5. Using Edit Multiple Records and Assign Multiple Records from
Advanced Find
It is certainly powerful and exciting to have the ability to
create a list of records that match your specific criteria. The
ability to take action on those records to strengthen your Microsoft
Dynamics CRM database and adapt it to your business as it evolves is
equally important. With Microsoft Dynamics CRM, you can take many
actions on the results of an Advanced Find query. For example, you
can:
In this section, we focus on the edit multiple records and
assign multiple records functionalities. With the Microsoft Dynamics
CRM edit multiple records functionality, you can make a change to many
records at one time from any grid. For example, you might use edit
multiple records or assign multiple records if:
-
You realize that data has been entered incorrectly for
several records.
-
You add a new attribute that you would like to populate for
all records.
-
An employee decides to leave your company, and you need to
distribute the records that the employee owns to other team
members.
Important
Multiple record edit rights might not be available for
every user. The user’s ability to use edit multiple records is configured by system administrators in the
user’s security role.
In this exercise, you will edit the Address 1: City field of
multiple records by using the edit multiple records tool. In addition,
you will use the assign multiple records functionality to assign
ownership of multiple records.
Note
SET UP Use your own Microsoft
Dynamics CRM installation in place of the site shown in the
exercise. Use the Internet Explorer web browser to navigate to your
Microsoft Dynamics CRM website, if necessary, before beginning this
exercise.
-
In the Workplace area, click
Accounts.
The default view appears in the grid.
Note
Troubleshooting You will
see My Active Accounts as the default view. This view includes
the Account Name, Main Phone, Address 1: City, Primary Contact,
and E-mail (Primary Contact) fields for the accounts you own.
The default view can be modified and therefore might be
different in your environment.
-
In the Data group on the
Accounts tab of the ribbon, click
the Advanced Find button.
The criteria from the current view populate the Details section.
-
Click the Details button in
the Query
group to view the details of the query, and then
add a new search field by choosing Address
1: City in the Select
field.
-
Leave the operator as Equals,
and enter NY in the Enter Value field.
-
Click the Results button in
the Show group.
All active accounts that you own with a city value of
NY are displayed. Next, you will update that
value to New York by using the edit multiple
records tool.
Important
If your search did not return at least two results, modify
the query before continuing with this exercise.
-
Select several records. In the Records group on the Accounts tab of the ribbon, select Edit.
The Edit Multiple Records dialog box appears. It
resembles a blank Account form.
-
Enter New York in the
City field, and then click Save.
Important
This action cannot be undone.
After you have clicked Save, the underlying records will be
updated.
Tip
If your query results return multiple pages, you will need to edit records one
page at a time. The number of records returned on a page can be
modified in the Personal Options area to a maximum of
250.
-
In the results grid, select at least two additional records
by pressing the Ctrl key while clicking them.
-
In the Collaborate group on the Accounts tab of the ribbon, click the
Assign
Accounts button. The
Assign Accounts dialog box appears.
-
In the dialog box, select Assign to
me to assign the selected records to yourself.
