Tooltip User Manual
Contents
1. AutoNumber value then be sure to create it as an nvarchar attribute and allow sufficient length to accommodate the largest AutoNumber value that will eventually be created A field that will receive an AutoNumber must be a published to the Form and it can be Read only recommended However it is possible to remove the field from the Form re publish the Entity and the AutoNumbering will still work But to get it going initially the field must be published to the Form otherwise it won t appear in the CRM Attribute Picklist on the AutoNumber custom entity record The layout of AutoNumber settings page is shown in the following screen Settings Autonumber Settings EL Administration F save cancel 2a Business Management Eg Customization Enable Publish Entity Mame g Templates C gt All Entities Es Product Catalog Gi WorkFlows M E ji T E Data Management E E Account Mode a System Jobs zi i E Address Tool Tips Tooltip Settings he a Appointment k Product Licenses m busem C360 Settings AutoNumbers E E Campaign ul er Setti Campaign Activity a m Campaign Response r E Case E E Competitor r E Contact Contact Mode Mm E Contract m E Contract Line m E E mail m m eService Audit Account The user will need to return to this page when the entity form has been updated with new attributes as it will be necessary to re Publish the revised Form attributes So the steps would be return thi2. New i amp Information Details x General G Description i O CRMEntity 2 CRMAtribute 3 Enable 4 Next Auto Number 5 Fixed Length 6 m Preview 7 AutoNumber Properties Starting Value B Increment Q Increment Direction fe up Down eit i Gf sa V O Administration Created On Tie Created By Lal Modified On Fis Modified By a Field Label Describe the purpose of this AutoNumber CRM Entity Select the entity that will be using the AutoNumber ea Select the Attribute that will hold display the AutoNumber The Attribute CRM Attribute must be of nvarchar type Don t create a Y2K problem plan ahead Copyright 2009 CRM Innovation LLC All Rights Reserved 4of9 AutoNumber User Manual Pe Enable this Entity Attribute combination pe This attribute read only displays the value of the next number in the Next Auto Number seguence If you required the display and sequencing of the AutoNumber in a predetermined length then enable this checkbox When you enter the Starting Value if you have selected this check box then that value will be Fixed Length the format length of the fixed length AutoNumber Displays a sample of the AutoNumber This is the first number in the AutoNumber seguence that will be applied Starting Value to the first record Set the value that the sequence will increment by this can be a positive negative or floating point value For example legitimate value
3. e Integer e Floating point e Fixed length padded left e Decimal value e Positive or negative values e At anytime the admin can stop reset or restart the AutoNumber parameters e Records created prior to starting the AutoNumber system can be numbered by the AutoNumber add in e Preview the format of the AutoNumber e Supports online and offline users AutoNumbers are added to records when the user goes back online e AutoNumbers will never be duplicated or re used e The system is enterprise class as there is no possibility of using the same number for 2 different records e Ifa record is deleted or deactivated it s number will not be used again AutoNumber Settings page A CRM user that has been granted rights to the Settings page will be able to enable AutoNumbers for any custom and customizable entities The user can enable the entities for which they require to provide the AutoNumbers Only entities enabled here and published would be displayed in the CRM Entity picklist in the AutoNumber entity NOTE The only Attribute type that is eligible to receive an AutoNumber is a nvarchar type AutoNumbers are not generated for numeric attributes Therefore the only attributes that will appear in the CRM Attribute Picklist in the AutoNumber entity will be nvarchar text field Therefore if you need to create a new attribute Copyright 2009 CRM Innovation LLC All Rights Reserved 2of9 AutoNumber User Manual to receive an
4. hen there will be duplicate AutoNumbers assigned A warning does appear After clicking on the Restart button the warning is displayed you must click on OK to proceed and then use the Save button with Green check on the tool bar to effect the Restart The following images show the screen changes Copyright 2009 CRM Innovation LLC All Rights Reserved 6of9 AutoNumber User Manual Save and Close g Gj W 4 Edit Next AutoNumber Save LE Restart gA Back Fil Utility 3 Actions i Help AutoNumber Information Information Details General jon n Starting Value 1 Increment Increment Direction y Up C Dan Prefix m Administration Created On EB Created By First name Last name fre Modified On FEE w Modified By Jerry Weinstock a A Gisaveandcose K7 lt W EditNext AutoNumber Save T Restart YA Back Fil Utility iy Actions Help AutoNumber Information Information Details ve Information EA workflows Are you sure you want to do this If no click on Cancel otherwise click on OK to change the Next AutoMumber value back to its Starting Value Modified On 12 23 2008 Modified By gt Jerry Weinstock Copyright 2009 CRM Innovation LLC All Rights Reserved 7 of 9 AutoNumber User Manual Edit Next AutoNumber It is possible to change the value of the next AutoNumber that will be generated From the toolbar click on Edit Next AutoNumber the Next Auto N
5. local installation of AutoNumber on client computers required available The AutoNumber settings page is only available to users with the correct permissions when they are online on the network it doesn t work via the browser over the Internet New AutoNumber records can be created while online on the network or over the Internet in IFD mode Copyright 2009 CRM Innovation LLC All Rights Reserved 9 of 9
6. o do that is to open up the specific AutoNumber record and uncheck the Enable check box on the form Do not use the Deactivate AutoNumber option from the Actions toolbar Copyright 2009 CRM Innovation LLC All Rights Reserved 8 of 9 AutoNumber User Manual However if you no longer need the AutoNumbering record then the action to take is to go to the Actions menu and select Delete AutoNumber to permanently delete the AutoNumber record and associated AutoNumbering m il Elsaveandciose K lt j 0 EditNext AutoNumber Save T Restart JA Back Fil Utility Autollumber Information amp Information Add a Note Attach a File Delete AutoNumber ri General diaisna FREE ARE Description Copy Shortcut 7 Entity Name Send Shortcut a A Enable v dr Next Auto Number 0570 Fixed Length Iv Preview Li Length 4 Autollumber Properties Starting Value 1 Increment Increment Direction Up Down Prefix Sufix PO Administration Created On FE v Created By First name Last name La Modified On TA w Modified By Jerry Weinstock ra Modes of Operation AutoNumbers will be created on a successful Save event when the user is online or in IFD mode When the User creates a record and saves it while they are offline no AutoNumber will be assigned until the user goes back online with the CRM Outlook Client and synchronizes with the CRM Server Consequently there is no
7. s could be 1 Increment 2 1 5 1 0 05 or 7 The Increment Direction is applied in conjunction with the Starting Value and the Increment to set the direction the AutoNumber sequence moves in For example a Starting Value of 300 Increment of 1 with an Increment Direction of Down would sequence from 300 299 298 and so on Alternatively a Starting Value of 100 Increment of 1 and Direction Up Increment would sequence 100 99 98 It is possible therefore to start at any point Direction and go in any direction A prefix allows the user to modify appearance of the AutoNumber by Prefix attaching a fixed preceding modifier to the AutoNumber A suffix allows the user to modify appearance of the AutoNumber by Suffix attaching a fixed ending modifier to the AutoNumber 11 2 1 LA Edit Next AutoNumber Save L Restart ga Back Fill Utility 34 Actions AutoMumber Information amp Information General Notes These selections significantly expand the functionality of the AutoNumber add in past just creating numbers Their purpose will be explained in the subsequent sections of this document Back Fill Utility Perhaps of all the special features available from the form tool bar the Back Fill Utility is the most valuable in existing CRM implementations This utility allows you to apply AutoNumbers to pre existing records in the database The process is as follows 1 Open up the AutoNumber record Copyrigh
8. s page and select the check box in the Save column for those entities that need to have a refresh done as a conseguence of Form changes If not then those new attributes will not be available in the AutoNumber form record entity picklist subseguent step After successfully saving the settings a response will be displayed in red to the right of the Cancel button as show in the following image Should the save not be successful a detailed error message will appear Copyright 2009 CRM Innovation LLC All Rights Reserved 3 of 9 AutoNumber User Manual Autonumber Settings Published successfully Enable Publish Entity Mame AutoNumber Records Once the Entities that need an AutoNumber have been selected and published from the AutoNumber Settings page then you can navigate to the AutoNumber custom entity This entity behaves much like other records that you are familiar with in CRM The specifics of each field on the form are shown in the image and table following An AutoNumber record has 4 required fields Description Starting Value Increment Increment Direction CRM Entity and CRM Attribute Although the last two aren t marked as required Once you make the selection of the CRM Entity then the CRM Attribute Picklist will be populated with fields that are eligible to receive an AutoNumber value Once you save the record you can no longer change the Entity or the Attribute am led leySave and Close bey Help AutoNumber
9. t 2009 CRM Innovation LLC All Rights Reserved 5 of 9 AutoNumber User Manual 2 Click on Back Fill Utility 3 A new window will open up this window will appear empty normal 4 After a period of time the Success Window will be displayed summarizing the results So the big question is how long does the Back Fill Utility take to execute Unfortunately it is hard to determine since it is so environmentally specific However based on testing we have done backfilling 1 000 to 2 000 records on a medium speed SBS 2008 R2 took only a few minutes Going through many thousands of records would take a correspondingly longer time The best practice in any event is to not do the Back Fill during regular business hours when your users are extensively interacting with the CRM System z Caen Claes r A Edit Next AutoNumber Save I Restart Al Back Fil Utility iz Actions Help amp hitpi ibiz 5555 1Biz I5V Enable Fixed Length Length AutoNumber Prope Starting Value crement Direction gt ie C in Prefix Administration Created On 3 2010 EE v Created By First name Last name EA Modified On TE w Modified By Jerry Weinstock Restart AutoNumbering It may be necessary to start the AutoNumber of records over again from the beginning This could be due to a variety of reasons testing mode etc Should records exist that have had this AutoNumber applied to them t
10. umber field in the form will change from Read only to editable Enter the new next AutoNumber and then click the Save button with the green check on the toolbar The field then will return to read only and be ready to go S AutoNumber Information Windows Internet Explorer e al c SaveandcClose j d U AutoNumber Information amp Information Wa Help Details a General Notes Information l Sa A workflows Description Service Appt Entity Name Service Activity Attribute RAN CRM ID Enable v Next Auto Number 0013 Fixed Length Iv Preview SI AutoNumber Properties Starting Value 1 Increment 1 Increment Direction amp Up C Down Prefix S Suffix Administration Created On 12 8 2008 Fw Created By 8 First name Last name La Modified On 1 3 2009 mv Modified By Q Jerry Weinstock Es O R Done ima inci jm a Local intranet 100 If you try to Save the record without first using the green check mark Save button first before exiting the record you will receive a warning message as follows m pos Fixed erabh FD Previa SA Windows Internet Explorer A Please save the next auto number First To save the next auto number vou need to click on toolbar s Sawe button Administration Delete Deactivate AutoNumber Should the situation require that you turn off AutoNumbering the best way t
11. x CRM Innovation CRM Innovation LLC AutoNumber User Manual V1 0 AutoNumber User Manual AutoNumber AutoNumber is an add on product that can create a unigue easy to read reference number for records in the CRM system This tool allows system customizers to add AutoNumbering to CRM entities that are not supported by the built in numbering system It makes it easy to create an AutoNumber that can be used by users to uniquely identify a record in the system without referencing another field or the GUID The AutoNumber can be used to link the CRM record with other systems a back office system or accounting applications or even paper files AutoNumber supports all custom entities and systems entities that users are permitted to create new attributes Feature Recap e Supports records generated by Workflow e An AutoNumber can also be applied to entities that have a numbering system already such as Contracts Cases Articles Auotes Orders Invoices and Campaigns e AutoNumber field can be set to be read only or does not even have to be published to the form e There can be more than one AutoNumber for a record i e multiple fields e Customizable prefix and suffix for each entity including setting the length of the prefix and or suffix Starting AutoNumber can be set by the user e The AutoNumber can be incremented or decremented e The amount of increment can be set by the user e AutoNumbers can be of various format types
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