Tag Archives: Word

PDF CRM Word Template with External Sharing URL

More and more Dynamics CRM users are replacing the hard to design CRM Fetch XML Reports with Word based reports, merged with fields from CRM records. Whether you are using Dynamics PDF-Docs or Dynamics Docs, both products PDF the documents generated from Word Templates, and attach them to Emails either from the user interface or CRM workflows. The difference between to two products is that Dynamics Docs has more features not available with Word Templates, when writing complex reports with logic, or when the requirement is to retrieve data from second level relationship between entities.

Organizations are now generating much more documents within CRM, compared with the number of documents generated with CRM 2015 and before, due to the new feature of Word Templates, introduced with CRM 2016. As a result, we are now experiencing more demand from clients, asking to make SharePoint integration with CRM an efficient tool to use. The correct and efficient way to share documents within the organization and various teams is by saving documents generated in CRM, in a SharePoint Document Libraries.

With Dynamics PDF-Docs, the generated document created with Word Template can be uploaded to SharePoint with CRM workflow. In the newly released version, the same workflow can now retrieve the External URL where the document is stored in SharePoint, and insert it in the body of an Email. Such feature allows secured way to upload documents to SharePoint and forward / share the external URL link via Email.

Download free trial: Dynamics PDF-Docs 

http://dynamicsobjects.com/Products/Dynamics-PDF-Docs

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CRM Software Blog | Dynamics 365

PDF “Word Template” to DocuSign & upload to SharePoint with Workflow

Great new feature just added to Dynamics PDF-Docs to automate full E-Signature process with DocuSign.
DocuSign CRM SP PDF “Word Template” to DocuSign & upload to SharePoint with Workflow

  1. Document is generated in CRM using Word Template
  2. One click to PDF the document and attach it to Notes, using Dynamics PDF-Docs
  3. Complete process where to sign using DocuSign (if required)
  4. DocuSign manages the E-Signature process in background
  5. The signed document is attached to Notes (by DocuSign)  with the suffix _Sign to the original file name
  6. PDF-Docs workflows identifies the signed document and uploads it to SharePoint with metadata from the record’s fields.

Click here to download Dynamics PDF-Docs trial version

The workflow has 1 step: Notes to SP which is configured as in this image

Notes2SP WF PDF “Word Template” to DocuSign & upload to SharePoint with Workflow

The credentials to SharePoint and location where to save the documents are in the solution configuration page

Notes2SP Config PDF “Word Template” to DocuSign & upload to SharePoint with Workflow

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CRM Software Blog | Dynamics 365

How to Create Microsoft Word Templates in Microsoft Dynamics 365

Word template 300x225 How to Create Microsoft Word Templates in Microsoft Dynamics 365

In a previous blog you’ve learned How to Easily Generate Excel Templates, but what if you wanted to use Microsoft Word? Using Microsoft Word templates in Microsoft Dynamics 365 can be a huge time-saver when you want to provide a professional document for an entity, especially if you need to make the document more than once for more than one records. Let’s get to it!

What are Microsoft Word templates?

Microsoft Word templates are documents that are created once, but can be used on multiple records directly from Microsoft Dynamics 365. Templates can be used to generate anything from thank you notes, to birthday cards, or even a list of opportunities associated with an account by using XML – but before you run to get a developer, don’t worry, no coding is required!

When would you use a Microsoft Word template?

If you wanted to send a note to a key contact on their birthday you could create a “Happy Birthday” template, once you print it off you could give it your own signature to add a personal touch.
Another case would be if you wanted to remind an account of all their opportunities and the associated proposed budgets.
A third example is if you wanted an account to verify the contacts on their team and what levels of authority each has such as purchasing authority, service-ticket creation authority, or IT architecture authority.
Or, anytime that you want information from an Account, Contact, Opportunity or any entity to auto-populate into a Microsoft Word document for mailing, emailing or reporting.

How to Create a Microsoft Word Template?

  1. Navigate to Account View
  2. Select Excel Templates from the Command Bar and Create Excel Template

083017 1812 HowtoCreate1 How to Create Microsoft Word Templates in Microsoft Dynamics 365

  1. Select Word Template
  2. Select the Desired Entity

083017 1812 HowtoCreate2 How to Create Microsoft Word Templates in Microsoft Dynamics 365

  1. Select any related entities that you will use in the template such as Opportunities, Quotes, Orders or Invoices. Once you click “Download Template” the download will start automatically, and the resulting file will look like a blank MS Word document.

083017 1812 HowtoCreate3 How to Create Microsoft Word Templates in Microsoft Dynamics 365

  1. In Microsoft Word, make sure the developer tab is shown in the Ribbon. If it is not, right click the Ribbon and select “Customize the Ribbon” in the right pane, check the box next to Developer and select ok. Once the developer tab is on the ribbon click “Display the XML Mapping Pane” under the developer tab.
  2. Select CRM in the Custom XML Part Drop-down Menu
  3. As you type your document, right-click fields to insert them into the document.

083017 1812 HowtoCreate4 How to Create Microsoft Word Templates in Microsoft Dynamics 365

  1. You can insert tables as well creating the table in Microsoft Word, select the row, then right click on the opportunity entity at the bottom of the XML Mapping Pane, expand the Insert Content Control section and select repeating.

083017 1812 HowtoCreate5 How to Create Microsoft Word Templates in Microsoft Dynamics 365

  1. Then populate the table with content control just like before.

083017 1812 HowtoCreate6 How to Create Microsoft Word Templates in Microsoft Dynamics 365

  1. The next step is to upload the Word Template so that it can be used. Save your word document and navigate back to Dynamics 365 and repeat steps 1-4, but instead of clicking select entity, click on the upload button. Then browse to your file and upload the document.
  2. Once Upload is complete, the template is now available for use on the account page. Test your work by navigating to an account, selecting the ellipsis> Word Templates > Personal Word Templates, and select your desired template.

083017 1812 HowtoCreate7 How to Create Microsoft Word Templates in Microsoft Dynamics 365

083017 1812 HowtoCreate8 How to Create Microsoft Word Templates in Microsoft Dynamics 365

  1. If you want to make any changes to the document once you download it you can, just like you word in a regular document.

083017 1812 HowtoCreate9 How to Create Microsoft Word Templates in Microsoft Dynamics 365

So, if you’re sending out birthday cards, providing updates or confirming information. If you need to make the same form more than once, create a template and eliminate the busy work of recreating documents.

Be sure to subscribe to our blog so you have immediate updates to all of the new tips and tricks for Microsoft Dynamics 365, and if you would like more in-depth information on any CRM topic check out our CRM Book!

Happy Dynamics 365’ing!

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PowerObjects- Bringing Focus to Dynamics CRM

Dynamics CRM Word Templates, issue with HTML fields

Although Dynamics PDF-Docs (for CRM Word Templates), is the most popular add-on to CRM, to PDF Word Templates and attach them to Emails, we are sometimes asked about features not available with CRM Word Templates, and are available with Dynamics Docs.
Here is another feature you may need when creating templates to merge fields from CRM records.

Some “power users” install HTML editor add-on to CRM, providing HTML look to the content of multi-line field of CRM records

While the field content is well presented in the CRM user interface, when it is merged with Word document, using CRM Word Template, the HTML tags are part of the content, which is not what we wish to include in a document. Using Dynamics Docs it convert the HTML content to plain text formatted as the Placeholder formatting.

Click here to download Dynamics Docs trial version.

The following images explains the issue. For this purpose we are using the body of an Email, which includes build-in  HTML editor and can be tested in CRM out-of-the-box.

Image 1: Email record, the two functions are available in the ribbon:

Z1 1 Dynamics CRM Word Templates, issue with HTML fields

Image 2: HTML tags are included in document generated with Word TemplatesZ2 1 Dynamics CRM Word Templates, issue with HTML fields

Image 3:  No HTML tags included in document generated with Dynamics Docs:

Z3 3 Dynamics CRM Word Templates, issue with HTML fields

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CRM Software Blog | Dynamics 365

Hide / Display Text in CRM “Word Templates”

Hide / Display text in CRM “Word Templates”

Microsoft introduced the CRM Word Templates feature, in Dynamics CRM version 2016. Using Word Templates, users can insert fields from CRM records in a Word document. The feature stops here.
With Dynamics PDF-Docs (click here to download trial version) users can, in one click, PDF the generated Word Document, attach it to Notes, Email or upload the document to SharePoint location or add documents from SharePoint as attachments to Email workflow, together with the PDF generated with Word Template.

What if you need these features, not available with CRM “Word Templates”?

  1. Keeping rich text formatted fields in CRM, after they are inserted to the document. In current version of Word Templates, formatting is lost in the document, and comes up as one long line of text.
  2. Your document requires logical operations like hide or display text based on the content of a field in CRM record. As an example, you wish to hide / Display the table header “Discount” for invoices, quotes and similar documents, generated for clients not entitled for discount.

OR you need the feature of inserting fields from CRM records into Word document, and the CRM version installed on your server is previous to 2016 release?

Well before Microsoft released version 2016, Dynamics Objects developed “Dynamics Docs” to perform these much needed functionalities, for all CRM versions. (Dynamics Docs, can be downloaded here).

Same as with Dynamics PDF-Docs, with one click you can PDF the generated documents, attach the PDF file to Notes, Email and upload the document to SharePoint or attach documents from SharePoint to Email workflow

Returning to our topic, the issue with Rich Text was explained and resolved in previous  post:

http://www.crmsoftwareblog.com/2017/06/rich-text-word-templates-issue-resolved-dynamics-docs/

In this post I will show how text can be hidden or displayed, based on selected option in the CRM record. Consider a letter, sent from the local library, which only one of the 2 below, mutually exclusive lines (in bold letters), can be displayed:
======================================================

Dear <>

Thank you for your Email received yesterday.

I wish to confirm the following:

Your current borrowing entitlements are <> books per month

Your video entitlements are <

If the above is incorrect, don’t hesitate contacting me

=======================================================

Words between << and >> symbols, are placeholders and are automatically replaced with the field content they are linked to. We wish to display one of the above lines, based on the selected option either Books or Videos of the Type field of the entity.

First step is to create the document text as variable, by making it a placeholder. As spaces are not allowed in placeholder, and still keep the variable name easily recognized, we use exact same text, but without spaces:

<> <> <>

<> <

After importing the Word document with all variables set as placeholders, click the Add Fields to Template. In this example we demonstrate the hide/ display of the first line, the second line setting is very similar to the first one.

Select the Merge Tag:  <> the related entity is Library and the condition is on the option selected in the Type attribute.

Insert Expression. If Books=Books then the Special Text = Your current borrowing entitlements are

Otherwise = blank

expression1 Hide / Display Text in CRM “Word Templates”

Similar condition applies to the placeholder <>

Select the Merge Tag:  <> the related entity is Library and the condition is on the option selected in the Type attribute.

Insert Expression. If Books=Books then the Special Text = books per month

Otherwise = blank

expression2 Hide / Display Text in CRM “Word Templates”

Don’t forget that the <> placeholder is a number and you need to add condition to hide it as well. The expression is:

If Type=books then Books (the attribute Books of the entity) Otherwise=Blank

expression3 Hide / Display Text in CRM “Word Templates”

Click to download Dynamics Docs Trial Version

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CRM Software Blog | Dynamics 365

How to Create a Microsoft Word Template in Microsoft Dynamics 365

personal vs 300x225 How to Create a Microsoft Word Template in Microsoft Dynamics 365

In a previous blog you’ve learned How to Easily Generate Excel Templates, but what if you wanted to use Microsoft Word? Using Microsoft Word templates in Microsoft Dynamics 365 can be a huge time-saver when you want to provide a professional document for an entity, especially if you need to make the document more than once for more than one records. Let’s get to it!

What are Microsoft Word templates?

Microsoft Word templates are documents that are created once, but can be used on multiple records directly from Microsoft Dynamics 365. Templates can be used to generate anything from thank you notes, to birthday cards, or even a list of opportunities associated with an account by using XML – but before you run to get a developer, don’t worry, no coding is required!

When would you use a Microsoft Word template?

If you wanted to send a note to a key contact on their birthday you could create a “Happy Birthday” template, once you print it off you could give it your own signature to add a personal touch.
Another case would be if you wanted to remind an account of all their opportunities and the associated proposed budgets.
A third example is if you wanted an account to verify the contacts on their team and what levels of authority each has such as purchasing authority, service-ticket creation authority, or IT architecture authority.
Or, anytime that you want information from an Account, Contact, Opportunity or any entity to auto-populate into a Microsoft Word document for mailing, emailing or reporting.

How to Create a Microsoft Word Template?

  1. Navigate to Account View
  2. Select Excel Templates from the Command Bar and Create Excel Template

070517 2117 HowtoCreate1 How to Create a Microsoft Word Template in Microsoft Dynamics 365

3. Select Word Template

4. Select the Desired Entity

070517 2117 HowtoCreate2 How to Create a Microsoft Word Template in Microsoft Dynamics 365

5. Select any related entities that you will use in the template such as Opportunities, Quotes, Orders or Invoices. Once you click “Download Template” the download will start automatically, and the resulting file will look like a blank MS Word document.

070517 2117 HowtoCreate3 How to Create a Microsoft Word Template in Microsoft Dynamics 365

6. In Microsoft Word, make sure the developer tab is shown in the Ribbon. If it is not, right click the Ribbon and select “Customize the Ribbon” in the right pane, check the box next to Developer and select ok. Once the developer tab is on the ribbon click “Display the XML Mapping Pane” under the developer tab.

7. Select CRM in the Custom XML Part Drop-down Menu

8. As you type your document, right-click fields to insert them into the document.

070517 2117 HowtoCreate4 How to Create a Microsoft Word Template in Microsoft Dynamics 365

9. You can insert tables as well creating the table in Microsoft Word, select the row, then right click on the opportunity entity at the bottom of the XML Mapping Pane, expand the Insert Content Control section and select repeating.

070517 2117 HowtoCreate5 How to Create a Microsoft Word Template in Microsoft Dynamics 365

10. Then populate the table with content control just like before.

070517 2117 HowtoCreate6 How to Create a Microsoft Word Template in Microsoft Dynamics 365

11. The next step is to upload the Word Template so that it can be used. Save your word document and navigate back to Dynamics 365 and repeat steps 1-4, but instead of clicking select entity, click on the upload button. Then browse to your file and upload the document.

12. Once Upload is complete, the template is now available for use on the account page. Test your work by navigating to an account, selecting the ellipsis> Word Templates > Personal Word Templates, and select your desired template.

070517 2117 HowtoCreate7 How to Create a Microsoft Word Template in Microsoft Dynamics 365

070517 2117 HowtoCreate8 How to Create a Microsoft Word Template in Microsoft Dynamics 365

13. If you want to make any changes to the document once you download it you can, just like you word in a regular document.

070517 2117 HowtoCreate9 How to Create a Microsoft Word Template in Microsoft Dynamics 365

So, if you’re sending out birthday cards, providing updates or confirming information. If you need to make the same form more than once, create a template and eliminate the busy work of recreating documents.

Be sure to subscribe to our blog so you have immediate updates to all of the new tips and tricks for Microsoft Dynamics 365, and if you would like more in-depth information on any CRM topic check out our CRM Book!

Happy Dynamics 365’ing!

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PowerObjects- Bringing Focus to Dynamics CRM

Upload CRM Word Templates to SharePoint or attach to Email

With Microsoft CRM Word Templates, CRM users can create impressive documents with fields from CRM records and related entities, inserted into the document.

Dynamics PDF-Docs is an essential tool for CRM users that in one click of a button can PDF the Word Document or upload the document, in Word or PDF format, to SharePoint.

Either from the entity list view or in the record Form, user clicks the PDF-Docs button, select template, and then select the required function. Most popular functions are to save the document to Notes, PDF the document and attach it to an Email (populated with fields from the CRM record), and save (upload) the document to SharePoint, either in Word or PDF format.

In this post I will show the Workflow steps to achieve same functionality by automating & scheduling this process, with CRM Workflow.

Download free trial: http://dynamicsobjects.com/Products/Dynamics-PDF-Docs

In our example, we create the workflow for the Invoice entity, to PDF the “DO_Invoice-Elaborated” Word Template, and upload it to a set location in SharePoint. The workflow has 3 steps. The first step creates the document from Word Template (SetWordTemplate), then we PDF the document, and as last step, we save the document in SharePoint, as per this image

PDF Docs SP workflow1 Upload CRM Word Templates to SharePoint or attach to Email

In SetWordTemplate input properties use Dynamic Values to select the Template and target. The target is the record of the Invoice entity, as we create document for a record.

PDF Docs SP workflow2 Upload CRM Word Templates to SharePoint or attach to Email

In the input Properties form, for workflow step Add Word template, we have 2 sections. The top 2 input fields are shared with workflow to upload to SharePoint and to attach the PDF file to an Email. The other 5 input fields are only required when delivering the PDF file as an attachment to an Email, and should be ignored in this workflow.

Using Dynamic Values, we firstly select the Word template. In the second input field we assign the file with a dynamic name, which is the Invoice Number (Invoice ID)

PDF Docs SP workflow3 Upload CRM Word Templates to SharePoint or attach to Email

The properties of the last step to upload PDF-Doc document to SP, The Record ID is a dynamic value created by firstly selecting Convert to PDF from the Local Values (at the bottom of the list) and then selecting Record ID. The SharePoint location is a text input in the format of Parent Folder/Child Folder/Grand Child Folder.

PDF Docs SP workflow4 Upload CRM Word Templates to SharePoint or attach to Email

Note: Dynamics PDF-Docs price increase as of the 15th May 2017

Download free trial:http://dynamicsobjects.com/Products/Dynamics-PDF-Docs

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CRM Software Blog | Dynamics 365

WATCH: Comedian And Host Michael Colyar Talks New Show Plus The Origin On The “N” Word!

Here is an interview we conducted with comedian and host Michael Colyar as he talks about his upcoming projects, plus the origin of the N Word! Check out the interview! SUBSCRIBE to our channel!

Universal’s Reboot Of ‘Scarface’ Loses Director Antoine Fuqua!

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The Humor Mill

CRM 2016 Word Templates and custom entities (Part 2)

CRM Blog CRM 2016 Word Templates and custom entities (Part 2)

In previous post, related to CRM 2016 Word Templates issues, we showed how to add custom entity to workflow step SetWordTemplate, for example, to send a Word Template as an attachment to an Email, with Dynamics PDF-Docs (read more).

In this post we provide a free of charge tool to migrate templates from one CRM to another. Word Template designed in one CRM instance (like Sandbox), for custom entity, will fail when imported to another CRM (like Production).

In CRM, each custom entity has a unique Object Type Code / Entity Type Code (ETC). The ETC is created when entity is manually created or the entity is created by importing managed / un-managed solution. The ETC is different between different CRM even when importing the same solution, although the entity name is kept the same in both CRMs. Word Template is linked to the entity name and its ETC. When exporting Word Template from a sandbox to Production, the ETC has to be modified to match the ETC of that entity, as in the Production CRM.

Templates Migration is a tool, provided free of charge, to migrate word template from on CRM to another.

It’s a very simple tool to use.

Firstly, from the Connection menu set up the URL, user name and password to connect to the source CRM, where the templates are located, and to the destination CRM, where we wish to migrate the templates to.

Get Word template provides two options for the source of the templates, either in CRM or from hard disk. By selecting this menu (or uploading from hard disk) a list of word templates is available. Select templates and click Migrate, which will migrate one or more selected templates, to the destination CRM

Download your free copy of Templates Migration

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CRM Software Blog

CRM 2016 Word Templates and custom entities (Part 1)

There are two related issues with Microsoft Dynamics CRM 2016 Word Templates, when they are designed for custom entities. The first issue is to add the step “SetWordTemplate” to a workflow, the other one is importing Word Template designed in one CRM instance (like Sandbox) to another CRM (like Production CRM). The first issue will be discussed (and resolved) in this post. The second issue is resolved with a free of charge tool that migrate templates from one CRM to another (download here)

Add step “SetWordTemplate” to a workflow

Dynamics PDF-Docs is add on to CRM, to convert documents generated from CRM Word Template, to PDF file. The process can be automated with workflows, like send an Email with the Word Template attached as PDF file. The workflow will have these main steps:

  1. Create > Email
  2. Action > SetWordTemplate
  3. Dynamics PDF> Add Word Template

When you search for the available entities for the Target field, only Out of the box entities are available.

To make a custom entity available to SetWordTemplate step, follow these steps:

  1. Go to CRM>Settings>Customizations>Customize the System
  2. Expand the Entities branch and select the entity
  3. Under Process, enable Business process flows as per the below image, for the custom entity DO-Settings

z CRM 2016 Word Templates and custom entities (Part 1)

Click here to download Dynamics PDF-Docs

Click here to download Template Migration

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