Deployment

[Applies to: Microsoft Dynamics CRM 4.0]

Use the List Web Part for Microsoft Dynamics CRM 4.0

This article describes how you can use the Microsoft Dynamics CRM List Web Part to view, create, change, or delete Microsoft Dynamics CRM data displayed in a List Web Part on a Microsoft Office SharePoint Server (MOSS) 2007 Web site or a Microsoft Windows SharePoint Services 3.0 Web site. The site administrator installs and configures the List Web Part that you access using Internet Explorer and the site's URL. To use the List Web Part, you or a Microsoft Dynamics CRM team member defines the List Web Part by specifying the URL for the Microsoft Dynamics CRM server, the organization, and the record type to use for displaying data in the List Web Part, as well as, appearance and layout properties for the List Web Part. Your ability to change the data in the List Web Part depends on your site group membership. If you can create, edit, and delete records in Microsoft Dynamics CRM, you should have the equivalent level of privileges in the Windows SharePoint Services or MOSS 2007 site group.

You or a Microsoft Dynamics CRM team member can create a Windows SharePoint Services or MOSS 2007 dashboard to display List Web Part specific to the team's needs.

You or a Microsoft Dynamics CRM team member can connect List Web Part to create unique views of the Microsoft Dynamics CRM data.

Using the List Web Part

The Microsoft Dynamics CRM List Web Part is a Windows SharePoint Services Web Part that enables users to view and share Microsoft Dynamics CRM data on a Windows SharePoint Services or MOSS 2007 Web site. Using List Web Part enables viewing multiple entities on one Web page. Your Microsoft Dynamics CRM or Windows SharePoint Services administrator must install and configure the List Web Part before you can create shared or personal List Web Parts on a Web site.

The List Web Part supports the same Internet Explorer browsers as Microsoft Dynamics CRM. However if you are using Windows Internet Explorer 8 Beta 2, use compatibility view mode. To use compatibility view mode, click Tools, click Compatibility View Settings, and then add the Windows SharePoint Services or MOSS 2007 Web site to the list. If you continue to experience issues with Windows Internet Explorer 8 Beta 2 use Internet Explorer 7.

Tip

For information about Web Parts and Web Part pages, see the Windows SharePoint Services Help topics "About Web Parts" and "About Web Part Pages."

Prerequisites

Your Microsoft Dynamics CRM or Windows SharePoint Services administrator must:

Install and configure Windows SharePoint Services 3.0 or Microsoft Office SharePoint Server (MOSS) 2007.
Configure Microsoft Dynamics CRM as IFD outside the domain of the SharePoint Server.
Install and configure the List Web Part before you can create shared or personal List Web Part on a Web site.

Microsoft Dynamics CRM Security Roles and Windows SharePoint Services Site Groups

Microsoft Dynamics CRM uses role-based security to enable privileges to access data and perform tasks in Microsoft Dynamics CRM. For example, the Microsoft Dynamics CRM Salesperson security role can view, create, and update an opportunity, quote, or order, and other records depending on specific organization settings. MOSS 2007 and Windows SharePoint Services do not use security roles. To use the List Web Part on a Windows SharePoint Services Web site or MOSS 2007 Web site, you must have designer, contributor, reader, or administrator rights. The Windows SharePoint Services or MOSS 2007 Web site group should match the level of privileges of your Microsoft Dynamics CRM security role. Contact your Microsoft Dynamics CRM or Windows SharePoint Services administrator for designer, contributor, or reader access so that you can view or create List Web Part for shared or personal use.

The administrator group has full control of the Web site.

A member of the designer group can:

Define List Web Part for use by the team.
Connect the List Web Part to each other.
Add other data to the Web Parts Page to create a custom view.
Define custom settings for the List Web Part page.

A member of the designer group can also define the following properties for the List Web Part:

Appearance: Title, Height, Width, and Chrome (State and Type)
Layout: Hidden, Direction, Zone, and Zone Index
Advanced: Allow Minimize, Allow Close, Allow Hide, and others

For information about the specific properties that you can set in the List Web Part, see Custom properties of the List Web Part in the Help topic, List View Web Part.

A member of the contributor group can:

Create, edit and delete records.
Note that when the List Web Part is deployed on a single server, for example when the Microsoft Dynamics CRM and the Windows SharePoint Services or MOSS 2007 servers are installed on same computer, the Delete option is available to Microsoft Dynamics CRM users who have designer and contributor site group privileges.
Create a personal view of the List Web Part.

A member of the reader group can only read the shared List Web Part.

Working with List Web Parts

After the Windows SharePoint Services or MOSS 2007 system administrator or site designer has installed and deployed the List Web Part, it appears in the list of available Web Parts on the Web site's Add Web Parts - Webpage dialog box. To use the List Web Part, the system administrator or site designer must define the List Web Part to use a specific Microsoft Dynamics CRM server, organization, record type, and appearance and layout properties. Site contributors and readers cannot set the List Web Part properties.

Define the List Web Part

Defining the List Web Part properties is essential for creating a List Web Part specific to your team's needs.

Tip

After selecting an organization or record type, wait for the page refresh before performing another action.

On the Windows SharePoint Services or MOSS 2007 site, click Site Action, and then click Edit Page.
Click Add a Web Part.
In Add Web Parts to Left, select Microsoft Dynamics CRM List Web Part, and then click Add.
In the Web Part, if the message states, "This tool is not yet configured," you need to specify the URL to the Microsoft Dynamics CRM server and the organization name.
In the Edit menu, click Modify Shared Web Part.
In the configuration window for List Web Part, type the URL of your Microsoft Dynamics CRM server, and then click Go.
For the CRM server URL, use a format similar to the following:
- http://adventureworkscycle.com
- https://adventureworkscycle.com
- http://crmserver
- https://crmserver:5555
You can define the optional List Web Part Appearance, Layout, and Advanced properties before you click Go or you can define these properties later.
In the Organization list, click the organization to use for the List Web Part.
After the organization is selected, the record types available for use in the List Web Part populates the Record Type list.
Select the record from the Record Type, and then define the optional Appearance, Layout, and Advanced properties or click OK.
When the List Web Part definition is complete, the List Web Part is populated with the selected entity records. In the shared List Web Part, you can select system views from Microsoft Dynamics CRM. If you want to use personal views that you created in Microsoft Dynamics CRM, you can follow the steps to create a personal List Web Part. You can add, retrieve, update, delete, and search records. After you exit from Edit mode, Microsoft Dynamics CRM users can use the List Web Part.

Define List Web Part properties

After the List Web Part has been added to the Web page, you can modify it using the following properties:

Record Type contains a list of records viewable in the List Web Part.
View contains the list of available system views for the selected record type.
Display Column shows all columns of the view or a single column to display in the List Web Part.
Look and Feel select Microsoft Dynamics CRM to enable the ability to adjust the column width and use the Microsoft Dynamics CRM user interface look and feel. If you select Content, the column width is not adjustable. Multiple column sort is not available in List Web Part.
Show List view actions Toolbar sets the visibility option for the actions you can perform using the specified record type and the Open this view in CRM button. If the Show List view actions toolbar does not display, select a different view from the View list. The Show List should display, and then you can select the view you want to use.
Show Quick Find, View sets the visibility options for the Quick Find control and View list. These properties are not available when you use the single column layout.
Appearance contains the height, width, and other related appearance settings.
Layout contains the Web Part layout settings.
Advanced contains the Web Part advance settings.
Note

Open View in CRM is not available for the report record type. The primary entity for workflow does not display in List Web Part.

Connect List Web Parts

You can connect List Web Parts to create new views of Microsoft Dynamics CRM data. Connections are made on records or fields in one List Web Part to records or fields in the another List Web Part. You can connect as many List Web Parts as your data supports. The Windows SharePoint Services or MOSS 2007 connections use the terms Consumer and Provider. Connections are made from a provider List Web Part to a consumer List Web Part. The List Web Part that sends a record or field to another List Web Part is the provider. The List Web Part that receives data from another List Web Part is the consumer. There are four options that you can select to connect fields and records in List Web Parts, which are as follows:

Send Selected Field to
Send Selected Record to
Get Selected Field from
Get Selected Record from

In the consumer List Web Part, the received data is located in a field labeled Receive Related Field from or a row labeled Receive Related Row from.

Note

Row to row connections between custom attributes with an integer data type, and between different data types such as strings to float data types, are not supported in the List Web Part.

However, there are a couple of important steps you must take to ensure that your List Web Part create valid data connections. Do the following:

Create all of the List Web Parts before creating connections between them.
Create the List Web Parts in the order that you want share data between the List Web Part.

When you create a connection by sending a selected field to another List Web Part or by getting a selected field from another List Web Part, and the two List Web Parts have a relationship in Microsoft Dynamics CRM, the List Web Parts are connected on the primary key attribute of the provider List Web Part.

For example, when you select Connections to connect accounts and opportunities List Web Part using a field-to-field connection, the List Web Part automatically connects the List Web Part receiving the field to the List Web Part providing the field. In this example, the account name attribute is used to automatically connect the accounts List Web Part to the opportunities List Web Part. The accounts List Web Part is the provider and the opportunities List Web Part is the consumer. You can connect the accounts and opportunities List Web Parts on other fields using the Configure Connection dialog box.

Create a connection between List Web Parts

Create the List Web Part that you want to connect. When you want to connect List Web Parts on records and, depending on the record types that you have selected for your List Web Part, a Configure Connection dialog box might display, so that you can connect specific fields from the provider List Web Part to the consumer List Web Part. The Configure Connection dialog box might display when you want to remove a connection between List Web Parts. When you want to remove a connection between List Web Parts use the Connections action on the List Web Part Edit menu.

Click the Edit menu of the List Web Part that you want to use as the provider, click Connections, and then click Send Selected Field to or Send Selected Row to, and then select the consumer List Web Part.
You can also select Get Selected Field From or Get Selected Row From to establish a connection from the consumer to the provider List Web Part.
When the Configure Connection dialog box displays, select the Consumer field name to connect to the Provider field name, and then click Next to connect the next field or to skip the field.
Click Finish to complete the field connections.
Important

When configuring a List Web Part row type connection, if you map a consumer attribute more than once, only the last mapped value particiaptes in connection.

Personalize a shared Web page

You can create a personal view of a shared Web page and List Web Part. A personalized List Web Part view is only available to you and does not change the content on the shared Web page or in the shared List Web Part. On your personalized Web page, you can:

Personalize a shared List Web Part
Add a List Web Part
Remove List Web Part
Connect List Web Part
Use personal views created in Microsoft Dynamics CRM in a shared List Web Part

Change a shared List Web Part

You must use the Welcome menu to change a shared List Web Part.

To personalize a List Web Part, do the following:

Expand the Welcome menu and click Personalize this Page.
In the List Web Part that you want to change, click Edit and then click Modify My Web Part.
In CRM Server URL, type the address for the Microsoft Dynamics CRM server, and then click Go.
Make the changes you want to the List Web Part, click OK, and then click Exit Edit Mode.

Add a List Web Part to your personal Web page

You must use the Welcome menu to add a List Web Part to a personal Web page. The Windows SharePoint Services or MOSS 2007 page provides Version information so that you can see if you are changing the Shared Web page or your Personal Web page. The Version message indicating that you are changing a personal Web page is similar to the following:

Version: You are editing the Personal Version of this page

To add a List Web Part, do the following:

Expand the Welcome menu and click Personalize this Page.
After the Web page refreshes, the Edit menu is displayed on the page elements.
Click Edit and then click Modify My Web Part to change the content in the List Web Part.
In CRM Server URL, type the address for the Microsoft Dynamics CRM server, and then click Go.
Select the Web Part properties that you want to use for the List Web Part, click OK, and then click Exit Edit Mode.

Remove a List Web Part from your personal Web page

You must use the Welcome menu to remove a List Web Part from a personal Web page.

To remove a List Web Part, do the following:

Expand the Welcome menu and click Personalize this Page.
After the Web page refreshes, the Edit menu is displayed on the page elements.
Click Edit and then click Delete to remove the List Web Part from your personal Web page.
Click OK, and then click Exit Edit Mode.

Connect List Web Part on your personal Web page

You must use the Welcome menu to connect List Web Part on a personal Web page.

To remove a List Web Part, do the following:

Expand the Welcome menu and click Personalize this Page.
After the Web page refreshes, the Edit menu is displayed on the page elements.
Click Edit and then click Connections to connect the List Web Part to another List Web Part your personal Web page.
Define the connection from the provider or consumer List Web Part.
Click OK, and then click Exit Edit Mode.

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