2011 Administrator’s Guide Copyright

Work with Your User Record and Work Hours

More information: Manage a User's Record (on page 16)

This task requires the System Administrator security role or equivalent permissions. More information about specific permissions and performing this task while offline: Configuration Permissions

Before editing a security role, you should understand how data access is controlled. More information: Controlling Data Access (on page 8)

The recommended way to create a new security role is to copy an existing security role and modify it. More information: Select the Copy a security role option.

1. 
   In the Navigation Pane, click Settings, click Administration, and then click Security Roles.
   
2. 
   To edit a security role, double-click the security role.
   

To create a new security role, on the Actions toolbar, click New, and on the the Common tab, type the name of the security role.

Tip

You cannot modify the System Administrator security role. To create a security role similar to the System Administrator security role, copy the System Administrator security role to a new security role, and make changes to the new security role.

1. 
   Set the privileges on each tab.
   

Tip

1. 
   Click Save or Save and Close.
   

If you need to back up your security role changes, or export security roles for use in a different implementation of Microsoft Dynamics CRM, you can export them as part of exporting customizations. More information: Export Customizations and Configurations

Related Topics Controlling Data Access 8 Work with Security Roles 9

Work with Announcements

View announcements

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

1. 
   Under Workplace, click Announcements.
   

Related Topics Work with Announcements 18 Controlling Data Access 8

This task requires a manager, vice president, CEO-Business Manager, System Administrator, or System Customizer security role or equivalent permissions. More information about specific permissions and performing this task while offline: Configuration Permissions

1. 
   In the Navigation Pane, click Settings, click Administration, and then click Announcements.
   
2. 
   On the Actions toolbar, click New.
   
3. 
   On the Announcement tab, enter information or observe any noted restrictions or requirements as needed:
   

• 
  Title
  

• 
  Body
  

4. 
   Under Additional Settings, you can also enter additional information.
   

• 
  More Information URL
  

In the announcement, the Web address is an active external link.

• 
  Expiration Date
  

When an announcement expires, its expiration date cannot be updated. Microsoft Dynamics CRM removes it from the Announcements area, and you must create a new announcement.

5. 
   Click Save or Save and Close.
   

You must enter the date in the format your organization has set for dates. For example, 01/01/2006 or 31.12.2005.

If you omit leading zeros in a date, Microsoft Dynamics CRM will add them automatically. For example, when you type 1/1/06, Microsoft Dynamics CRM will display it as 01/01/2006, if that is the date format of your organization.

Related Topics Controlling Data Access 8

Work with Integrated Instant Messenging

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

If you have Microsoft Office Communicator 2007, MSN Messenger, or Live Messenger installed, you can send an instant message to any user, contact, opportunity, or lead in Microsoft Dynamics CRM with an e-mail address and using one of the instant messaging applications listed.

Note

You may need to add the Microsoft Dynamics CRM server URL to the list of Internet Explorer trusted sites for the online presence to display. See online Help in Internet Explorer for instructions.

Record types and columns that can display online presence

• 
  Contact records: Full Name
  
• 
  Lead records: Primary Contact
  
• 
  Opportunity records: Potential Customer
  
• 
  All customer records: Users
  
• 
  All customer records: Owner
  
• 
  All customer records: Modified By
  

• 
  A green jewel indicates the person can receive an instant message and is available.
  
• 
  A red jewel indicates the person is busy. You can send a message, but they may not respond immediately.
  
• 
  A yellow jewel indicates the person is away or out of the office.
  
• 
  A orange jewel indicates the person's online status is unknown. There are other communication methods available from the menu.
  

There are two ways to enable the online presence for a personal view. Adding the associated e-mail address for a user or contact enables online presence on the related column. For example, adding the owner's e-mail column to a view enables the presence on the owner column.

If you do not want to include the e-mail column, you can also customize the view to enable online presence.

These two example procedures describe how to add a presence to a saved view. If you have the correct permissions, you can also edit a system view for an entity to enable the presence. More information: Work with Views

To add an e-mail column to a saved view

9. 
   In the list view you want to add online presence, click Advanced Find.
   
10. 
    In the Advanced Find form, click Edit Columns.
    
11. 
    In Common Tasks, click Add Columns
    
12. 
    Select one of the e-mail related check boxes. For example, select E-mail.
    
13. 
    Click OK twice.
    
14. 
    In the Advanced Find form, click Find.
    

To enable the online presence on a column in a saved view

1. 
   In the Accounts or Contacts area, click Advanced Find.
   
2. 
   In the Advanced Find form, click Edit Columns.
   
3. 
   Do one of the following:
   

7. 
   Select one of the columns that can display online presence, such as Full Name and then click OK.
   
8. 
   Select the Full Name column, and then click Change Properties.
   
9. 
   Select the Enable Presence for this column check box, and then click OK.
   
10. 
    To save your changes and close the dialog box, click OK.
    
11. 
    In the Advanced Find form, click Find.
    

You cannot enable presence on columns for related record types or on deleted columns.