Understanding what can go offline with the CRM Laptop Client

This article covers some default feature of what can be taken offline with the CRM Laptop Client for Outlook. In the first section it discusses what is not available offline. In the second Section it describes the prefined filters for specifying what data can be taken offline. Finally it concludes by indicating where you change the criteria for going offline in Outlook. 

 

First off here is a list of what is Not available offline:

  1. Assigning records (except activities and cases)
  2. Reports
  3. Sharing
  4. Workflow

Cannot be edited offline


  1. Articles
  2. Sales literature

Here is some background about working offline:

 

Selecting Local Data to Take Offline

When you go offline, instead of taking a copy of the whole Microsoft CRM database, you can select specific subsets of data to work with offline. Up to 2 gigabytes of data can be stored on your local hard drive. Data filters define which records are taken offline. You can use a set of predefined filters, such as My Active Accounts, My Active Cases, and My Recent Activities, or you can define your own set of data in the Local Data dialog box using the same filtering methods that are common throughout Microsoft CRM.

A list of the default local data groups provided
Default Local Data Group Description
All open Campaign Activities owned by me Open campaign activities and their children that are owned by you.
All open Campaign Responses owned by me Open campaign responses and their children that are owned by you.
All recent active Campaigns All campaigns that have been updated in the last 120 days.
All recently changed active Lists owned by me All lists that are owned by you, and have been updated in the last 30 days.
Competitors All competitor records.
My Accounts Accounts and their children that are owned by you.
My Contacts Contacts and their children that are owned by you.
My Contracts Contracts and their children that are owned by you.
My Recent Appointments Appointments and their children that are owned by you, and that have been updated in the last 30 days.
My Recent Cases Cases and their children that are owned by you, and that have been updated in the last 30 days.
My Recent Emails E-mails and their children that are owned by you, and that have been updated in the last 30 days.
My Recent Faxes Faxes and their children that are owned by you, and that have been updated in the last 30 days.
My Recent Invoices Invoices and their children that are owned by you, and that have been updated in the last 120 days.
My Recent Leads Leads and their children that are owned by you, and that have been updated in the last 120 days.
My Recent Letters Letters and their children that are owned by you, and that have been updated in the last 120 days.
My Recent Opportunities Opportunities and their children that are owned by you, and that have been updated in the last 120 days.
My Recent Orders Orders and their children that are owned by you, and that have been updated in the last 120 days.
My Recent Phone Calls Phone calls and their children that are owned by you, and that have been updated in the last 120 days.
My Recent Quotes Quotes and their children that are owned by you, and that have been updated in the last 120 days.
My Recent Tasks Tasks and their children that are owned by you, and that have been updated in the last 120 days.
Notes Notes attached to records that are copied to your local data.
Products All products.
Sales Literature Sales literature attached to records that are copied to your local data.
Sales Literature Documents Files attached to sales literature records that are copied to your local data.

The first time you go offline, it can take a significant amount of time to synchronize your computer with the Microsoft CRM server. It is best to plan your first time. While the Microsoft CRM client for Outlook is synchronizing, Microsoft CRM is not available, including all of the Microsoft CRM buttons and menus. You can view the progress of the update in a dialog box. The progress information includes specific information about the quantity of each record type that is updated, and the dialog box displays any errors. After the update is complete, you can continue to work in Microsoft CRM client for Outlook.

To adjust the criteria for Offline Data choose the “CRM” Menu and then modify the setting under Local Data.

Jeff Loucks
Available Technology
availabletech.net
888-474-2237

Notes for Mobile Clients with CRM 3.0

If you are using the CRM mobile client keep an eye out for issues related to forms and reports being too large, The following postwill help you adjust the size of the UploadReadAheadSize property.

Typically you will see “http Error 413 Request too Large”

This problem occurs because the UploadReadAheadSize property on the
remote SQL Server Reporting Services server is set to a value that is too small.
The default value for this property is 48 kilobytes (KB). Many of the
reports in Microsoft Dynamics CRM exceed this size.

To resolve this problem, increase the size of the UploadReadAheadSize
property. To do this, follow these steps:

  1. Click Start, click Run, type
    cmd, and then click OK.
  2. At the command prompt, type the following: cscript adsutil.vbs set w3svc/1/uploadreadaheadsize 204800 – Note This command changes the UploadReadAheadSize property to 200
    KB (204,800 bytes).
  3. Press ENTER.


By running this command, you update the Microsoft Internet Information Services (IIS) metabase so that you can upload files that are as large as 200 KB. Note In certain situations, you may have to set the UploadReadAheadSize property to even larger than 200 KB.

For more information about the UploadReadAheadSize property, visit the
following Microsoft Web site:
http://www.microsoft.com/technet/prodtechnol/WindowsServer2003/Library/IIS/7e0d74d3-ca01-4d36-8ac7-6b2ca03fd383.mspx
(http://www.microsoft.com/technet/prodtechnol/WindowsServer2003/Library/IIS/7e0d74d3-ca01-4d36-8ac7-6b2ca03fd383.mspx)

Jeff Loucks
Available Technology
availabletech.net
888-474-2237

Restricting Visibility to CRM Reports

There are five types of report-related access you can control:
  a.. Who can export data to Microsoft Office Excel.
  b.. Who can add, delete, rename, and upload reports, and modify report
properties and default filters.
  c.. Which data each user can see. Because the data in each report is based
on the user’s security role, make sure each user has the correct security
roles assigned.
  d.. Where reports are displayed in Microsoft CRM. By default, all reports
are visible in the Reports area, reports related to a record type are
visible from the area for the record type, and reports that can be run from
a record are available from the record. To reduce the possibility of users
running reports that are not relevant to their jobs, you can remove each
report from the Reports area.
  e.. If the Microsoft CRM 3.0 Report Scheduling Wizard is installed, each
user who creates a snapshot definition can control who has access to
snapshots created with that snapshot definition.
Control who can manage reports   Required security role
      This task requires the System Administrator security role ( A defined
set of access privileges. The security role assigned to a user determines
which tasks the user can perform and which parts of the user interface the
user can view. All users must be assigned at least one security role in
order to access the system. ) .

To manage reports, a user must have the Microsoft CRM Manage Reports
privilege. By default, this privilege is assigned to the Microsoft CRM
System Administrator and System Customizer security roles.

If you have one user who needs Manage Reports privilege, you can create a
new security role with Manage Reports privilege and assign the new security
role to the user. If you have a group of users who share an existing
security role who need Manage Reports privilege, you can assign the
privilege to an existing security role.

       Add the Manage Reports privilege to an existing Microsoft CRM
security role
          1.. In the Navigation Pane, click Settings.
          2.. In the Settings area, click Business Unit Settings, and then
click Security Roles.
          3.. Open the role you want to edit, and then click the Business
Management tab.
          4.. In the Miscellaneous Privileges section, change the Manage
Reports privilege from None Selected   to Organization .
          5.. Click Save or Save and Close.


Removing Visibility to Reports.
If you remote the Display in settings the reports will not display.
The following shows where the display in section is on the Account Summary
Report, you would remove the entries.
http://availabletech.net/images/blog/reportsNoShow.jpg

As for sharing a report. This was an error on my behalf. I was
reffering to sharing Views.


Jeff Loucks
Available Technology
availabletech.net
888-474-2237