Wednesday, 17 June 2020

Dynamics 365 — MB-200 Microsoft Power Platform + Dynamics 365 Core study notes


MB-200 study notes

These study notes won’t help you learn Dynamics 365 but they will help test and verify your knowledge.

Starter portals

  • Community
  • Customer self service
  • Partner self service
  • Employee self service
  • Custom

Customer Self-Service portal

  • Starter portals are like templates for common scenarios
The customer Self-Service is for company to offer self-service support
  • Knowledge base articles
  • Submit Cases
  • forums
  • similar to community portal but blogs are not included
  • It’s focus is on assisted service more than self service
  • Forums operates in the same method as the Community Portal
  • Searching on a customer portal bring ups knowledge articles, forums posts and other information

Starter Portals — Employee Self-Service Portal

  • This portal is for employee staff to find human resource, company and other information
  • Each user (employee) accessing the portal will need a Dynamics 365 team licence
Employees can use
  • Knowledge base articles
  • Forum
  • Support cases

Start Portal — Partner portal

  • To collaborate with customers and partners
  • Partner Portal have the same functionality as in Community or Customer Self-Service Portals
  • Partner portals can add additional features if you have Field Service or Project Service installed
Partner portal features
  • Partner Management
  • Customer management
  • Opportunity management
  • Knowledge base articles
  • Forums
  • Support cases

Starter Portals — Custom Portal

If you don’t fit any of the starter portals use a custom portal
The custom portal contains core features
  • content management
  • security
  • extensibility

General portal info

  • You may be eligible for one free portal, check eligibility guidelines
  • You create knowledge base article in Dynamics 365 customer service
  • Community portal is the only starter portal to feature Blogs

Rollup fields

Rollup fields can do these aggregate functions
  • SUM
  • COUNT
  • MIN
  • MAX
  • AVG
  • You need to select the data type first before rollup type will appear
  • You can rollup related activities e.g. appointments, emails, etc
  • Related entity can be added
  • Filter can be applied to related entity if hierarchy is no
  • Filter can be applied to source entity if hierarchy is yes
  • Filters are optional
  • If source hierarchy is no, you must specify a related entity
  • Rollups fields are asynchronous, they don’t run in real time
  • Rollup fields can be run by workflows or business rules
Rollup field states from here
0 => NotCalculated — The field value is yet to be calculated.
1 => Calculated-The field value has been calculated per the last update time in _date field.
2 => OverflowError-The field value calculation resulted in overflow error.
3 => OtherError-The field value calculation failed due to an internal error. The following run of the calculation job will likely fix it.
4 => RetryLimitExceeded-The field value calculation failed because the maximum number of retry attempts to calculate the value was exceeded due to high number of concurrency and locking conflicts.
5 => HierarchicalRecursionLimitReached-The field value calculation failed because the maximum hierarchy depth limit for the calculation was reached.
6 => LoopDetected-The field value calculation failed because a recursive loop was detected in the hierarchy of the record.
  • Rollup fields run asynchronously in the background
  • Dynamics creates a system job which you can see in Recurring System Jobs
  • By default it will rollup 12 hours after creation
  • Calculate Rollup Field is a recurring job that does incremental calculations of all rollup fields in the existing records for a specified entity.
  • There is only one Calculate Rollup Field job per entity
  • The default maximum recurrence setting is one hour
  • If you hover over a calculated/rollup field you can refresh the field
  • The maximum number of records during the rollup refresh is limited to 50,000 records
  • You can define a maximum of 100 rollup fields for the organization and up to 10 rollup fields per entity.
  • A workflow cannot be triggered by the rollup field updates.
  • A workflow wait condition cannot use a rollup field.
  • A rollup on a rollup field is not supported.
  • Data from Rollup field are not stored by auditing, so there is no real way to store historical values of a rollup field.

Calculated fields

  • Calculated value is set when a form is opened or a value viewed in a list
  • To create a calculated field you must have write privilege on Field Level security profile if the secure field is used
  • You can use lookup field by <LookupFieldName>.<RelatedFieldName> e.g ParentAccountId.AccountNumber
  • A maximum number of chained calculated fields is 5
  • No Loops — A calculated field cannot refer to itself or have cyclic chains
  • The calculated field values are not displayed in the Customer Engagement Outlook Offline mode in the tile views or on entity main forms
  • Calculated fields can span only two entities
  • Calculated fields cannot trigger workflows or plugins
  • You cannot convert a simple field to a calculated field
  • A rollup field cannot reference a calculated field

Hierarchy security

  • You can use Manager or position but not both.
  • Manager is security is restricted by business unit
  • Position hierarchy allows data access across business units
  • The managers need read level access to entities (e.g. security role restrictions still apply)
  • manager has access to the records owned by the user or by the team that a user is a member of
  • Manager has access to records that are shared with the user or the team that a user is a member of
  • Manager has depth setting
  • Position hierarchy uses job roles to structure (you must set this up)
  • Position hierarchy security, a user at a higher position has access to the records owned by a lower position user or by the team that a user is a member of
  • Position hierarchy records that are directly shared to the user or the team that a user is a member of.

Admin roles

Main roles
  • Dynamics 365 service administrator
  • Power Platform administrator
  • Global Admin
  • PowerBI service admin
Dynamics 365 service administrator
  • Cannot create new users or allocate licences
  • Can set AD groups on an instance
  • Backup, create dynamics instances
  • Enable or test mailboxes
  • Can backup or restore Dynamics environments
  • Can create a new environment
  • Can create support tickets
Global Admin
  • Can activate mailboxes
  • Can create new users and allocate licences
  • Can do practically everything, usually the customer IT
  • Can perform any management activity in Office 365 admin centre
  • By default has System Admin privileges in Dynamics 365
  • Global Admins can use dynamics without being assigned a licence but they cannot see any records
  • Global Admins can’t change their own roles (no one can)
  • Global Admins can reset passwords for all users
  • Manage domains
User Admin
  • Add users and groups
  • Assign licences
  • Update password expiration policies

Security groups

  • When you add users to a security group it adds them to the Dynamics/CDS environment
  • When you remove users from the security group, it disables them in the Dynamics/CDS environment
  • If a security group is associated with an environment, only users with Dynamics/CDS licence that are members of the group will be visible in the users.
  • When a security group is associated to an existing environment, all existing user in the environment will be disabled.
  • If you do not assign a security group, all users with a licence will appear
  • You still have to assign security roles or the user won’t be able to open the environment

Security groups — office 365 groups

  • Collaborate with your colleagues using Office 365 Groups
  • Office 365 Group is a shared workspace for email, conversations, files and events. Where a team of people can collaborate.
  • Dynamics 365 users and non-Dynamics 365 users can collaborate in the group
  • You need to have an Office 365 subscription which includes Exchange Online and SharePoint Online
  • Before you can start using Office 365 Groups, the groups solution needs to be deployed and turned on for your Customer Engagement entities. For more information, see Deploy Office 365 Groups.
  • To use document storage with Office 365 Groups, you will need SharePoint Online and access to the group OneNote notebook.
  • Users must have an exchange Online mailbox
  • Office 365 groups allow you to collaborate with people across your company, even if they don’t have access to Dynamics 365 CE.
  • The groups solution works with any entities, even custom ones
  • Marketing team group, invite office 365 users to join the group. You can then share documents, conversations, meeting notes and one note information for specific entities e.g. accounts, leads, opportunities, contacts.
Prerequisites
  • You need to have an Office 365 subscription which includes Exchange Online and SharePoint Online.
  • Before you can start using Office 365 Groups, the groups solution needs to be deployed and turned on for your Customer Engagement entities. For more information, see Deploy Office 365 Groups.

Power Automate/Flows

  • 200+ connectors for Power Automate
  • To trigger a Flow, the entity must have change tracking enabled
  • A flow can take up to 2 hours to trigger!!!
  • The flow will trigger on the data that exists at the time the flow runs
  • You can export a flow, it will export as a package (.zip) file
  • You can import a flow, it will be a zip format
  • You can share your Flow with other users
  • If you let other users use your connection, they can’t access the credentials in your connection.
  • Users cannot user a shared connection in other Flows
  • You can share a flow by granting people or groups permission to run the flow
  • When you share a button, you can use your connections or require them to use their credentials
  • The flow version of on-demand
  • You create a button to easily trigger the flow
  • You need an account with permission to use the connectors the flow will use
  • All Run history is only visible to the Flow creator

Environment

  • When you create a power platform environment, you can choose whether to make the DB or not
  • PowerApps canvas apps and Microsoft Flow support preview environments

Dynamics first party apps

  • Dynamics 365 Sales
  • Dynamics 365 Marketing
  • Dynamics 365 Customer Service
  • Dynamics 365 Field Service
  • Dynamics 365 Project Service Automation
You need to manually install updates to first party apps in Manage your solutions
Test updates in sandbox or test environments to make sure they don’t break anything
Install other apps at Microsoft Appsource
You must be an administrator to install apps

Charts

  • System charts are visible to everyone
  • System charts can be included in solutions
  • User chart is a security role setting under core records
  • Tag and doughnut are new charts (they seem greyed out for personal charts). The color coding isn’t available for the tag charts and doughnut charts. These charts appear on the dashboard in white, gray, and black shades.
  • Some charts, such as bar charts or pie charts, render showing the data stored in the system.
  • The doughnut charts and tag charts load as static images and don’t show the preview of the actual data — interactive charts
  • Charts can be exported and imported using XML
  • You can export a user chart and import as a system chart (or vice versa)
  • It is possible to create system charts from make.powerapps.com.
Chart types
  • Column
  • Bar
  • Area
  • Line
  • Pie
  • Funnel
  • Tag
  • Doughnut

Business process flows

  • You have to enable an entity for business flows
  • Once enabled you cannot disable it (but you don’t have to create any business process flows)
  • When enabled it creates additional fields Process Session, Process Stage
  • Business process flows have their own Security tab
  • System customizer and System Admin automatically have all BPF security roles
  • You can add business rules
  • You can add workflows — trigger stage entry or stage exit
  • BFP can call on-demand workflows
  • You can edit Business Process flows in https://make.powerapps.com/ and the classic editor (as of June 2020)
  • One entity can have multiple business process flows (security roles can control who sees what)
  • If you multiple BPF’s then user the Order Process Flow to select the order
  • You enable the business process flow for security roles — Enable Security roles button in the BPF
  • Action step — prompt the user to fill in a value
  • Limit of 10 active business rules per entity
  • A business process flow can have no more than 30 stages
  • Multi-entity business process flow has a maximum of 5 entities
  • You can include custom controls (PCF)

EXCEL

  • You can export up to 100,000 records at a time
  • Exporting data as static, creates a local copy on your computer with no connection to Dynamics
  • When you export a dynamic worksheet or pivotable, a link is maintained between Excel worksheet and Dynamics. The Excel spreadsheet will be refreshed and you will need to authenticate with your credentials
  • PivotTable data checkboxes
  • Save source data with file
  • Enable show details
  • Refresh data when opening the file
  • You can open a Excel template in Excel Online or download it
  • If you use a pivot table you want to refresh the data when Excel is opened. In Excel, right-click the pivot chart, and then click PivotChart Options > Refresh data when opening the file.
  • When you change the template you will need to upload it as document template

Microsoft Teams

  • You can connect a record to a team channe
  • Enable teams in Settings à system settings à general
  • Download the Dynamics 365 teams app

Languages

  • Base language is defined when you create the environment and cannot be changed or deleted.
  • You can enable additional languages
  • Settings →languages
  • You can check the additional languages you want
  • These additional languages will then be available in your personal settings
  • You will need to export translations which will create a file called CrmTranslations.xml
  • The Translation file will be a zip, inside the zip there are xml files you can open in Excel

Searching

Different searches
  • Default search
  • Category search
  • Relevance search
  • Advanced find
Searching functionality
  • Category and Relevance search need to be enabled
  • You select what entities will be used for category search
  • You can filter by the entities selected
  • Category results are in separate entities as different columns
  • Relevance search is configured in System Settings →General
  • You select up to 10 entities for Category search
  • Relevance search shows all results in one lists
  • Relevance search is done in Azure with your data copied
  • Relevance search uses Azure Search
  • Relevance search does not need to use wildcards
Relevance search shows results for text in documents stored in
  • Notes
  • Email attachments
  • Appointments

Apps

Document Management

SharePoint

  • You choose which entities document management is enabled
  • SharePoint uses the Document Location entity to store SharePoint URLS
  • SharePoint site holds the SharePoint site
  • Both entities can be added to security roles under Core Records
  • Files stored in SharePoint are visible to everyone by default

OneNote

  • Before you can enable OneNote integration, you need to turn on server-based SharePoint integration.
  • OneNote is dependent on SharePoint being configured because the OneNote notebook is stored in SharePoint
  • Document management for SharePoint/OneNote and OneDrive is all done in Settings →Document Management
  • When you have Enabled Server-Based SharePoint integration, OneNote integration button will be visible in Settings →Document Management
  • You can turn off OneNote integration later if you want but you have to manually delete the notebook in SharePoint
  • OneNote uses notebooks
  • You can open OneNote from the Timeline control
  • OneNote integration stores OneNote notebooks in SharePoint
  • You enable OneNote integration for selected entities

OneDrive for business

  • Before you can use OneDrive you have to setup SharePoint
  • OneDrive for business is included in Office 365 Subscriptions
  • Files stored in OneDrive are private (not shared) with other users by default
  • Before configuring OneDrive for business make sure you have the correct licence
  • Default OneDrive for business storage is 1TB
  • OneDrive for business can work with Dynamics 365 on premise and Online
  • OneDrive for business is enabled in Document management in settings
  • OneDrive for business is a miscellaneous privilege in Core Records
  • You have to Setup SharePoint integration with Dynamics 365 CE and have at least one team site
  • Users will need permission on root SharePoint site

TaskFlows

  • Tasks flows a user level approach
  • Task flows are for mobile devices
  • Task flows are common tasks (follow up to a meeting, change password, update a contact)
  • Task Flows are depreciated

Email and Outlook

  • You can sync emails, Appointments, contacts and tasks
  • You can sync appointments and attachments using Dynamics 365 for outlook and config
  • Sync between Dynamics 365 and Out for Dynamics 365 apps is disabled by default
  • Sync settings can be found System settings →Synchronization tab
  • You can sync contacts from outlook to Dynamics (with Dynamics 365 outlook app)
  • You can choose to sync one email address or choose business, home and other
  • Tasks can be synced
  • You can sync using server side sync, Microsoft Dynamics 365 for Outlook or forward mailbox — this is setup on the users Mailbox
  • Queues can only sync using Server side sync
  • Mailboxes are automatically created when you create a user or queue
  • Main Form — the main entity forms typically used in browser. But can also be seen in outlook and CRM mobile clients.
  • Quick View Form — These offer a simplified view of parent record information that can be added to child forms. (And also used in hierarchy views.)
  • Quick Create Form — Short versions of the form used for record creation, typically used when creating a child record in context of a parent.
  • Card Form — These are compact forms used in views for Unified Interface apps
You can have multiple forms of the same type

Business Rules

  • You need to deactivate a business rule before you can modify it
  • Business rules are triggered when a record is opened or when a field is changed which the rule conditions are set to check e.g Form OnLoad and Field OnChange
  • Business rules are not triggered when you save a record
  • Set scope to Entity if you want a business rule to run on the server, not just on the client side
  • Business rules action will run only if condition is true
  • If a field isn’t on the form the business rule will not run
  • A business rule can unlock fields and edit actions on a read only form
  • Business rules run before the onload JavaScript runs
Business rule scope
  • Entity — All forms and server based
  • All Forms — All forms but client based
  • Specific form — business rule runs only on that form
business rules can
  • Set field values
  • Clear field values
  • Set field requirement levels
  • Show or hide fields
  • Enable or disable fields
  • Validate data and show error messages
  • Create business recommendations based on business intelligence.
  • Business rule recommendation puts a value in field that you recommend
  • It pops up with an Auto-Fill asking the user to Apply your recommendation
  • If a recommendation is dismissed no value is copied

Environments

  • Overwrite another environment with a copy of this one. Its existing resources including backups will be deleted
  • You can copy one environment and then choose a target environment
  • You can copy everything (customisations and data)
  • You can copy customisations (no data)
  • You cannot copy to a production instance
  • You can convert an instance to a sandbox, then copy and then change back to production
  • When you create a power platform environment, you can choose whether to make the DB or not
  • PowerApps canvas apps and Microsoft Flow support preview environments

Forms Pro

  • Forms Pro has replaced voice of the customer (voice of the customer is depreciated)
  • Forms Pro is built on Microsoft forms
Surveys can be sent in these 5 ways.
  • Email: Send the survey link by using the built-in email capability.
  • Power Automate: Configure a business trigger by using Power Automate to send the email.
  • Embed: Embed the survey in a webpage.
  • Link: Copy a link to the survey that you created, and paste it into a shared area.
  • QR code: Send a QR code for your survey.

Currency

  • You cannot delete the default currency
  • A currency record has a currency precision field — this sets currency precision
  • Settings System settings à currency precision field used throughout the system — this sets non currency precision numbers
  • A field of type money has a currency precision value

Database indexes

  • Need to be created by a Microsoft service engineer, create a support request

Solutions

  • You cannot export a managed solution
  • If you delete an unmanaged solution, the customisations are not deleted
  • You have to manually delete unmanaged customisations
  • Deleting a managed solution, deletes the data too.
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