create a new workflow that will run for every user anytime an
Opportunity record is created. It needs to check the type field.

The specifics are below:

 If type = New then create a New Task and Assign Alan as the Owner
 If type = Enhancement, then create a New Task and Assign it to Connie.

High Level Steps

1. Create a new local option set on the Opportunity Entity called Type with New and Enhancement as the Values.
2. Add the Type field to the Opportunity Form.
3. Create a New Workflow that runs for every user when a new Opportunity is created.
4. When the Type field = New, Create a new Task and Assign it to Alan
5. When the Type field = Enhancement, Create a new Task and Assign it to Connie.
6. When the Opportunity does not contain a Type, exit the workflow.
7. Activate and Test the Workflow.

Detailed Steps
1. Create a new local option set on the Prototype Entity called Type with New and Enhancement as the Values.
a. Navigate to Settings > Solutions and click new to create a New Solution.
b. Name the Solution NPD and Feedback.
c. Set the Publisher to the Default Publisher.
d. Set the Version Number to 1.0.0.0.
e. Select Entities, and click Add Existing.
 f. Select the Opportunity Entity, and click OK,
g. On the select Entity Assets screen check Add All Assets, and click Finish.
a. If prompted, include required missing components.
h. Expand Entities.
i. Expand Opportunities.
j. Click Fields.
k. Click New.
l. Enter Type for the Display Name.
m. Set the Data Type to Option Set.
n. Click the Green Plus Sign to add a new option.
o. Enter New in the Label.
p. Click the Green Plus Sign again.
q. Enter Enhancement in the Label.
r. Leave the Default Value as Unassigned.
s. Click Save and Close.

2. Add the Type field to the Opportunity Form.

a. In the NPD Feedback Solution, under Opportunities, click Forms.
b. Open the Main Information form for the Opportunity Entity.
c. In Field Explorer find the Type Field.
d. Drag it just below the Budget Amount Field.
e. Click Save.
f. Click Publish.
g. Click Save and Close.

3. Create a New Workflow that runs for every user when a new Opportunity is created.
a. In the NPD Feedback Solution, click Processes.
b. In the Processes window, click on New.
c. In the Process Name field, Enter Assign Tasks.
d. In the Category field, select Workflow.
e. In the Entity dropdown, choose Opportunity.
f. Click OK.
g. Change the Scope field from User to Organization.
h. Verify that Record is created is selected.

4. When the Opportunity Type field = New, Create a new Feedback and Assign it to Alan.
a. In the workflow designer window, click the Add Step button.
b. From the Menu that appears, select check condition.
c. Enter Check Opportunity Type in the Description.
d. In the condition, select (Click to Configure).
e. Click on Select.
f. Select Opportunity.
g. In the next field, select Type.
h. In the Operator field, select equals.
i. Where it says enter value, click the Ellipsis …
j. In the Available Values, select New.
k. Click the button with the 2 arrows pointing right to move it to the Selected Values.
l. Click OK.
m. Click Save and Close on the Condition.
n. Underneath the condition, click “Select this row and click Add Step”.
o. Click Add Step.
p. From the menu that appears Select Create Record.
q. In the Description, enter Create Task for Alan.
r. In the Dropdown menu, select Task, and click Set Properties.
s. In the Subject field, enter New Product Feedback Task.
t. In the Owner field click the lookup icon, and select Alan Jackson.
 u. Click Save and Close.

5. When the Type = Enhancement, Create a new Task and Assign it to Connie. Add and configure stages for the
Prototype entity.
a. Select if Opportunity Type equals New, then Condition (Everything should highlight blue).
b. Click Add Step.
c. Select Conditional Branch.
d. In the condition, select (Click to Configure).
e. Click on Select.
f. Select Opportunity.
g. In the next field, select Type.
h. In the Operator field, select equals.
i. Where it says enter value, click the Ellipsis …
j. In the Available Values, select Enhancement.
k. Click the button with the 2 arrows pointing right to move it to the Selected Values.
l. Click OK.
m. Click Save and Close on the Condition.
n. Underneath the condition, click Select this row and click Add Step.
o. Click Add Step.
p. From the menu that appears Select Create Record.
q. In the Description, enter Create Task for Connie.
r. In the Dropdown menu, select Task, and click Set Properties.
s. In the Subject field, enter Enhancement Product Feedback Task.
t. In the Owner field click the lookup icon, and select Connie Watson.
u. Click Save and Close.

6. When the Prototype does not contain a Type, exit the workflow.
a. Select if Opportunity Type Equals New, then Condition (Everything should highlight blue).
b. Click Add Step.
c. Select Default Action.
d. Click Select this row and click Add Step.
e. Click Add Step.
f. Select Stop Workflow.

7. Activate and Test the Workflow.

a. From the Command Bar on the Workflow, click Activate.
b. Click Activate to confirm activation.
c. Close the Workflow.
d. Leave the NPD and Feedback solution open for later.
e. Switch back to your Main Dynamics 365 application window.
f. Click the Main button, then navigate to Sales > Opportunities.
g. From the My Open Opportunities screen, click New.
h. Enter New Infant helmet for the Topic.
i. In the Type field, select New
j. Click Save and Close
i. Note: This is a background workflow, so it can take several seconds for the feedback record to be created.
Wait about 30 seconds to a Minute before proceeding.
k. Open the New Infant Helmet Opportunity record
l. In the Activities Pane, click on Activities
m. A Task called New Product Feedback Task will display
n. You can repeat the steps to add an Enhancement Record as well.
Module 6: Business Process Flows
Practice 6.1: Create a Multi-Entity Business Process Flow

Scenario
Adventure Works Cycles want to make it as simple as possible for members of staff to follow the correct process for New Product
Development.
To help with this, you must create a Business Process Flow which starts with a new Idea record and guides the user through the
process to create a Prototype.
In the practice you will build the first few stages of this multi-entity business process flow, bringing together all of the customizations
you have done so far and presenting them as a single logical flow, rather than separate entities

Before you Begin:

You must Import the NPD BPF solution into you Environment

High Level Steps

1. Import the NPD BPF solution into your Environment
2. Enable the Idea, Prototype and Feedback entities for Business process flows in the NPD and Feedback Solution.
3. Create a Business Process Flow in the NPD and Feedback Solution
4. Configure the Gather Information stage.
5. Add and configure stages for the Prototype entity.
6. Add and configure stages for the Feedback entity.
7. Activate the NPD New Idea Process.
8. Sign in as Ben Burton to test the process.
9. Test the NPD New Idea Process.

Detailed Steps
1. Import the NPD BPF solution into your Environment
a. Navigate to Settings > Solutions
b. Click the Import button
c. Click Browse and Locate the NPD_BPF_1_0_0_0 solution you downloaded as part of the course Materials
d. Click Next
e. Click Next on the Solution Information Screen
f. Click Import
g. Once the Solution is Finished Importing, click Publish All Customizations.
h. After your changes have been published, click the Close button.

2. Enable the Idea, Prototype and Feedback entities for Business process flows in the NPD and Feedback Solution.
a. If necessary, navigate to Settings > Solutions and open the NPD PBF Solution.
b. In the solution explorer, expand Entities.
c. Click Idea.
d. In the entity properties page, in the Process section, select Business process flows.
e. On the toolbar, click Save, and then click Publish.
f. In the solution explorer, click Prototype.
g. In the entity properties page, in the Process section, select Business process flows.
 h. On the toolbar, click Save, and then click Publish.
i. In the solution explorer, click Feedback.
j. In the entity properties page, in the Process section, select Business process flows.
k. On the toolbar, click Save, and then click Publish.
3. Create a Business Process Flow in the NPD and Feedback Solution
a. In the solution explorer, click Processes.
b. In the menu bar, click New.
c. In Process Name, enter NPD New Idea Process.
d. In the Category list, select Business Process Flow.
e. In the Entity list, select Idea.
f. Click OK.
4. Configure the Gather Information stage.
a. In the NPD New Idea Process form, in the Stages column, click NEW STAGE, and then enter a stage name of Gather
Information (this will be converted to all uppercase no matter how you type it).
b. In the Stage Category column, select QUALIFY.
c. In the Fields column, click the -- prompt and select Name.
d. In the Required column, select the check box next to Name.
e. At the top of the Steps column, click the + button to add a new step.
f. In the Fields column, select Target Market Size.
g. In the Required column, select the check box next to Target Market Size.
5. Add and configure stages for the Prototype entity.
a. In the Included Entities section, click +/- Options to add a new entity, and then click Prototype. Note: the process
designer only displays the stages for one entity. To view the previous stage, click IDEA in the Included Entities
section.
b. In the Stages column, click NEW STAGE, and then enter a stage name of Initial Scope.
c. In the Stage Category column, select DEVELOP.
d. In the Fields column, select Name.
e. At the top of the Steps column, click the + button to add a new step.
f. In the Fields column, select Currency.
g. In the Required column, select the check box next to Currency.
h. At the top of the Steps column, click the + button to add a new step.
i. In the Fields column, select Budget.
j. In the Required column, select the check box next to Budget.
k. At the top of the Stages column, click the + button to add a new stage.
l. In the Stages column, click NEW STAGE, and then enter a stage name of Planning.
m. In the Stage Category column, select RESEARCH.
n. In the Fields column, select Planned Completion.
o. In the Required column, select the check box next to Planned Completion.
6. Add and configure stages for the Feedback entity.
 a. In the Included Entities section, click +/- Options to add a new entity, and then click Feedback (Regarding). Note:
the process designer only displays the stages for one entity. To view the previous stage, click IDEA or PROTOTYPE
in the Included Entities section.
b. In the Stages column, click NEW STAGE, and then enter a stage name of Feedback.
c. In the Stage Category column, select RESOLVE.
d. In the Fields column, select Subject.
e. At the top of the Steps column, click the + button to add a new step.
f. In the Fields column, select Satisfaction Rating.
g. In the Required column, select the check box next to Satisfaction Rating.
7. Activate the NPD New Idea Process.
a. On the toolbar, click Save.
b. Click Enable Security Roles.
c. In the Enable Security Roles dialog box, click Enable for everyone, and then click OK.
d. On the toolbar, click Activate.
e. In the Process Activation Confirmation dialog box, click Activate.
8. Test the NPD New Idea Process.
a. In your Main CRM application window, click the Main button, and navigate to Sales > Ideas.
b. On the command bar, click New.
c. In Name, enter Waterproof saddle covers.
d. On the command bar, click Save.
e. On the right side of the screen, click Next Stage. Note: you cannot progress beyond this stage because the Target
Market Size field is required by the process. The field is not required on the form.
f. In the body of the form, enter a Target Market Size of 9,000,000.
g. On the right side of the screen, click Next Stage, and then click Create.
h. In Name, enter Disposable polythene cover.
i. On the command bar, click Save.
j. In the process bar, click the stage called Gather Information. This returns you to the Idea entity.
k. On the right side of the screen, click Next Stage, and then click Create to create a second Prototype record.
l. In Name, enter Elasticated PVC Cover.
m. On the command bar, click Save.
n. In the process bar, click the stage called Gather Information.
o. On the navigation bar, to the right of the Idea name NPD Process Test, click the drop down arrow, and then click
Prototypes.
p. Double-click Disposable polythene cover. Note: you cannot progress this Prototype to the next stage of the
process because the second Prototype has replaced it.
q. In the process bar, click the stage called Gather Information.
r. On the navigation bar, to the right of the Idea name NPD Process Test, click the drop down arrow, and then click
Prototypes.
s. Double-click Elasticated PVC cover.
t. In the process bar, in Budget, enter $5,000.
u. On the right side of the screen, click Next Stage, and then click Next Stage again, and then click Create.
v. In Subject, enter The process works.
 w. In Satisfaction Rating, select Very Happy.
x. On the command bar, click Save.
y. Click Mark as Complete.
z. In the process bar, click the stage called Initial Scope. Note: this displays the last stage the Prototype entity
reached in the process, not the stage selected.
aa. Close all application windows.

Module 7: Dynamics 365 and Office 365

Scenario
Adventure Works Cycles wants to be able to use Dynamics 365’s integration feature with SharePoint to allow Dynamics 365 Related
Documents to be stored in SharePoint Document Libraries. In addition, they would like to be able to take advantage of OneNote to
store more detailed notes about Dynamics 365 Records, and allow for coloration with non-Dynamics 365 Users.

Practice 7.1: Set up SharePoint Server Side Integration

In this task, you will enable server-based SharePoint integration for your Dynamics 365 organization.
1. Navigate to Settings > Document Management.
2. Locate and select Enable Server-Based SharePoint Integration from the features listed.
3. On the Enable Server-Based SharePoint Integration screen, click Next.
4. Select Online and click Next.
5. Enter your SharePoint site URL. (This will look like https://TenantName.sharepoint.com where TenantName is your
Office365 name)
6. Click Next.
7. Dynamics 365 will attempt to validate your SharePoint site.
8. After your SharePoint validation succeeds, Click Enable.
9. On the last screen, check the Open Document Management Settings Wizard checkbox.
10. Click Finish.
11. Select all the entities you want the document management to be enabled for (Account, Contact, Opportunity, Lead)
12. Enter your SharePoint site URL again, and click Next.
13. On the Document Management Settings Screen, verify Automatically create folder is selected, and click Next again.
14. After the document libraries are created, click OK.
15. Click Finish.

Practice 7.2: Configure OneNote Integration

Next you will setup and configure OneNote integration for your Dynamics 365 organization.
1. Navigate to Settings > Document Management.
a. If you are already at the Document Management, refresh the page and OneNote Integration icon will appear in
the Document Integration page.
2. Click on the OneNote Integration icon.
3. Select the entities you would like enable for OneNote integration.
 Note: If the entity you want to enable for OneNote integration is not listed here, perform the steps A – E.
A. Navigate to Settings > Customizations.
B. Click Customize the System.
C. Expand Entities select the entity for which you want to enable OneNote integration on (Ex. Account, Lead,
Opportunity, etc.)
D. Under Communication and Collaboration, check the OneNote checkbox.
E. Save your changes and Publish All Customizations.

Now go back to Settings > Document Management, and click One Note Integration (After you have verified all your
entities are enabled for OneNote Integration go to next step)

4. Click Finish.

Practice 7.3: Creating and Working with OneNote Documents

1. Navigate to Sales > Accounts and click open the Adventure Works record. (There is a OneNote tab next to the Notes tab)
2. Click the OneNote tab. (A OneNote document named Untitled will be created)
3. Click Untitled. (The OneNote document will open in the browser)
4. Enter some text into the OneNote Document
5. Close OneNote. (This is now visible to everyone who has access to this Account record)
6. Click Untitled again. (Notice it is as you left last time)
7. Select the Insert tab and click Online Image.
8. Enter OneNote in the textbox.
9. Click Search.
10. Select one of the images and click Insert.
11. Close OneNote.
12. With Adventure Works record open, from the related entities click Documents.
13. Select Untitled and click Edit Properties.
14. Enter My OneNote into the Name and Title fields
15. Click Save.
16. Click on the Adventure Works record name.
17. Refresh the page
18. Select the OneNote tab
19. My OneNote will now show instead of Untitled.
20. Click My OneNote.
21. Click + Section.
22. Enter My New Section for the name.
23. Click OK.
24. Enter some text into the section.
25. Close OneNote.
26. Refresh the page.
27. Select the OneNote tab. (You will find another OneNote entry associated with the record.)