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Configure Sales Settings

7. Configure Sales Teams

Alright, so welcome to this tutorial. In this tutorial, you'll learn about Dynamics 365 Sales Teams. So as this is a functional course, it means we'll be talking more about how you can configure teams with respect to Dynamics 365 Sales than the functional part. But I will also explain to you the different types of teams available and how you can create them and use them in Dynamics 365. So first, let's understand what a team is. So teams in Dynamics 365 are a collection of users in the same role who can belong to the same or different business units. So please note that there is a difference between Microsoft Teams and the teams in Dynamics 365, right? So, please, don't get confused with the Microsoft teams. So Microsoft Teams is used for collaboration and communication, but Dynamics 365 Teams are used to group similar types of users and assign them a role so they can perform certain activities or actions. Inside Dynamics 365, a team can have multiple users. Similarly, a user can be part of multiple teams, and you can assign security roles to teams. And the permissions are applicable to the members of the team. So when you create a team for some type of team, you can add members to it, and you can assign security roles to the team. So when you assign security roles to a team, then all the members that are part of that team will also inhabit those security roles. So let's talk about different types of teams. There are four types of teams in Dynamics 365. Owner Team Access TeamAid, which is Azure Active Directory Security Group Team and Azure Active Directory Office Group Team, is the first. So let's talk about each one in detail. And then I'm going to show you how you can configure things. So, first and foremost, there is the owner team. So you can assign security to an owner's team. And an ownership team can own records. It means they can be the owners of records. For example, you're working with an opportunity record, and you want an owner team to be the owner of that particular opportunity. So all the members of that owner team will have access to that opportunity. And a user or a team member can be part of more than one owner team. And each member in the owner team enhances the permissions defined by their security role. So for example, if you create a team and add a user or member to it, that member will also have their own security roles defined. If yes, then the member will also inherit the permissions we defined by their own security role. and also the team member's privilege inheritance role, which can be like user privilege or team privilege. And you need to manually add members to the owner team. And to decide whether you should use a team or a different type of team, then these are some of the factors you must know when the structure and definition of teams are known and are clearly defined during the time of implementation. It means it is static. You know how many teams you will have and who will be on those teams. So when you know this, then you can create an ownership team. Plus, if you want, the records must be owned by a team, and then you can create a team. So security roles can be assigned to a group of members. It means you assign the security role to a team, and all the members of the team will inherit those security roles. Okay, so let me just show you how the owner teams work in Dynamics 365. All right, so here I am in Dynamics 365. So as it is an administration task, you need to have a system administrator, right? So either you can define it from the settings, so you can go to Security under System, and then you can click Teams. And here you can define teams. Or you can go to Power Platform, AdminCenter, select an environment, click Settings, and then under Users and Permissions, click Teams. So the screen is the same, only the place is different, right? So here, you can see the different types of teams. So, if you want to see all of the owner types of teams, simply select Owner Teams View and you'll see. So by default, when you sign up for Dynamics 365, whatever the name of the organization, you create the same-name team, which will also be created. Okay, so to create a new ownerteam, you can just click New. And in here, you can define the team name. So let's create a team for sales managers. Okay? so we can just say sales managers. All the sales managers will be part of this team. so you need to select which business unit. So we select this particular business unit, and who is the administrator of this team? So we can select the user. So let me just select my own name. And here we have the team type. So, first, the owner. Then we have access. AAD. security group and aid office group So we'll select Owner, and we can just click Save. Now here you can also give the description of this team if you want, right? And then you assign the members. So you can click more and click "Add an existing user." and here you can select the user you want to add. so you can select multiple users as per your requirements. And you can just click "Add." So now these users have been added to this team. So whatever permissions you provide or give to this particular team will also be applicable to these So now theseSo you can just close it. Let's refresh. And here we have the team. And please note that once you have created a team, you will not be able to change the type of the team. So here you can see that team type has become non editable.It means you can't change the type of team. Now you can also assign a security role to a team. So you can just select the team and click Manage Roles. And as this is a Sales Manager team, and we have added users to it, we can just select Sales Manager as a security role and click okay. So all the members that are part of this particular team will also get the same security role that you have defined. And when you go to Dynamics 365 Sales, for example, if you're working on an opportunity, here you can assign this particular record to a team. So you can just click Assign and assign to a user or team. Then we look for records, and here we can select the Sales Managers Team. Click Assign. So as you can see here, the SalesManager team is the owner of this record. It means all the members of this particular team will have access to this record. Access Team is the next step in team. So you cannot assign security roles to an access team. As we've seen, you can assign security roles to the owner team but not to access teams. And also, an Access Team cannot own records. and you can add members to an Access team as per your requirements. And each member of the Access Team has privileges assigned by their own security roles. So as we discussed, you cannot assign security roles to an access team. It means the users that are part of that particular team will have their own security roles, and they will be able to perform tasks based on their security roles. and you need to manually add users to the Access team. And to know when you should create an access team, these are some of the things that you must consider. So, first, when the team structure is dynamic, undefined, or constantly changing, such as when you frequently form and dissolve teams, So you use Access Team when the structure is dynamic. So a user can be part of one team today and may not be part of the same team tomorrow, right? So if you have such scenarios, then you should definitely go with Access Teams, and you want to give record-level access to users based on your requirements. So if I'm the owner of any opportunity, then I can decide who should get access to this particular record or opportunity and what type of access they will get. So I'm going to show you how it works. And also, records can have varying levels of access. So some users can read and some can write, allowing for a mix of access levels, and access can be revoked at any time by the record owner. So based on the requirements of the recorded owner, they can add or remove the team member or the team. So let's see how you can do that in Dynamics 365. As a result, you can create an Access Team from the same screen. So, you can go to Teams. And here you have users' access teams. So currently we don't have any, right? So let's click New to create a new access team. So let's create a team for, say, sales managers and reviewers, okay? And all the members of this team will have the same access, and they cannot own records, but more users can be added and removed as per the requirement, and the access will also be given or revoked as per that particular configuration. Right? So let's create Sales Manager reviewers, and just for clarity, let's give it the name Access. Okay? And the business unit is the same. We can select the same business unit and the administrator. Let's select this, and the team type will be Access. Okay, let's save it. Okay, so now we have this access team created, and you can add existing users by just clicking Add. And now these users are part of this access team. So when a record is shared with this particular team, everybody on this team will have the same access. Okay? So let's see how it works. Let's refresh it. So as you can see, there are no managed roles. It means you cannot assign a security role to an access team. So let's see how it works. So we go back to opportunities. Let us open the door and say mobile computing this record. And as you know, this is owned by a different user. But we don't want these users to own records. We want to share this with other people who are part of the excess them.Okay, so we can just click Share, and here we can add a user or team. So we just click "Add User Team." And then we select "Team" and "Access Team." Let's select this. So this is the Access team that we have selected. Click Add. And now we want to give Justin a chance to coach this particular team. So all the members who are part of this team will get full access to this opportunity. If you want them to modify as well, you can just enable write access. Let's test this scenario. So let's enable read access and click share. All right, so I have logged in as Mark. So as you can see, it's Mark M., and let's go to Opportunities and let's click Open Opportunities. And you can see Mark has access to this open opportunity that is owned by SpencerLaw, which is a different user. And let's open this, and you will notice that it is a read-only only access.It means that this user cannot edit this record because we have shared this opportunity with the team and given them only read access. So all the members of the team will have only read access to this particular opportunity. Let's make some changes. So we go back to Opportunity and let's click "Share," and in here, let's give it the right permissions but not the delete permission. Okay? So just click Share and let's go back here. Let's refresh. And you can see that you have edit permission here. Mark has added permission, but Mark cannot delete this opportunity. So that's how this can be defined. So, if we go back to opportunities and open opportunities right now, you can see that you have this record, but let's go back to this opportunity and remove this team's access. So we just select and we say "remove selected items," "click Share," and "let's go back to Mark and let's refresh." And you will notice that Mark does not have access to that particular opportunity anymore. Success teams are really good for giving temporary access, and it is also good when you are not sure if the team will be fixed or keep changing. So maybe I want to just remove James from this particular team and all the records that are shared with this particular team. Now James will not have access to that. So, when you see these kinds of scenarios, you can choose team type as access based on your customers' needs, right? So let's move to the next step of teamwork. The next type of team is an AAD Security Group, or Azure Active Directory Security Group. Now, administrators can manage and control Dynamics 365 application access using Azure Active Directory Security Groups as well, right? So, in Dynamics 365, select AADSecurity Group as a team type, just as we did with the forTime team type as the owner or the access team type. In this scenario, you will select AAD Security Group as a team type and under the Azure Ad Object ID that you will create in Azure Active Directory groups. I'm going to show you how, and it will generate an ID. And that ID must be defined for each team that you create in Dynamics 365. And each member has permission assigned to the AAD Security Group team. So you don't need to assign individual permissions. So under Azure Active Directory Admin Center, you need to go to groups, and you need to create a new group where the group type is going to be security. And also make sure that the membership type is assigned because that is the only membership type that is supported for user access in Dynamics 365; dynamic users and dynamic devices are not supported, which means that in Dynamics 365 when you create this type of team, you cannot add users manually. So you need to add members in the Azure Active Directory group, and those members will be automatically added to the Dynamics 365 teams. Make sure the members privilege in Hatton's is set to directuser, user basic access level, and team privilege on the respective security role that you assign to the AAD Security team in Dynamics 365. So this is how, for each security role that you are planning to assign, you make sure that the user-basic access level and team privilege are defined. So let's see how we can define that. All right, so here I am in the Power Platform admin center. Let's go to user permission teams. And in this section, we will form a new team called AAD Security. SOAD security group So you can just click New to create a new team. So let's give it a simple name that is easy to identify. So let's put AET security group team. And we can select the Business Unit Administrator. And here, the team type will be "Ad Security Group." And here you need to define an AzureAd Object ID for the group, right? so that you will get it from the Azure Active Directory. So you need to open Portal Azure.com.If you are opening for the first time, it will ask you to check what is already there and get a quick walkthrough. You can just close it, and then you can go directly to this particular screen. So, Portal Azure.com, I'll include a link in the resources. From there, you can click Manage Azure Active Directory and click View. And in here, you need to click Groups and create a new group. So the group type will be security. So we have Office 365 or security. So we select "Security" and give the group a name. We can just put a ID. Security Group Dynamics 365 and we can just give it a similar description. If you want to add more, you can do that and make sure the membership type is assigned there, yoAnd you can just click "Create." So now it has been created. Let's open this group. And here you can see the object ID. So you can copy this Object ID, go back to the team that you are creating in Dynamics 65, and paste it here. And you can just click "Save." This team is created, and you cannot add users manually here. So if you try to do it, let's look at existing users. Let's select any users. Say, Christy C. And just click "Add." You will see that for a team, it is not valid. So when you add users here, they will appear here automatically. Okay, so we can go to members of this particular group. And here we can add members. So let's click "Add Members." and all the users that you have created will be shown here. So you can select the users that you want to add. And you can just click "select." So the three members agreed to join this particular group. Now in Dynamics 365, in the team, you need to assign the security role to this team. Okay? So let's close this. Let's go here. Let's refresh. So now the team has created,it's time to assign Security Role. So sometimes when you select a team, you may not see Manage Roles here. And sometimes, like if you open a particular team, you may not see the Manage Roles option. So you can see the ManageRole settings is not there, right? So for that, what you need to do,you need to go to under Settings, youcan go to the Settings area and Security. and then click teams. And from there, select Ad Security GroupTeam and open the team. And then you will see "Manageutorial. In this tutorial, you'll learn about Dynamics 365 Sales Teams. So as this is a functional course, it means we'll be talking more about how you can configure teams with respect to Dynamics 365 Sales than the functional part. But I will also explain to you the different types of teams available and how you can create them and use them in Dynamics 365. So first, let's understand what a team is. So teams in Dynamics 365 are a collection of users in the same role who can belong to the same or different business units. So please note that there is a difference between Microsoft Teams and the teams in Dynamics 365, right? So, please, don't get confused with the Microsoft teams. So Microsoft Teams is used for collaboration and communication, but Dynamics 365 Teams are used to group similar types of users and assign them a role so they can perform certain activities or actions. Inside Dynamics 365, a team can have multiple users. Similarly, a user can be part of multiple teams, and you can assign security roles to teams. And the permissions are applicable to the members of the team. So when you create a team for some type of team, you can add members to it, and you can assign security roles to the team. So when you assign security roles to a team, then all the members that are part of that team will also inhabit those security roles. So let's talk about different types of teams. There are four types of teams in Dynamics 365. The first one is Owner Team Access TeamAid, which is Azure Active Directory Security Group Team and Azure Active Directory Office Group Team. So let's talk about each one in detail. And then I'm going to show you how you can configure things. So first is the owner team. So you can assign security to an owner's team. And an ownership team can own records. It means they can be the owners of records. For example, you're working with an opportunity record, and you want an owner team to be the owner of that particular opportunity. So all the members of that owner team will have access to that opportunity. And a user or a team member can be part of more than one owner team. And each member in the owner team enhances the permissions defined by their security role. So for example, if you create a team and add a user or member to it, that member will also have their own security roles defined. If yes, then the member will also inherit the permissions we defined by their own security role. and also the team member's privilege inheritance role, which can be like user privilege or team privilege. And you need to manually add members to the owner team. And to decide whether you should use a team or a different type of team, then these are some of the factors you must know when the structure and definition of teams are known and are clearly defined during the time of implementation. It means it is static. You know how many teams you will have and who will be on those teams. So when you know this, then you can create an ownership team. Plus, if you want, the records must be owned by a team, and then you can create a team. So security roles can be assigned to a group of members. It means you assign the security role to a team, and all the members of the team will inherit those security roles. Okay, so let me just show you how the owner teams work in Dynamics 365. All right, so here I am in Dynamics 365. So as it is an administration task, you need to have a system administrator, right? So either you can define it from the settings, so you can go to Security under System, and then you can click Teams. And here you can define teams. Or you can go to Power Platform, AdminCenter, select an environment, click Settings, and then under Users and Permissions, click Teams. So the screen is the same, only the place is different, right? So here, you can see the different types of teams. So if you want to see all the owner types of teams, then you can just select Owner Teams View and you will see. So by default, when you sign up for Dynamics 365, whatever the name of the organization, you create the same-name team, which will also be created. Okay, so to create a new ownerteam, you can just click New. And in here, you can define the team name. So let's create a team for sales managers. Okay? so we can just say sales managers. All the sales managers will be part of this team. so you need to select which business unit. So we select this particular business unit, and who is the administrator of this team? So we can select the user. So let me just select my own name. And here we have the team type. So, first, the owner. Then we have access. AAD. security group and aid office group So we'll select Owner, and we can just click Save. Now here you can also give the description of this team if you want, right? And then you assign the members. So you can click more and click "Add an existing user." and here you can select the user you want to add. so you can select multiple users as per your requirements. And you can just click "Add." So now these users have been added to this team. So whatever permissions you provide or give to this particular team will also be applicable to these members. Okay? So you can just close it. Let's refresh. And here we have the team. And please note that once you have created a team, you will not be able to change the type of the team. So here you can see that team type has become non-editable. It means you can't change the type of team. Now you can also assign a security role to a team. So you can just select the team and click Manage Roles. And as this is a Sales Manager team, and we have added users to it, we can just select Sales Manager as a security role and click okay. So all the members that are part of this particular team will also get the same security role that you have defined. And when you go to Dynamics 365 Sales, for example, if you're working on an opportunity, here you can assign this particular record to a team. So you can just click Assign and assign to a user or team. Then we look for records, and here we can select the Sales Managers Team. Click Assign. So as you can see here, the SalesManager team is the owner of this record. It means all the members of this particular team will have access to this record. The next step in team is Access Team. So you cannot assign security roles to an access team. Like how we have seen, for the owner team, you can assign security roles, but for access teams, you cannot. And also, an Access Team cannot own records. and you can add members to an Access team as per your requirements. And each member of the Access Team has privileges assigned by their own security roles. So as we discussed, you cannot assign security roles to an access team. It means the users that are part of that particular team will have their own security roles, and they will be able to perform tasks based on their security roles. and you need to manually add users to the Access team. And to know when you should create an access team, these are some of the things that you must consider. So first, when the structure of the team is dynamic, not defined, or ever changing, like when you are forming the teams and dissolving the teams frequently, So when the structure is dynamic, you use Access Team. So a user can be part of one team today and may not be part of the same team tomorrow, right? So if you have such scenarios, then you should definitely go with Access Teams, and you want to give record-level access to users based on your requirements. So if I'm the owner of any opportunity, then I can decide who should get access to this particular record or opportunity and what type of access they will get. So I'm going to show you how it works. And also, records can have varying levels of access. So some users can read and some can write, so you can have a combination of excess levels, and access can be removed anytime by the record owner. So based on the requirements of the recorded owner, they can add or remove the team member or the team. So let's see how you can do that in Dynamics 365. So you can create Access Team from the same screen. So, you can go to Teams. And here you have users' access teams. So currently we don't have any, right? So let's click New to create a new access team. So let's create a team for, say, sales managers and reviewers, okay? And all the members of this team will have the same access, and they cannot own records, but more users can be added and removed as per the requirement, and the access will also be given or revoked as per that particular configuration. Right? So let's create Sales Manager reviewers, and just for clarity, let's give it the name Access. Okay? And the business unit is the same. We can select the same business unit and the administrator. Let's select this, and the team type will be Access. Okay, let's save it. Okay, so now we have this access team created, and you can add existing users by just clicking Add. And now these users are part of this access team. So when a record is shared with this particular team, everybody on this team will have the same access. Okay? So let's see how it works. Let's refresh it. So as you can see, there are no managed roles. It means you cannot assign a security role to an access team. So let's see how it works. So we go back to opportunities. Let's open opportunities and say mobile computing this record. And as you know, this is owned by a different user. But we don't want these users to own records. We want to share this with other people who are part of the excess. Okay, so we can just click Share, and here we can add a user or team. So we just click "Add User Team." And then we select "Team" and "Access Team." Let's select this. So this is the Access team that we have selected. Click Add. And now we want to give Justin a chance to coach this particular team. So all the members who are part of this team will get full access to this opportunity. If you want them to modify as well, you can just enable write access. Let's test this scenario. So let's enable read access and click share. All right, so I have logged in as Mark. So as you can see, it's Mark M., and let's go to Opportunities and let's click Open Opportunities. And you can see Mark has access to this open opportunity that is owned by SpencerLaw, which is a different user. And let's open this, and you will notice that it is a read-only file. It means that this user cannot edit this record because we have shared this opportunity with the team and given them only read access. So all the members of the team will have only read access to this particular opportunity. Let's make some changes. So we go back to Opportunity and let's click "Share," and in here, let's give it the right permissions but not the delete permission. Okay? So just click Share and let's go back here. Let's refresh. And here you can see you have edit permission. Mark has added permission, but Mark cannot delete this opportunity. So that's how this can be defined. So if we go back to opportunities and if we go to open opportunities right now, you can see you have this record, but let's go back to this opportunity and let's remove the access of this team. So we just select and we say "remove selected items," "click Share," and "let's go back to Mark and let's refresh." And you will notice that Mark does not have access to that particular opportunity anymore. Success teams are really good for giving temporary access, and it is also good when you are not sure if the team will be fixed or keep changing. So maybe I want to just remove James from this particular team and all the records that are shared with this particular team. Now James will not have access to that. So based on your customers' requirements, you can choose team type as access when you see these kinds of scenarios, right? So let's move to the next step of teamwork. The next type of team is an AAD Security Group, or Azure Active Directory Security Group. Now, administrators can manage and control Dynamics 365 application access using Azure Active Directory Security Groups as well, right? So for that in Dynamics 365, you need to select AADSecurity Group as a team type, like how we selected the forTime team type as the owner or the team type as access. In this scenario, you will select AAD Security Group as a team type and under the Azure Ad Object ID that you will create in Azure Active Directory groups. I'm going to show you how, and it will generate an ID. And that ID you need to define for that particular team that you create in Dynamics 365. And each member has permission assigned to the AAD Security Group team. So you don't need to assign individual permissions. So under Azure Active Directory Admin Center, you need to go to groups, and you need to create a new group where the group type is going to be security. And also make sure that the membership type is assigned because that is the only membership type that is supported for user access in Dynamics 365; dynamic users and dynamic devices are not supported, which means that in Dynamics 365 when you create this type of team, you cannot add users manually. So you need to add members in the Azure Active Directory group, and those members will be automatically added to the Dynamics 365 teams. Make sure the members privilege in Hatton's is set to directuser, user basic access level, and team privilege on the respective security role that you assign to the AAD Security team in Dynamics 365. So this is how, for each security role that you are planning to assign, you make sure that the user-basic access level and team privilege are defined. So let's see how we can define that. All right, so here I am in the Power Platform admin center. Let's go to user permission teams. And in here we will create a new team that is AAD Security. SOAD security group So you can just click New to create a new team. So let's give it a simple name that is easy to identify. So let's put AET security group team. And we can select the Business Unit Administrator. And here, the team type will be "Ad Security Group." And here you need to define an AzureAd Object ID for the group, right? so that you will get it from the Azure Active Directory. So you need to open Portal.Azure.com. If you are opening for the first time, it will ask you to check what is already there and get a quick walkthrough. You can just close it, and then you can go directly to this particular screen. So Portal Azure.com, I will put the link in the resources as well. From there, you can click Manage Azure Active Directory and click View. And in here, you need to click Groups and create a new group. So the group type will be security. So we have Office 365 or security. So we select "Security" and give the group a name. We can just put a ID. Security Group Dynamics 365 and we can just give it a similar description. If you want to add more, you can do that and make sure the membership type is assigned only. Okay? And you can just click "Create." So now it has been created. Let's open this group. And here you can see the object ID. So you can copy this Object ID, go back to the team that you are creating in Dynamics 65, and paste it here. And you can just click "Save." This team is created, and you cannot add users manually here. So if you try to do it, let's look at existing users. Let's select any users. Say, Christy C. And just click "Add." You will see that for a team, it is not valid. So the users you will see here automatically when you add them in here. Okay, so we can go to members of this particular group. And here we can add members. So let's click "Add Members." and all the users that you have created will be shown here. So you can select the users that you want to add. And you can just click "select." So the three members agreed to join this particular group. Now in Dynamics 365, in the team, you need to assign the security role to this team. Okay? So let's close this. Let's go here. Let's refresh. So now the team has created,it's time to assign Security Role. So sometimes when you select a team, you may not see Manage Roles here. And sometimes, like if you open a particular team, you may not see the Manage Roles option. So you can see the ManageRole settings is not there, right? So for that, what you need to do,you need to go to under Settings, youcan go to the Settings area and Security. and then click teams. And in here, select Ad Security GroupTeam and open the team from there. And then you will see "Manage." So you will notice that these three users are automatically added. Now these users must have logged into the Dynamics 65 application once at least. Then only they will be added to this particular team. Otherwise, if they have never logged into Dynamics 365, then you will not see them in here, right? So you can see that these three users are in our Azure Active Directory group. And these three members are available here. So let's try to access Dynamics 65 using David. So I'm logging in as David. So now you can see that David has no access to any Dynamics 65 model-driven app. So for that, you need to assign the security role to the newly created team. So let's do that. So here we go to Manage Roles and let's select Sales Manager. Click OK. Let's go back. Let's refresh. Let me take some time to show you. Let's copy this URL and paste it here. So now Mark can log into Dynamics 365 because we have assigned a security role here. If you remove it, then you may expect a message like this. So let's remove the security role from the team. Let's go back here. Let's refresh. So you may see this kind of error. It means the user has no role. So all the users that you want to add to a particular team, which is an Azure Security Group, will be controlled from here. So Azure administrators can add and remove users from here. And the same will be reflected in the Dynamics 365 AAD Security Group Team, right? So that's how this team works. To share the records, all you can do is go back to, for example, Opportunities, and let's open Laptops One. Select the team, click Add, give them read and write permission, click Share, and let's assign this sales manager. Let's refresh and move on to Opportunities. This is Mark's login and open opportunities page. Mark is aware of the opportunity that has been shared with the Ad Security Group team, and it is read-only, correct? So that's how you can configure it. Let's see the next type of team. The next type of team is an AAD OfficeGroup, or Azure Active Directory Office Group Team. And in this, you will notice that AED's Office Group is similar to the AED Security Group with just one difference. So it is created the same way that we have created it. So in security, it is used to manage members and computer access to shared resources for a group of users. Okay, but in the case of Office 365 groups that you will select, it provides collaboration opportunities by giving users access to shared mailboxes, calendar files, SharePoint sites, and more. So Office 365 groups can be created, and the users will get access to all these kinds of collaboration options. But in the case of an ID security group, you will only be able to access Dynamics 365 with the resources and computer access required. So when you create a group, you need to select group type as Office 365, and there will be a group email address that will be created. And here, too, you need to select the membership types assigned, and everything else remains the same. So let's see what you can configure. So we can create a new team. So we can just click "New" and the team name will be "AA Group Team." Let's choose the administrator, and the teamtype will be AAD Office Group. And this is where you must enter your ID. So let's go back to Portal Azure.com.So go to all groups, create a new group, and select the group type as Office 365. And here, you will enter the name of the group, and the group email is automatically created. You can modify this if you want and give it a description as per your requirements. Membership type will be assigned. Let's click create So this group team is created, and then you can copy this object ID and go back to the team. Paste it here; save it so the record is saved. Now if you click on members for this particular group, you will notice that you may not have the option to add members here directly. Okay? To accomplish this, simply navigate to Users and select any user. For example, Christy. And in here, let's click Group and then add membership. So we had membership, which is Office 365 Groups. Click select. Now the group has been added. So if you go to this particular group and click Members, you will notice that the user is added here, right? And similarly, you will notice that the user will be added here. Let's click refresh. Right now, it is not because we have just now assigned it. So let's log in to Christy. Like for example, if Christie wants to log in, shewill see this kind of message so let's refresh. It is still the same message because she doesn't have a role. So, in this case, we must also assign the security role to this specific team, and only the user will be able to access. Let's click okay and let's go back here and refresh. And now the user will be able to access And you will notice that the groups are also created in Microsoft 365 AdminCenter, which can be managed from here. So you can see the grouptype is Office 365 and Security. So these are the four typesof teams available in Dynamics 365. Now this is the administrator job and may not beuseful for Dynamics 365 sales exam because it is afunctional exam and it's more on the administration part. But it is always is good to have an ideaof what Dynamics 365 teams are and what are thedifferent types of teams and how they are used. So that's it for this video and Iwill see you in the next video tutorial.

8. Configure Sales Security Roles

Alright, so welcome to this tutorial. In this tutorial, you will learn about Dynamics 365 Sales Security Roles. So when you sign up for Dynamics 365 Sales out of the box, there are a lot of security roles created. And out of those security roles, some of them are related to sales. So we'll talk about the basic security roles, and then I will tell you about the sales-related security roles. So security roles are the baseline of security inside Dynamics 365, and they help organisations define permissions so they can control who has access to what and to what level. And the permissions are defined by privileges and access levels. So privileges explain what a user can do. For example, a user can read, cache, modify, and share records, right? So these are privileges, and access levels explain up to which level they can perform that particular operation. So if you talk about reading as a privilege, then access level explains if a user can read their own records, records available in the business unit, or records available in the organization. So, with the combination of privileges and access levels, permissions are defined in this manner. And every user must have at least one security role assigned; then only they will be able to access the Dynamics device application and work on the functionalities that are defined. And as I mentioned, when you sign up during the deployment, default security roles are created in the organization, and the security rules can also be modified except for the system administrator security role. So you can modify all these default security roles, plus you can also create new ones as per your requirements. So you can create new security roles. And in case you don't want to create anything from scratch because it may take a lot of time and effort, you also have the option to copy a security role, which creates a copy of the baseline security role. Then you can make changes and save it, and then you can assign it to the users. So this is an example of a salesperson's security role. So you can see under core records, we have entities, and then we have privileges and access level. So privileges are create, read, write, delete, add, add to assign, and share, and the access levels are none selected user, business unit, parent business unit, and organization. So let's now look at the predefined sales security roles. So some of the predefined sales security roles are CEO, business manager, sales manager, account manager, salesperson vice president, president of sales, and you may find some other roles as well that have access to sales-related entities. But these are the core and predefined security roles specifically defined and available for the sales business function. So let me just show you that in Dynamics 365, a user needs system administrator-customizer rights to access security roles. So you can go to settings, and from there you can go to security, and then there's a security role. So here, you can see all the security roles defined. So under each business unit, you will have security roles; for example, let's look at the sales manager. So we click sales manager security role, and here you can define the name of the security role and which business unit it belongs to, and then here you can go to court regards and you can define permissions, right? So that's how it works in case you want to copy this particular security role. You can just click action and copy role, and it will create a new security role. So I did not change the base role; I saved this role as default and made changes to this role so that the baseline security roles are as they are. If I want to go back and refer, then it is easy for me to see, right? So you can see all the sales-related security roles available, and I would highly recommend you just have a glance through each sales-related security role so you know what they can do do.and this can really help you understand the concept. You don't need to go into detail about each entity; just go through this to see what kind of entities they have access to. So that's for this video, and I will see you in the next video tutorial.

9. Configure Goal Management Components

Alright, so welcome to this tutorial. In this tutorial you will learn aboutDynamics 365 sales goal management components. So let's first talk about what a goal is, and then we'll see different components of goals. And I'm going to show you how you can configure these goal components inside Dynamics 365. So the goals feature in Dynamics 365 helps companies define and keep track of their target, and we are talking about sales. However, we can also track goals for customer service as well. But as this is a Dynamics 365 Sales course, we'll be focusing on goals related to sales only. So examples of goals can besales opportunity revenue that is closed. It means the actual revenue that is booked by the organisation or the sales opportunity's estimated revenue, which is in progress. It means the opportunities are still in progress and are not closed. So these are a couple of examples of goals. And goals are ways for companies to track performance and identify potential issues. Because for every company to thrive,they must have a goal system. It means that they can define goals for the quarter and the year, and then they should be able to track their performance based on their target goals. And also, if the target is not as expected, they can identify potential issues and work on those issues to make sure that they reach their goal. So it makes sense to create goals in Dynamics 65 and track performance. And goals can be defined for each salesperson or sales manager, or both. So for every user in Dynamics 365, if they are responsible for generating revenue for the organisation, then you can define goals for them. And a goal can have multiple children's goals. So that's something we'll discuss. Here are the important components of goals: The first is a goal matrix. Then we have goals, roll-up queries, and then goal hierarchy, which is parent-child goals. So as I mentioned, goals are useful in Dynamics 365 customer service as well, which is not in the scope of this course. For that you can check MB two 30 course. Let's talk about each component in detail. So first, let's talk about the goal matrix. So a goal matrix defines a numeric measurement based on a field. For example, the revenue of an organisation and goal metrics are mandatory to set up any goal inside Dynamics 365. This is where you can see the first step in defining goals. First, you need to know what you will measure. The first step is to create all the goalmetrics that you want your organisation to measure. And then you can create goals. And a goal matrix type can be either amount or count. So, if you select "amount" as the metric type, you must also select the amount data type field, which can be either money decimal or integer. And cold metrics allow you to compare gold targets to actual and in-progress values. So that's something we'll see. And these actuals and in-progress values are defined in terms of the roll-up fields. Here you can see the example of the predefinedmatrix when you sign up for Dynamics 365 These three matrices are created automatically, so let's see how gold matrices are defined in Dynamics 365. All right, so here I am in Dynamics 365 Sales. To define the gold matrix, change the area to app settings and then scroll down to Performance Management, where you will find three metrics. So first, let's talk about revenue. So let's open this So the first important thing here is the name of the matrix, which should be easily identifiable, so you give it a meaningful name, then you define the matrix type. When you select metric type as amount, you must also select the amount data type, which can be money decimal or stretch targets. It means that if you enable this to yes, then when you create a goal and use revenue as the cool matrix, the system will ask for actual values, as one is the actual target and also the actual stretch target. So this is useful when you want to give a target to an employee, say, for example, a serious person. The normal target is $100,000 for a specific quarter, but the stretch target is $125,000. This is a great way to motivate and push your salespeople to achieve more, so if you want this, you can enable this; otherwise, you can disable this as per your requirements. Step two is to define rollup fields for the metric, right? So in this scenario, you need to define a rollup field for target actual and in-progress values. So in this scenario, as it is revenue and we are taking the revenue from opportunities, let's talk about actual money. So when you open this, you will know that the roll-up field is actual money, that the entity from which we are going to get that information is opportunity, and what is the source field that this actual money will be related to? Okay, so we need the actual money in the goal thenhow the system will know which field to pick, right? So the source feels like actual revenue; that is an opportunity, and you don't want to pick all kinds of actual revenue. We want to pick only where there is an opportunity. Okay, so actual means the opportunity is already one; it means the business has already come into the organization, so the opportunity status must be one in case you want to filter it further. You can define one more level, which is the status reason, but for now this is fine, and then you need to define the date field that determines the goal period. So the record type is again opportunity, and what is that field type? So when you close an opportunity as one, the amount is stored in actual revenue, where the actual closing date is stored in the actual close date. So this is how the actual revenue will be calculated for a goal. Similarly, you have "in progress money" and "in progress money," and you can see this is the roll-up field in "in progress money," the same opportunity. But in this scenario, the source field is estimated revenue because it is still in progress and not close yet. So we define estimated revenue, which the system will pick from there, and the record type. When the opportunity is not closed, it means it is open. So the status is open, and in case you want to filter it further, you can select "in progress" or "held." That's also something that's possible. Similarly for the open opportunities, the datefield that we need is the estimated close date, which is entered by the sales representative or the owner of the opportunity. So that's how you can define roll-up fields. You can create more roll-up fields if you want. For example, if you want to create a rollup field for loss, that is also something you can do. So you can just click on "new rollover field" and "custom roll up money." And here we can define opportunity, actual revenue, and status reasons. Here we'll choose "lost," and here we can say the actual close date. Okay? So now this will calculate the rollup field, which is for lost opportunities. Like this, you can create rollup fields as per your requirements. We can just discard any changes. So once you've defined the roll-up fields, the next step is to go to description. Now, here, you can give it a description so it's easily identifiable, right? So that's how you can define a roll-up field for ds as per ySimilarly, if you want to define how many products are already in the open opportunities, we have amount as the metric type, and we'll be selecting decimal. The roll-up fields here are improvised decimals and actual decimals, and they are based on the quantity. We want to know how many products are in stock and how many of them are already closed, right? So you can define that as well. In case you want to create a new metric, you can just click "new," and here you can define it. So we have metric types such as amount or count. If it is count, then you don't have any amount data type; it is just in the case of an amount metric type, right? So that's how you can define goal metrics. The next component of goals is the goal itself. So goals allow the sales team to be moreproductive and proactive because for every salespeople you havegiven the targets and this target pushes them toperform better and be more productive, right? So with goals, you can define a target and measure progress values and actual values for a goal, and you can define these values in the goal. So first, the name of the goal. Next is the pay-in goal. If you are creating potential child relationship goals, then you can select a parent goal. It is an optional field, not mandatory. Then you need to select a goal metric. How this goal will calculate value. So you can select either the revenue or number of products, and based on your requirements, you can select the Required Goal Matrix. Then you just select the goal owner. So this will be the goal owner for whom we are creating the goal, right? So if it's a salesperson, then you need to select the salesperson name here. The next one is the manager. So the goal manager is, you can say, a manager who will look up to this goal and see whether the goal owner is achieving their target or not. As a result, you can consider goal. The owner is the person who will be responsible for achieving the goal, and the goal manager is the person who will monitor and check to see if the goal owner is achieving their goal or not. Okay, then you have a goal period type. You can define it either by fiscal period or custom period. So remember we discussed fiscal years? So when you define a fiscal year here, you get a chance to select the fiscal period. So if you choose quarter as the fiscal period length, then you will be able to see Q one, Q two, Q three, and Q four for each year. And if you select month as that, you will be able to select month by month. Okay? Or you can choose a custom period as per your requirements. So any specific date you can choose fromand to the next is the target value. So what is the actual value that this goal owner has to achieve? So that's something you can mention here. It will be in amount if the goal matrix is revenue, and it will be in numbers if it is in count. Then you can define any child goals. And then there's the actual value calculation method. So here's how you can see the examples of goals: So we have name, goal owner, fiscal period, fiscal year, the target, how much percentage is already achieved, and the actual numbers within progress and from end to end of the time period. All right, so let's go to calls, which you can find here as well. You can go to Sales area andhere also you can select Goals. Here you can see an existing goal. So you can just click Active Goals and you will see all the goals that are available. If you want to create a new goal, you can just click New and give it a name. So let's give it a name, say "Q1 goal" or "Pay." There will be no parent goal. The goal owner is up here. You can just put up here as a name. and the goal matrix that we will be using is revenue. Okay? and we can just save it. So the manager can be the same person as the manager of Apache, right? So you can change as per your requirements, and then you have a time period. So you can select a fiscal period here. If you choose a fiscal period, then you need to select which quarter you want to measure the revenue, and if you choose a custom period, then you can select from and to the date as per your requirements. But for now, let's choose a fiscal period, and we are in quarter two. So we're in the second quarter of 2020. Okay, this looks good. We go to target, and this is a target that is given to Aprisharma for this quarter. So actually, this is Qatar too. So I'll just rename it to Qtwo and let's give it a target. So $1.5 million is the target for Q two.You can just save it, and then you can define child codes if any. We'll discuss this in a moment. Then you go to the Actual tab and see the actual values that are already achieved. So when the goal is calculated, you will see the actual progress and the percentage achieved. Then you have goal criteria, and this is very important to understand. Do you want to start with child goals and work your way up? It means this goal will not have any target or any value that will be calculated. It will be calculated from all the child goals that this goal has. Okay? So, for example, it has three child goals, and each child goal has a $10,000 target, and 5,000 is achieved. So when you talk about goal criteria, it is going to sum up the actuals of 5000 plus 5000 plus 5000 for each of the trial goals, and it will show 15,000 as the target achieved. If you want that, then you can enable this to yes.Okay, so only the child goals will be included and shown in the actuals. If you don't want that, you can just click it to know, and then here you have the record set for roll up.You want to get the actual amount by just looking at the goal owner. It means opportunities because a goal owner is the owner, and you can choose that. Otherwise, you can select all as per your requirements. So we just use this, and then here you can define the rule for queries, if any. So we'll talk about this as well. So this is done, and I think this is what you need to do. You can just save it, and once it is saved, you can start tracking it. So let's go to actuals and let's click "recalculate." Okay, so here you can see that this is the actual revenue that is booked, okay? It refers to existing opportunities, where the goal owner is Abe Sharma, and which are currently being pursued. It means these are the opportunities that are open and not closed, and this is the percentage achieved of the target. So the goal is $1.5 million, and the actual result is 117270. Okay, so what makes up this amount? You can just click on participating records, and here you will see the opportunities for actual money. These are the two opportunities that are there. So you would see that amount, and in progress is this one, which is $10,000. So if you create another record, for example, let's go back and look at an opportunity. Let's create a new opportunity looking for MP3-Zero training. Let's save it. And we can just go to the products users provided, and we can just go ahead and change this. So the estimated revenue is $500,000 and the estimated close date is May 30, which is still in quarter two of this year. Let's save it. So we go back to goals, and this is goal Q two.Let's go to actual and recalculate. Okay. And here you can see it's five and 10 now, right? And the participating records, you willsee that under in progress money. Okay, so this is the training one. So that's how you can define goals for each goalowner or the person that you want to track, and it will be easy for you to measure them. Also, there is one more thing. You just need to go to app settings and goal settings, and here you can define when you want the roll-up recurrence frequency in hours. Okay, so the system will automatically calculate the rollup queries and we'll update all the goals. You need to specify that here. Either you can calculate manually, as we have done, or the system will calculate in this number of hours. Okay, so that's how you can define goals. So now let's see the next component. The next component is goal hierarchy, which is parent child.So if you want to create a hierarchy of goals, then parent goals are useful. So in the previous demo, we left the parent goal field blank. But in case if you want, then youcan specify the pay in goal there. And pay in goals are made up of one or more child goals. For example, we have Apexhama, whose target is $100,000. And under Apache Ma, we have Mark, James, and Christie. So Mark has target of $30,000, jameshas $40,000 and Christy has $50,000. So this is a parent call, and these are the child calls. And under Mark we also have David, who has a $10,000 goal target. So in this scenario, you can see that Mark, James, and Christie are the childhoods of the Payne core of Sharma, and David is a childhood of Mark. So let's look at how you can configure that in Dynamics 650 and how it affects things. I'm going to modify this particular goal, and we'll change the target to $100,000, okay? And save it. So this is the goal that doesn't have any parent goals. Now we will create childhood under this goal—which is for Mark, James, and Christie. Let's create for Mark. So we just click "new goal," and you can see that the pay and goal are automatically selected. So we'll just put Q 2 in goal for Mark, and the goal owner is Mark. So Mark is a user that I've already created in Microsoft 365 Admin Center, added to Dynamics 365, and assigned a role. That's why you are able to see that if you want to do the same, then you need to create the user in the Microsoft 365 Admin Center. Then you assign the customer engagement licence to the user, and then it will be synchronised to Dynamics 365, and then you assign a security rule to that user. So this is done, and the manager is Apeshama because it is from the parent. Cool, we can just save it, and the time period is that we will be doing it for Q2, which is fiscal year 2020, and this is fixed. You cannot change it because we already have it from the parent goal. Okay, so you can't change the child goals. So the target for Mark is $30,000 for this quarter, and it doesn't have any child goals. The actual will see once we have the values and thegoal criteria is again we can define as we want. So we don't want to define it as just for childhood, and we'll just keep it as it is. Okay, so let's see how it works. So similarly, you can define it for Christie and James. So we will not do it, we'lljust test it with this particular goal. Okay, so let's go to opportunities currently—let's click on actuals and click Recalculate—and right now it is right. So let's go to sales opportunities, open opportunity, and let's first modify this estimated revenue. We have mentioned like 500,000 and currentlywe have the goal which is $100,000so we don't want to exceed that. So I'll just change it to say $20,000 is the estimated revenue. Let's create an opportunity looking to save it, and let's change the estimated revenue of this to how it works. SOkay, it is in progress, and now we need to change the owner. So either Mark can create from hislogin the opportunities or we can assignthis particular opportunity to him. So we can just assign it. So assign a user and team, and here we select Mark. So Mark is selected. Let's click assign. So now Mark is the owner of this opportunity. So we have two opportunities now. So let's go to goals, and this is the goal. Let's go to Child Goals and open this Child Goal. So the target is $30,000 in actuals. Let's recalculate click. Okay, so we forgot to define the estimated closing date. So these are the important things that you must consider when you are creating opportunities because a little configuration issue can create challenges. Okay, so let's go to this particular thing, and the estimated close date is the 28th, which is still in quarter two. Let's go back to calls and try again. Actuals are recalculated after clicking. Okay, so it is now showing $20,000, So 15,000 is for Mark. Okay, so it has not achieved anything because there were no good opportunities in this particular period for Mark. Let's go back to the parent goal, which is a special mass, and let's recalculate Click. Okay, and here you will notice that the number in progress is 450. Now, how did it come to 45,000 is?We have 15,000 from Mark and a chance of 30,000 that we updated; let's click on this participating in terms of progress money. So we have two opportunities in this period for average. Am I the owner? So 10,020 thousand is 30,000 with children; we have 15,000 The sum of 30 plus 15 is 45,000. Right? Now let's make some changes. Assume we only want to roll up from the child call. We enable this to be yes, and we save it. Okay? Let's go to actuals, and let's recalculate click.Okay, so now it shows only 15,000. Now, this $15,000 is only from the child goals. Okay? So 15,000 is in progress, and the actual is also 15,000 because, as you mentioned, the goal criteria is to roll up only the child goals and ignore all the opportunities that this owner has, right? Similarly, you can define multiple child goals. So we can define it for Christie; we can define it for James and Mark. Also, we can define a child goal for David. Okay, so you can create a kind of hierarchy that will help you understand how the goal is structured. So I would highly recommend you create an organisational hierarchy as per the organization's structure and assign it targets and goals and see how it works. Right? So let's move to the next component. All right, so the next component is roll-up queries. You can now calculate values like the progress actual count for a specific time period using the goal matrix, correct? But it doesn't let you get into specifics like introgress value for a specific period or city, does it? And for that, roll-up queries are used. So roll-up queries allow you to define those filters and show the actual and in-progress values for those specific filters. And you also have the option to choose how to roll up a parent goal. So, for example, should payment goals be included in the calculation of actual or in-progress values? Okay, so that's something we can define in that So we can create a roll-up query to calculate actual and in-progress values where the fiscal period is Q 2020 and the cities are Johannesburg and Newport Beach, right? So let's configure this and see how it works. All right, so here I am in Dynamics 365. And to define roll-up queries, you need to go to app settings, and under that you need to click roll-up queries from Performance Management, and right now there is no roll-up query. So let's click New to create a new one, and we will create it for, say, a roll-up query. Johannesburg and Newport Beach. These are two cities that we'll be focusing on. And for quarter two, this is just the example I'm giving of the name you can define for your requirements. and the entity will be Opportunity. So let's select Opportunity Entity and save it. Now, we need to define conditions. Okay? So the first condition is that we can add a row for "opportunity," which is why we want to do it for estimated revenue. Okay, let's do it for progress. Okay, so we need to select here an estimated closing date. And it should be in the fiscal period. So, fiscal year 2020 And the fiscal period is quoted too. And then we add another, which is for related entities. So for any opportunity where the estimated close days are between this and this, and we also want to define where the account city is, either Johannesburg or Newport Beach, Okay, so let's give it a meaningful name. It can be either Johannesburg or Newport. We'll include them in this query. So we added in the related entity because the primary entity is this opportunity. So we need to add a related entity, and in that, we will select account as the entity. And then we can define conditions. So the condition is that one city's address equals Johannesburg. You need to be very specific with the spelling. And also, we need to define another row. Same for city. equivalent to Newport Beach Okay? And we need to group these two. So we can simply select both and click Group. and we want our condition. Okay? So we want either this or this. If we don't find Johannesburg and just find this, the system will return that as well. Now, in case you want to see the records before you can use them, you can just click View Records. and here you will see if you have any records. Okay? We don't have any. That's okay because we don't have any records. That may be the reason. So it's this condition and this condition. Okay? And under this, you have either the City, Johannesburg, or Newport page. Okay? So let's save this. and this we will use as a roll-up query. So, let's go to Goals and then here. We can also go to Gold Criteria and roll up the query that is currently in progress. This one we can also select similarly. We can define it for rule ofquery money here, which is actual. Let's remove child code for this exampleso that we don't get confused. We just need to delete this call. So this is a goal criteria roll-up query between these two. So name progress is zero right now. So let's create a couple of opportunities and see how it works. Okay, so we go to Opportunities and create a new opportunity. This will open up new opportunities for Johannesburg. This is just an example I'm showing, but you need to give it a proper name as per your requirements. And I know that Adventure Works is in reason. So it's thiSo I'll just save it. Just click on AdventureWorks and here youcan see the city is Joannesburg, right? So we go back, and we don't want to mention anything. We just want to change the estimated date. Say for example 29th May and estimated thevenue is say $5,000 and save it. So this is done for Johannesburg and let's createone more YouTube opportunity, just an example, nonreal queryand we can choose any account, for example, AM corporation, save it and let's see if ithas that particular city or not. So it's redmond that's okay. It means it should not includein our roll up query, right? So we are taking the scenarioso that you understand the difference. And we're going to put it again here, say $5,000, okay? And save it. So we have two opportunities. One is for the customer who is in Johannesburg. Another is not in Johannesburg, but both are in the samequarter and both have the owner as a petition momma. But it should not display both, it shouldjust display one in the in progress call. So we go here, we go to actuals. We just click recalculate. And here you can see it shows only 5000. If you click on participating records for inprogress, you see only Johannesburg opportunity and notthe other one that we have So this is doSo if you want to create criterias and filter itsimilarly, you can do it for actual as well. So in that scenario, instead of selecting theestimated closing date as a criteria, you needto select the actual closing date, right? So actual closing date will be hereand then everything else will remain same. You change it to actuals and once you're donewith this, you add that particular roller query here. So now system will show only the actualsand in progress considering these two criterias. So that's where you can define roll upqueries and use this as a criteria. And before we close this particular training tutorial, I justwant to show you one more thing about targets. So we have revenue as the goldmetric and the target is 1000. You can see there is no other field. But if we go to this particular goal metricand enable this track Stretch Target and save it,we go back and then we click on Target. Here you will see another field called Stretch Target. This is good for pushing sales peopleto achieve more and that can reallyhelp organisation generate more revenue. So that's how the goal management works. And we have discussed about what is the goal matrix. We have discussed about out how you can creategoals, how the parent child goals work, and alsothe role of queries for filtering the goals, you're doThat's it for this video. And I will see you in the next week. Tutorial.

10. Create and Manage Sales Collateral

Alright, so welcome to this tutorial.In this tutorial you will learnabout Dynamics 365 sales collaterals.So let's see how we cancreate and manage sales collaterals.So sales collectors are Sales Literature in Dynamics365 and Sales Literature allows companies to storesales related documents within Dynamics 365.Now you may know that Dynamics 365 integrates withSharePoint as well and you can use that fordocument management like uploading document sharing documents.But Microsoft has also given this featureof using Sales Literature and you canattach documents on the sales literature.So based on a company's requirement, whether they wantto use Sales Literature or they want to useSharePoint based storage and it may include like productguides and brochures, competitor related sales documents, product priceand discount documents and articles to support sales teamor anything that support sales process can be includedin Sales Literature.And Sales Literature can be associatedwith products or competitors or both.And you can send a sales Literature via email.If it has at least one sales attachment thenyou can send it, otherwise you will not beable to send Sales Literature via email.So let's see how you canconfigure that in Dynamics 365.All right, so here I am in Dynamics 365and you can see Sales Literature under collateral.So we will discuss quotations orders invoicesand products in the coming videos.But for now, let's discuss sales literature.And here you can see allthe sales literature already available.Okay, so for example we select this audio product line.So this audio product lineis of subject product, right?So you can define subject three based onyour organization requirements and you can select hereand what is the type of this isa presentation product sheet, policies and procedures, salesLiterature spec sheet, news bulletin.So these are different types of sales literature thatyou can use to categorize your sales literatures.So this is related to productSheet and audio product line.And here you can associate a product.So you can just click here and click Addexisting product and you can search for the product.Let's select for this example, let'sset this one click Add.So now you can see this is associated.Similarly if you have any competitive related sales literaturethen you can add the competitors as well.Then you can add sales attachment.So to add new you can just clickmore commands and click New Sales Attachment.And here you need to give ita title on your product line brochure.Okay, and the author name you canput who has created this is Russia.Any keywords that may be useful for searching purpose.So we can just search for audio comma productline, comma brochure and any abstract the details aboutit and then you can choose a file.So let's click Save first and then you can click choosefile either it can be a Word document or PDF.Usually it is in PDF so you canselect the document and it will be updated.Click Save and now this is available rightwe can go back to the product lineand here you can see this attachment.Now if you want to send this to any team member orany customer or anybody you can just click Send us Email.So when you click Send us Email it will createa new email activity and this attachment that you havementioned will be attached as an attachment to email.So here you can see you have attachment which is aWord document and here you need to define from two andsubject then write the description the body of this email andthen you can just save it and send it.That way you can send sales literature via emails.Let's open this one.As you can see it doesn't have any attachmentso if you click send an email you'll getthis message sales literature does not contain any salesattachment which means you must have at least onesales attachment to send via email.If you don't want to send this as an attachmentand just you want to send this record link whichmeans sales literature link, then you can email a linkand you can also specify the expiration date of thisparticular sales literature so when it is going to expireand who is the employee contact that will be responsiblefor taking care of this particular sales literature.So that's how you can create sales literature fordifferent types and you can share it via emailsand use it for other the sales purpose.So that's it for this video and Iwill see you in the next video tutorial.

11. Configure Relationship Cards (Insight Cards)

Alright, so welcome to this tutorial. In this tutorial, you will learn about t dynamics. 3Sales Insight Assistant Now it was previously known as "Relationship Assistant," but Microsoft has changed the term to Sales Insight Assistant." So in the exam curriculum on the MB2-10 site, you may still find it as Relationship Assistant, right? So when you see this in an exam as "Relationship Assistant" or if somebody talks about "Relationship Assistant," then they are talking about the "Sales Inside Assistant," which is the latest term used by Microsoft. So let's understand that Dynamics 365 Sales Insight Assistant, which was formerly known as Relationship Assistant, helps salespeople and managers to keep track of their tasks and also helps them manage tasks and communication through Inside Cards. Now, inside cards were formerly known as action cards. There are two variations of sales. Insight Assistant in Dynamics 365 The first is the Sales Insights Assistant, which is the free version. The second one is Sales Insight Assistant with Advanced Features, which has an assistant studio. So when you sign up for Dynamics365 Sales Inside Assistant, the free version is already included in the license. So you can get the basic features of Sales Insight Assistant, and the sales team members and managers can leverage the benefits of Sales Insight Assistant. However, if a company wants advanced insights capabilities, then they need to purchase a Dynamics 365 Sales Insights license. So this is sold separately from the Dynamics 365 Saleslicense, and you can turn on or off InsideCards as per your requirements at the global level. So system administrators can set up Inside Cards at the global level and in global settings. And for the entire organization, they can either turn on or turn off Inside Cards. Okay, so you will see many Inside Cards available, and the administrator will have an option to enable or disable the Inside Cards. After an Inside Card is enabled at the global level, users can personalise these Inside Cards under their personal settings. For example, an opportunity is closing soon, right? That can be one of the inside cars that are enabled at the global level. So by default, users will see their dashboard as "Inside Card." But if users do not want to see that inside card, then they can go to Personal Settings and disable that inside card for them. We'll discuss more about features in incoming videos, including sales insights. So we'll talk about the free as well as the advanced version, and I will show you how we can configure that. So now let's talk about the Inside Cards grouping. Now this is no longer available in Dynamics 365 for inside sales. It was there, but with the new release, it is not groups. Now just go through them and understand the grouping so that you are confident, and it can be helpful in your exam as well. So first is the email card from Exchange. Now these are the cards that you see in the Dynamics 365 Dashboard that are generated based on the analysis of email messages in Microsoft Exchange. So we'll see that the second type of grouping is relationship analytics cards or sales insights cards. These types of cards provide reminders to salespeople or the person who is responsible for building and maintaining relationships with customers and prospects. If there has been no recent activity with a few customers or prospects, then these relationship analytic cards will show in the dashboard that you need to get in touch with this particular contact or this particular lead because you have not had any conversations in a few days. Okay, so if you didn't have any conversations or activity with this particular contact or lead for 15 days, 20 days, or one month, you need to maintain the relationship so they don't forget you and can come back and do business with you. That's a very good way to remind sales representatives to get in touch and nurture the leads and contacts. The next step is email engagement cards. So this kind of card is used with the email cards from Exchange, and cards of this type provide information about when an email is opened, when they clicked, how many times they have opened an email, and those kinds of things. You can get analytics from email engagement cards. Also it provides reminders, if anyreminders that has been set up. The next are the productivity cards. So cards of this type provide information that's relevant to your location and upcoming plans. So for example, you can use these cards to indicate whether you are near a customer. Okay? So based on the location, it can tell you whether you're near the customer so that you can interact with them and have meetings or have a quick call or chat with them. Or they can also help you by providing relevant news or information about your upcoming flights. So here are a couple of examples of productivity cards. The next one is Today's Cards. So today, Cars, as the name suggests, gives you the plan for today. It shows the meetings and tasks that are due on their dashboard. So it is a great way to prioritise your day and also get the task done. So these are some of the groupings that you can find on Docs Microsoft.com.I'll put the link as well, so you can get more information on that. This is just for your information; you don't need to cram this. Simply understand that if a card is performing a specific activity, then what could be their grouping. Okay, so let's see that in Dynamics 365. All right, so here I am in Dynamics 365. So to see the Sales Inside Assistant, you need to go to the Sales Insight Settings area, and under that you have Global Settings, and the overview is Sales Inside Settings. So I would highly recommend you read this, click "Learn More," and learn more about it. Okay, so you get the idea, and here you can see all the things that are freely available along with a Dynamics 365 license. So sales exploitation is basically in the previous stage right now. So, if you watch this video later, it may have emerged from preview and become widely available, right? So you can set up that assistant, which basically gives you the inside cards to empower your sales team with actionable and conceptual insights. Then you have auto capture.It basically allows you to capture emails and meetings automatically from your Microsoft Exchange account. And then we have Email Engagement which basically showsyou if a customer has opened your emails, clickedan email, and also if there's any follow upreminders that you need to send to keep trackof engagement and close more sales, right? So these are the settings available. So when you see it for the first time, you need to agree to the terms and conditions, and when you click "Agree," then you will be able to set this up. So let's click "I agree." So now these are available, and on the lefthand side, you can see these things are enabled. So let's talk first about assistants. So let's click Manage, and it takes us to the inside cards. And here, you can see all the inside cards available. If you see this icon, it means that particular card is turned off. If you don't see any icons, it means that it is enabled. So if you talk about recent meetings, if you want to see more about them, you can just click on this. And this is what the preview looks like. So it says that you have a recent meeting, and it allows you to take notes and open that particular appointment. And here's the description that you can read. If you want to disable this card for global, then you can disable this and save it. So right now we are in the global settings, which can be done by the system administrator, and then we have personal settings, which I'll talk about in a few minutes. And then you have other tasks, like tasks due today and emails to you today, right? Meetings today. So these are the very good inside cards that can help the sales team members stay on top of the tasks and complete those tasks.And also, you will find something called "high priority," right? As a result, these three will take precedence over other inside cards. If you want to enable any disabled card, you can open it, enable it, and save it. so that card will be enabled and you can see that as well. So email opening is just now enabled. So that's how you can manage the inside cards. Let's go back to the overview. So, in addition to the inside cards that we have managed, you can also manage Auto capture free cards by clicking Manage and then enabling the auto capture. So first you need to connect Dynamics 3 with Exchange online with server-side sync and also approve each user's email manually so that Dynamics 3 can receive and read emails from Exchange. This is a premium feature that is in preview. So if you want to enable this, you can do that as well. It is capable of much more than just basic auto capture. So when somebody sends an email, if you have enabled auto capture for a user, then the email will be tracked in Dynamics 365 and the user can see the email privately. But if the user wants to convert that particular email to an email activity in Dynamics 360, then it will be visible to all the users who have access to it. So it's a great way to integrate and get information from Exchange. The next one is "Email engagement" (to read now, this needs permission). So you can just click "Grant Permission." It will ask for these permissions. You can just consent and click Accept. I would highly recommend you read this. What exactly are the changes it is making? Let's refresh this. It is enabled, right? So the permission was granted, and now you can see that. So if you can click Setup, you will see Email Engagement as a new tab. You can enable e-mail engagement. So now that email engagement is enabled, For example, if you're sending an email to a contact, then you can see those activities. So that's how the inside cards, autocapture, and email engagement work; these are the three features of free preview. You also have something called a Sales Accelerator Preview. You can enable this. When you enable this, you will see a different tab that basically allows the team members to prioritise the task, and they will see this just above the dashboard so that they can prioritise and complete the work. So in case you want to enable that, just click "I agree" and get started. So read the terms, and then click Continue. And then currently, it is installing. So these are four things that will be added. So once it is done, you will see the change here. So this is at the global level. Now for every user they have option ofpersonal settings so they can enable the thingsthey can disable as per their requirements, right? As you can see, this email is currently open as one so that they can turn it off for themselves. So this email opened now will not be visible to this user who has logged in, right? But at the global level, it is still enabled, right? So we can just turn it on again. You can also do this for autocapture. Currently, it is not enabled. So we need to go approve the email address and set up server-side synchronisation before it will work, right? So try that, and you will see that in your dashboard. So these are personal settings that you can change. So let's see how you can see that. You can just go to the sales area, and on the dashboard on the right side, you can see Relationship Assistant, right? So you can just read more about the sales inside. You can just click "Remind me later," and here you can see an opportunity that is closing soon. So if you click on this, it will show you more information. If you want to open this opportunityyou can just click that as well. So opportunities close on Friday. This is the date, and it means that the user needs to work, which is under his ownership. And also, you have an agenda. So on your agenda, you have a phone call at 10:00 a.m. And then there's the task, which is the business sample. So you can see all those things in here, and this can really help your sales team members to be productive and get more done. So when you install this or when you enable the sales inside preview, it will take a lot of time, and you may experience some challenges in accessing the application as well. So don't enable it for now, or if you have time, then you can enable it and wait for some time. Once it is installed, the application will work fast. So let's give it some time, and then I will continue once it is done. All right, so now let's click on Contacts and open this contact, and let's test this email engagement thing. Here, you can see this particular relationship assistant for this contact. Okay, we already have that. Let's create a new email activity. So just click on Plus on Timeline, enter a new email, and in here let's give it a subject. So your free discovery session for decision-making is simplified. So hello, here are your session details. Click here. Thank you. And then we want to give this a link. Let's give it a link. Let's say it's Google.com. We can put anything that we want and click okay, so let's save it first and then attach a document. So just click "New Attachment," choose "File," and select this audio product line brochure. This is just an example. Let's attach this, and it is attached here, right? So now this email is created. Now before a user sends it, they need to enable the email engagement if they want to keep track of it. So currently, it will be followed. If they don't want then you can justclick do not follow and click OK. The recipient's activity will then be ignored in this email activity. Okay? If you want to do that thenjust click Follow and just click okay. Also, you want to send a reminder. So, if you send an email, the customer or prospect may not respond for two to three days, and you must send them a reminder. So it is important to configure such settings so that you don't have to remember and don't miss them, right? So you can just set a reminder. Let's send a reminder that if I don't receivean e reply by of the email is notopen by or remind me anyways out. As a result, you can select the requirement based on this. So for example, If I don't receive a reply, say by 12:00 a.m. Let's give it twelve zero five.We can give it a comment reminder; click Okay. So it will be remembered, and in case you want to send this email later, You can just schedule this email for a later time. Click Send later. Define the schedule and click OK, and the system will automatically send an email. So for now we are good. We can just click Save, and we can just click Send. Okay, so this email is sent, and that's something you can see in your timeline for that particular contact. So when you click on this email and click on "details" to open the record here, you will see email engagement. So how many times the email was opened,attachment views, link clicks or any replies. Okay, so I'll just open this email in my mailbox and we'll show you how it changes. So I've opened the email, I've clickedthe link and also have opened attachment. So let's see how it changes. Let's click refresh, and here you can see you have three windows open just now. The device is not captured, the attachment views are still not updated, and the links are still not updated. So it may take some time to update these activities. So we refreshed, and here you can see the changes. So the email was opened nine times, and there were two clicks. So, if you open this, you will see what link was clicked because we mentioned Google in the URL, and the emails will open nine times, and the attachment views will update in a short period of time. We did not receive any email reply from the contact, so we go back to this contact, and here you can see that relationship Assistant or SalesInsight shows you the reminders as well here.So you can check the activities from here as well. Now activities suggestions Preview, which requests data access from Outlook, If you want to allow access, you can just click Allow Access, and it is enabled. Let's refresh the timeline. So this is basically the preview that we enabled for Sales Insight. So you can keep track of all the email communication and follow up with them, and it will be easy for salespeople to interact with clients, keep them engaged, and help them buy products and services from your company. And that's a very good way to increase business. You can click on "dashboards" and "dashboard" also, and you will see this. So that's how you can configure your sales site's free features and use them to increase productivity and revenue. So that's it for this video, and I will see you in the next video tutorial.

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