Sales

[Applies to: Microsoft Dynamics CRM 4.0]

Hitting the road with Microsoft Dynamics CRM for Outlook with Offline Access

Salespeople can make critical customer information available and up-to-date on business trips with data groups. Without using up valuable laptop memory, mobile workers stay current with the head office and keep information on laptops fresh. Meanwhile, managers and co-workers are up-to-date.

Using Microsoft Dynamics CRM for Microsoft Office Outlook with Offline Access, you can set up and activate local data groups with criteria similar to Advanced Find by selecting which Microsoft Dynamics CRM records will be available offline. In addition, you can activate and deactivate these local data groups, when you synchronize, to change what data will be available.

To see what data filters are being applied to your offline synchronization, click Modify Local Data Groups on the CRM menu in Outlook. All data groups on the Data Groups tab are applied.� Data groups are additive, so you can have more than one active to take larger, combined sets of data offline.

On This Page

Select the data you need with local data groups

Deactivate or activate data groups

Take your data offline and synchronize your data

Go back online and synchronize your data

Combine local data groups to take more information with you

Select the data you need with local data groups

To leverage local data groups, consider a trip to regional offices in the USA in Washington and Oregon. You would want to define needed information in the Microsoft Dynamics CRM database that applies to customers in these states.

First, create a local data group of the data for a record type. Save this local data group as your "master," and call it "My Active Accounts", for example. Second, modify this master local data group to create different versions for your business needs.

  • To edit an existing data group, on either tab double-click on the item in the list. To keep the original data group, make a copy using Save As, and add additional criteria, such as "Address 1: State/Province equals WA". Save it with a new name such as "My Accounts in Washington."
  • Using Save As again, change the criteria to "Address 1: State/Province equals OR", and name your new data group "My Accounts in Oregon."

Before your trip, deactivate all data groups, except those that apply to the customers in the first area you are visiting.

Deactivate or activate data groups

  • To deactivate a data group, on the Data Groups tab, select one or more data groups. On the tool bar, click the Deactivate button (a red circle with a red square). This deactivates all of the data groups and moves them to the Inactive Data Groups tab.
  • To activate a data group, on the Local Data dialog box, on the Inactive Data Groups tab, select one or more data groups and then click the Activate button (a green circle with a green triangle).� All active data groups appear on the Data Groups tab.

Take your data offline and synchronize your data

  • In Outlook, on the CRM menu, click Go Offline.

While you are offline, you can add new contacts and accounts or update the accounts and contacts on your laptop. When connecting to your company's network again, you can synchronize your data.

Go back online and synchronize your data

  • In Outlook, on the CRM menu, click Go Online.

Any updated data from your laptop will be synchronized with your company's Microsoft Dynamics CRM database. You can now deactivate and activate a new set of local data groups for your next visits, using the procedures explained earlier in this article.

Combine local data groups to take more information with you

Because local data groups are additive, you can have more than one active data group. For example, if you are going to the Northwest United States, you can activate the Washington and Oregon data groups you created and take both sets of data with you.

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