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View Your User Profile


Can I do this task?

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Common Task Permissions

Your user profile displays information about you, including general information such as your contact information and addresses, what teams and resource groups you belong to, which services you can perform, and your work hours and security roles. This information is visible to the entire organization. Depending on your security role, you may be able to make changes to your user profile.

If you are working in Microsoft Dynamics CRM for Outlook, you can view this information from the User form. More information: Work with Your User Record and Work Hours (on page 17)



  1. Click the File tab, and then click Options.

  2. In the Set Personal Options dialog box, click the General tab.

  3. At the bottom of the page, click the View your user information link.

The User form with your information opens.

  1. To view details or make changes, under Common or Service click any of the following:

  • Teams

  • Roles

  • Quotas

  • Work Hours

  • Services

  • Resource groups

  • Workflows

  1. To close the form, on the File menu, click Close.

  2. To close the Set Personal Options dialog box, click OK.

Related Topics


Controlling Data Access 8


Scheduling Services for Your Customers


You can view a list of resources and manage service activities in the Service calendar area.

When you create a new service activity, you can search for an available time based on your criteria, including by times or resources. At any time, you can check for conflicts in the schedule.

If your business uses workflow, you can create workflow rules and processes that include service activities.

More information: Schedule Service Activity (on page 83)


Navigating the Service Calendar


You can use the Service calendar that is available in the Service area to schedule service activities and appointments for your organization. In the Service calendar, you can do all of the following tasks and activities:

  • View your organization's daily, weekly, and monthly schedule of appointments and service activities.

  • View work schedules and service activity schedules for a variety of resources.

  • Create new appointments and schedule service activities.

  • Change the status of an existing service activity.

  • Search for conflicts in the schedule.

You cannot customize the Service calendar or change the default view with the application. However, you can use ISV.Config to change the colors of the time blocks.

More information: Resource Center (see Resource Center - http://go.microsoft.com/fwlink/?LinkId=208669)

Read more about:


  • Viewing Appointments and Service Activities

  • Viewing Details for Resources, Appointments, and Service Activities

  • Legend of Colors and Statuses

  • Using the Calendar Pane to Change the Date Display



Service Calendar


Use the calendar to create, view, and edit service activities and appointments.

View the Service Calendar


Can I do this task?

This task requires permissions that are found in all default service scheduling security roles.More information about specific permissions and performing this task while offline: Service Scheduling Permissions

The Service calendar displays the appointments and service activities for your organization. The Service calendar is not available in Microsoft Dynamics CRM for Outlook.


  1. In the Navigation Pane, click Service, and then click Service Calendar.

  2. On the Service calendar, you can change the view by doing any of the following:

  • Change the calendar view.

Under Calendar Views, click one of the views:

  • Today

The daily schedule.

  • Month

The monthly schedule.

  • Week

The schedule for the 7-day week.

  • Day

The daily schedule for an individual, selected day.

  • View a summary of an appointment or service activity.

On the Service calendar, place the cursor over the appointment or service activity.

  • View or edit the details of an appointment or service activity.

On the Service calendar, double-click the appointment. The Appointment form opens.

  • Change the dates displayed on theService calendar.

On the Calendar control, click the arrows or a specific date.

  • View today's appointments and service activities.

On the calendar control, click Today. The calendar displays the hourly list for today.

  • Refresh the calendar.

In the upper-right corner of the calendar, click the Refresh button .

Related Topics


Service Calendar 71

Navigating the Service Calendar 71

Booking Service Activities in the Service Calendar 83


Can I do this task?

This task requires permissions that are found in all default service scheduling security roles.More information about specific permissions and performing this task while offline: Service Scheduling Permissions

Use this procedure to find the next available times for a service. This is the fastest way to schedule a service activity.


  1. In the Navigation Pane, click Service, and then click Service Calendar.

  2. In the Actions group, click Schedule.

Note

If you click New, and then Service Activity, you will create a service activity without checking for available times.



  1. On the Schedule Service Activity form, you must enter the following information:

  • Service

Locate and select the service you want to schedule. You can click the Lookup button to search for and select records.

  • Duration

Do not clear the Use Default Duration check box and change the duration unless you want to schedule more time than the default duration of the service. The maximum duration of a service activity is 10 days.

  1. Click Find Available Times. The next available times are displayed. If there is more than one page of records available to view in the list of records, use the Page arrows at the bottom of the list to view the additional pages.

  2. Under Available Times, click the start or end time of the time that you want to schedule, and then click Schedule. If you click the service or resource links, the related form opens.

The Schedule Service Activity form closes, and Microsoft Dynamics CRM fills in the information from the selected time into the Service Activity form.

  1. On the Service Activity form, enter any additional information about the service activity.

  • Subject

You must enter a subject.The first 12 characters appear on the Service calendar and the calendar in your Workplace.

You can save the service activity now or continue to add information.



  • Customers

If this service activity is for a customer, you can locate and select the account or contact. You can click the Lookup button to search for records or to select records.

  • Resources

Locate and select the user or facility or equipment that you want to schedule. You can click the Lookup button to search for records or to select records.

  • Location

Enter an address or room number where the service activity will occur.

  • Show Time As

If you want to change the initial status of the service activity, select a status from the list. If you select any of the statuses under Scheduled, that block of time on the schedule is set so that another service activity or appointment cannot conflict with it during automatic scheduling. Forced service activities and appointments might conflict.

  • Site

Changing the Site after you have selected a time for the service activity is not recommended. Resources are assigned to sites. If the selected resources are not available at the selected site, there might be conflicts. To record the specific room or address of the service activity, enter that information in the Location box on the Service Activity form.

  • Notes

You can add additional information about the customer and service activity in this area. For example, you could enter the symptoms of a problem, special requests by the customer, or any messages to pass on to the resources providing the service.

  1. Under Information, click Common, and then select and locate a record in the Regarding box to link to this service activity. You can also set a Priority for the service activity, and indicate a Category and Sub-Category.

  2. Click Save or Save and Close.

The service activity appears as a color block on the Service calendar, as well as on the calendar in the Workplace and Activities areas.

Tip

You can record a customer's preferences for a specific time, day, service, facility, equipment, and customer service representative in the customer record on the Administration tab. As you are scheduling a service activity, the customer's preference is displayed in the Form Assistant pane.



Notes

  • Changing any information in the Scheduling Information area after you have selected a time for the service activity is not recommended. Doing so might cause conflicts in the schedule.

  • In the list of possible service activity search results, you can click the Page Back arrow to initiate a new search. Paging back does not display the previous page.

Related Topics


Work with Service Activities 84

Schedule Service Activity 83

Booking Service Activities in the Service Calendar 83


Can I do this task?

This task requires permissions that are found in all default service scheduling security roles.More information about specific permissions and performing this task while offline: Service Scheduling Permissions

Use this procedure to find the next available time based on a specific date, or range of dates, within the next day, week, or month.


  1. In the Navigation Pane, click Service, and then click Service Calendar.

  2. In the Actions group, click Schedule.

Note

If you click New, and then Service Activity, you will create a service activity without checking for available times.



  1. On the Schedule Service Activity form, you must enter the following information:

  • Service

Locate and select the service you want to schedule. You can click the Lookup button to search for and select records.

  1. Under Scheduling Information, select criteria for the times you want.

  • Start Date

  • To search for a time on a specific date, select Specific Date, and then enter the date you want.

  • To search within a range of dates, select Range of Dates, and then enter the On or After and On or Before dates. You can also select specific days of the week.

  • To search for times today, select Today.

  • You can also search for times based on dates relative to today, such as Tomorrow, This Week, or Next Week.

  • Start Time

  • To search for a specific time, select Specific Time, and then enter the specific time.

  • To search within a specific range of time, select Range of Times, and then enter the earliest and latest times you want the service activity to start.

  • You can also search for times based on the time of day, such as Morning or Evening.

  • Duration

Do not clear the Use Default Duration check box and change the duration unless you want to schedule more time than the default duration of the service. The maximum duration of a service activity is 10 days.

  1. Click Find Available Times. The next available times are displayed.

  2. Under Available Times, click the start or end time of the time that you want to schedule, and then click Schedule. If you click the service or resource links, the related form opens.

The Schedule Service Activity form closes, and Microsoft Dynamics CRM fills in the information from the selected time into the Service Activity form.

  1. On the Service Activity form, enter any additional information about the service activity.

  • Subject

You must enter a subject.The first 12 characters appear on the Service calendar and the calendar in your Workplace.

You can save the service activity now or continue to add information.



  • Customers

If this service activity is for a customer, you can locate and select the account or contact. You can click the Lookup button to search for records or to select records.

  • Resources

Locate and select the user or facility or equipment that you want to schedule. You can click the Lookup button to search for records or to select records.

  • Location

Enter an address or room number where the service activity will occur.

  • Show Time As

If you want to change the initial status of the service activity, select a status from the list. If you select any of the statuses under Scheduled, that block of time on the schedule is set so that another service activity or appointment cannot conflict with it during automatic scheduling. Forced service activities and appointments might conflict.

  • Site

Changing the Site after you have selected a time for the service activity is not recommended. Resources are assigned to sites. If the selected resources are not available at the selected site, there might be conflicts. To record the specific room or address of the service activity, enter that information in the Location box on the Service Activity form.

  • Notes

You can add additional information about the customer and service activity in this area. For example, you could enter the symptoms of a problem, special requests by the customer, or any messages to pass on to the resources providing the service.

  1. Under Information, click Common, and then select and locate a record in the Regarding box to link to this service activity. You can also set a Priority for the service activity, and indicate a Category and Sub-Category.

  2. Click Save or Save and Close.

The service activity appears as a color block on the Service calendar, as well as on the calendar in the Workplace and Activities areas.

Tip

You can record a customer's preferences for a specific time, day, service, facility, equipment, and customer service representative in the customer record on the Administration tab. As you are scheduling a service activity, the customer's preference is displayed in the Form Assistant pane.



Important

  • Changing any information in the Scheduling Information area after you have selected a time for the service activity is not recommended. Doing so might cause conflicts in the schedule.

  • In the list of possible service activity search results, you can click the Page Back arrow to initiate a new search. Paging back does not display the previous page.

Related Topics


Work with Service Activities 84

Navigating the Service Calendar 71

Booking Service Activities in the Service Calendar 83




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