This article describes how you can use the Microsoft Dynamics CRM List Web Part with your Microsoft Dynamics CRM 4.0 data on a Microsoft Office SharePoint Server (MOSS) 2007 Web site or a Microsoft Windows SharePoint Services 3.0 Web site. The Microsoft Dynamics CRM List Web Part is a Microsoft SharePoint Workflow Manager that enables users to view and share Microsoft Dynamics CRM 4.0 data. The List Web Part enables viewing multiple entities on one Web page. Your Microsoft Dynamics CRM or Windows SharePoint Services 3.0 or MOSS administrator must install and configure the List Web Part before you can create a shared or personal List Web Part on a Web site.
Note
If you want to use Microsoft Dynamics CRM on-premise and Workflow Manager, we recommend that you use SSL when you are using the List Web Part to connect to the Microsoft Dynamics CRM Server in IFD mode.
The List Web Part can display Microsoft Dynamics CRM data from a specific Microsoft Dynamics CRM organization, record type, and views created in Microsoft Dynamics CRM. To use List Web Part, you must first add a shared List Web Part to a Web page and then define the properties and data to display in the List Web Part. The shared List Web Part is available for viewing by all team members with access to the Web site and with Read privileges to the entity, attribute, and relationship represented in the List Web Part. These privileges can be assigned to each security role.
Shared and personal views of a List Web Part
Any SharePoint page can be opened in two modes: Shared and Personal.
If you add the List Web Part to the SharePoint page in a shared mode, the List Web Part opens in a shared mode and is visible to all users who access the page.
If you add the List Web Part in a personal mode, only you will be able to view the List Web Part.
Defining List Web Part for Microsoft Dynamics CRM
Before defining a List Web Part, decide what information to display in the List Web Part such as Account records for all active customer accounts, or Account records with outstanding invoices, which would require defining connections between List Web Part.
Add a List Web Part to a Web page
To add a List Web Part to a SharePoint Web page, you must have designer privileges on the Web site. This example assumes that a SharePoint Web page or Workflow Manager page was added to the Windows SharePoint Services 3.0 or MOSS site so that you can add the List Web Part to the page.
Note
To configure List Web Part for Microsoft Dynamics CRM, you must be a valid Microsoft Dynamics CRM user and have the Read privilege for the entity.
For this example, the List Web Part uses the Accounts record type and selects all active accounts. You can use the List Web Part to display your team's customer accounts, opportunities, invoices, and other record types. You can also specify properties in the List Web Part to meet your needs.
- On the SharePoint site, click Site Actions, and then select Edit Page.
- Click Add a Web Part.
- In Add Web Parts, select Microsoft Dynamics CRM List Web Part from the Miscellaneous group, and then click Add.
The Microsoft Dynamics CRM List Web Part is displayed on the Web Part page. You must define properties for the List Web Part to make it usable.
Define the List Web Part properties
Defining the properties for the List Web Part includes selecting the Microsoft Dynamics CRM organization and record type to use for selecting the data displayed in the List Web Part.
- In the Microsoft Dynamics CRM List Web Part window, click Edit, and then click Modify Shared Web Part.
- In the List Web Part tool pane, in CRM Server URL, type the URL of the Microsoft Dynamics CRM Server, and then click Go.
For the Microsoft Dynamics CRM Server URL, use a format similar to the following:
- http://adventureworkscycle.com
- https://adventureworkscycle.com
- http://mycrm:5555/
- https://mycrm:5555/
- Select the organization from the Organization list for the List Web Part.
After the organization is selected, the entities available for use in the List Web Part populate the Record Type list.
Note
If you have customized the entities in Microsoft Dynamics CRM, the List Web Part uses your published entities.
- Select the entity, for example, Accounts from Record Type to use in the List Web Part.
- Select a View to use for displaying the Record Type in the List Web Part. This step is optional.
If Accounts is the record type that you selected, you could choose the view that contains Active Accounts, Inactive Accounts, or another saved view. You can create a custom view in Microsoft Dynamics CRM to further refine results for the specific record type and then select that view to use in your List Web Part.
- In the List Web Part tool pane, under Display Column, select Show all columns or Select one column to show.
When you choose Select one column to show, the drop-down list is populated with the columns that you can display in the List Web Part. For the Accounts record type example, you can display one of the following columns:
- Account Name
- Address 1: City
- E-mail (Primary Contact)
- Main Phone
- Primary Contact
- Click Apply to see the data in the List Web Part or continue defining optional properties for the List Web Part.
- If you are satisfied with the data in the List Web Part, click OK, and then click Exit Edit Mode.
List Web Part page refresh
The List Web Part must connect to the Microsoft Dynamics CRM database to select the record types available with the specified organization, the views available for the selected record types, and the data to populate the List Web Part. As a result, you might need to wait for the page to refresh before entering additional actions when you define the List Web Part, making changes in a List Web Part, or connecting to a List Web Part.
Changing the List Web Part title
The List Web Part uses the record type name as the prefix for the title of the List Web Part. For example, the title for a List Web Part containing account records is Accounts - Microsoft Dynamics CRM List Web Part. You can change the title of the List Web Part. For example, if you have three List Web Parts, each representing accounts in different regions on your SharePoint Web page, the title for each List Web Part is displayed as:
- Accounts [1] – Microsoft Dynamics CRM List Web Part,
- Accounts [2] – Microsoft Dynamics CRM List Web Part, and so on.
You can more easily identify the account in a specific region by changing the List Web Part title to account_name_region rather than Accounts.
To change the title:
- Click Edit in the List Web Part you want to change, and then click Modify Shared Web Part.
- In the List Web Part tool pane, expand Appearance, click the ellipsis button to display the text edit window, and enter the new title for the List Web Part, for example, Bold Bike Accessories. Click Apply or OK, and then click Exit Edit Mode.
Tip
The List Web Part surrounded by a dashed border on the Web page is the one that you are changing. The dashed border disappears when you click Exit Edit Mode.
Set the List Web Part height and width
If you are designing a List Web Part for Microsoft Dynamics CRM users who use laptops regularly, you can define the List Web Part to display data using a fixed height and width. Defining a fixed height and width enables the scroll bar so that the laptop users can see the entire List Web Part.
To set the List Web Part height:
- In the List Web Part tool pane, expand Appearance. In Should the Web Part have a fixed height?, click Yes, and then enter the width value and select the measurement type.
To set the List Web Part width:
- In the List Web Part tool pane, expand Appearance. In Should the Web Part have a fixed width?, click Yes, and then enter the width value and select the measurement type.
We recommend that you apply the changes and check out the appearance before exiting the Edit mode.
Display Microsoft Dynamics CRM data in the List Web Part
After deciding whether to display one or all columns in the List Web Part, the remaining properties in the List Web Part tool pane define how the data is displayed in the List Web Part. You can make the List Web Part look more like Microsoft Dynamics CRM using the following optional steps:
In the List Web Part tool pane, under Look and Feel,
Creating views using connections
You can create powerful new views of your Microsoft Dynamics CRM data using connections between List Web Parts. For example, you can create a List Web Part using the Account entity to select a customer such as Bold Bike Accessories in the AdventureWorks sample Microsoft Dynamics CRM database. If you want to see whether the customer, Bold Bike Accessories, has any invoices, create a List Web Part using the Invoices record type. In addition, if you want to see whether the customer has any orders, create a List Web Part using Orders. After creating these three List Web Parts, you can create connections using records from the accounts, invoices, and orders List Web Parts.
You can also create connections using fields. For more information, see List Web Part for Microsoft Dynamics CRM 4.0: Understanding Connections.
Open view in Microsoft Dynamics CRM
When you finish defining the List Web Part for Microsoft Dynamics CRM, the List Web Part is populated with the selected entity records in the shared List Web Part. You can choose to open the same entity records in Microsoft Dynamics CRM.
To do this, click Open this view in CRM.
This replaces the information in the List Web Part with a Microsoft Dynamics CRM view.
Related Links
List Web Part for Microsoft Dynamics CRM 4.0: Understanding Connections
Use the List Web Part for Microsoft Dynamics CRM 4.0
