Enhancing the ClickDimensions Forms CAPTCHA Control

I accidentally figured out a great way to enhance the CAPTCHA control used on ClickDimensions forms to prevent auto-bots from sending SPAM into your system.

Here is the default message displayed with a CAPTCHA control:

The Locked message is not very intuitive and I’ve had a few people contact me because they didn’t understand the message.

The great thing is that the message is well within our control to change.

From within the Form Editor, double-click on the CAPTCHA control to edit the properties.

Now change the Lock Text field to something that makes sense to you.  Here is what I am using:


I actually found this being used on one of ClickDimensions own web forms and thought is was a great idea so I changed my forms to match.

Monitoring Prospects and their Email Preferences

Microsoft Dynamics CRM has two settings that determine how email is delivered to a Lead, Contact, or Account:

Do Not Allow Email

When this option has been set to Do Not Allow, the record in question is automatically excluded from any email operation where the email is sent directly to the person or company.

Do Not Allow Bulk Email

When this option has been set to Do Not Allow, the record is automatically excluded from any bulk-email operation such as:

  • A Quick Campaign
  • A Campaign activity distribution
  • And in some cases, by third-party email marketing tools

These settings are actually in place to protect both you and the recipient from either sending too much email, or receiving too much email, respectively.

These settings can be set manually, by editing the record, or automatically, should the recipient have chosen to “unsubscribe” from your mailing list.

Many times the Do Not Allow Bulk email gets set to prevent you from including them in a bulk-email campaign, but they have no problem receiving normal emails from you, sent directly to them.

This creates a philosophical debate about what to do with the record, should one or both of these settings be set to Do Not Allow. Here are the options that I have seen:

  • Ignore that the recipient has these settings set and conduct your business as you normally would. Dynamics CRM will remove the record from any situation where it could possibly receive an email. If they do not wish to receive bulk emails, then fine. They will not.  If they do not wish you to email them at all, then consider the next option.


  • Deactivate or Delete any record that has these settings set to Do Not Allow.If both are set to Do Not Allow, then they really do not wish to hear from you via email and if email is your primary or only communications channel, it really may not be worth your time to have that record active in your database.

The sticky part is when they have the Do Not Allow Bulk Email set to Do Not Allow, but the Do Not Allow Email set to Allow.

If you only bulk-email recipients, then this record is of no use to you so you need to make a decision about what to do with it. If you will continue to send individual emails, then it can probably remain active.


Finding Records with Do Not Allow Settings

Yesterday I posted: Searching for Contacts with the Do Not Bulk Email Flag Set

which described how to change the Do Not Allow Bulk Email field so it could be searched. Which we will do with advanced find:


As you can see, it’s a pretty simple query. And you can create one for Do Not Allow Emails and one for Do Not Allow Bulk Emails.

This will give you a better view into what settings have been set for the recipient.


Again, the goal of this exercise is to remove or deactivate records from your database that you would never be able to contact.

Finally, be advised that this can be a lot of work, depending on the size of your database and the age of your system. The longer you have had Dynamics CRM, the more data that you probably have.

Searching for Contacts with the Do Not Bulk Email Flag Set

Ok, this is actually a trick, because you can’t.  The attribute on this field that allows it to be searched using the Advanced Find has been set to No.

I’m not sure how long it has been this way, but at least as far back as Dynamics CRM 2011.  This is probably not a field that people use to search on, on a regular basis, so I am assuming this is why you don’t normally see it.

Here’s how you fix it:

1. Edit the Contact entity by going to: Settings, Customizations, Customize the System.

2. Expand the Contact entity.

3. Locate and edit the Do not allow Bulk E-mails of Contact field.

4. Set the Searchable property to Yes.


5. Click the Save and Close button on the toolbar.

6. Publish the Contact entity.


Now this field will be available to be searched using Advanced Find.

Note: We are doing this in preparation for some additional conversations we will be having shortly regarding Prospects and keeping your database clean and up to date.

Adding the Addresses navigation link back to the Contact form

I ran into a facinating issue last week. It turns out that the new form for Contact doesn’t have a navigation link for More Addresses, as it did in the past.

Here’s how to correct that issue:

1. Open the form editor for Contact.

2. On the Ribbon, Select Navigation from the Select group:


3. In the Navigation Explorer, click and drag the Addresses link to the location you wish it to reside within the Navigation pane.




4. Save your form.

5. Click the Publish button.


Addresses is now on the Contact’s navigation link:



An alternative is to add a sub-grid to the form to show the addresses.

Workflow ownership and disabled users

I and into a situation this week that I have never encountered.  Some of my workflows were in a waiting state and when I opened one to check for an error, this is what I saw:


I had some issues with the transition to Office 365 (from Live ID) and I had to disable my user and recreate myself.  This caused all of the workflows that were owned by the “old me” to stop working.

So, make sure that you check the ownership of your workflows and verify that the state of the owner of the workflow is not disabled.

This Advanced Find does that query:



By the way, do not be scared of that first part. When you select processes, it adds all of those filters.  All you need to do is add the Owning User (User) related entity filter.

How to find what does not exist

Using a static Marketing List to identify records where a specific criteria does not exist

Today we have a guest post from fellow CRMUG D/FW member Torrey Landry.


All Sales managers want to know what population of their target audience has not purchased a certain product.

How do you build a view to tell you where “Product X” does not exist?

If you have a dedicated field for each product that can indicate a “yes” or “no”, then the search for product purchase is much simpler. You can use Advanced Find to query for:

  • Does Not Contain Data
  • 0 or 1
  • Yes or No

But what if you do not have a dedicated field?

Using the Marketing Lists entity, you will essentially create and compare two lists of data, leaving only the records you wish to target.

IMPORTANT: It must be a Static list, as opposed to a Dynamic list, in order to use the “add” and “remove” options under the “Manage Members” menu option.


Sample Scenario

You want to know which customers in Texas, in John Smith’s territory, do not have Product X.


The Process

  • Step 1: Create an Advanced Find that pulls in all records from John Smith’s territory that have an address in Texas. This is your ‘initial’ list.
  • Step 2: Create an Advanced Find that pulls in all records from John’s Smith’s territory that DO have Product X (within Texas or not, it does not matter). This is your ‘remove’ list.
  • Step 3: Remove all of those records from the ‘remove’ list from the ‘initial’ list.

The Result

All that remains are those records, in John’s area, in Texas, that do not have Product X.


The Details










Final Thoughts

  • This add & remove process is limited to only a few entities within CRM: Account, Contact and Leads.
  • The CRM Administrator can define the fields that will be displayed in the resulting marketing list, but (I believe) these fields will be the same fields displayed for all marketing lists created.
  • The columns may differ between Account, Contact and Leads

Searching for Emails to a specific person

I ran across something yesterday that I can honestly say I have never had to do within Dynamics CRM: Show me all emails to a specific Contact.

No problem, I thought. Just use an Advanced Find to look for emails with the person as the TO (or CC or BCC).  Uh, no, would be the answer. It doesn’t work that way due to the layout of the various activity-related entities.

Here is actually how you do it:


Step By Step

1. Look for Activities.

2. Search for Activity Type equals Email.

3. Include the Linked Entity: Activity Parties.

4. Search for Participation Type equals:To Recipient, CC Recipient, BCC Recipient.

5. Search for Party equals [contact].


Now hit the Results button and see your results.


Pretty nifty,huh?

Online2 is available for Microsoft Dynamics CRM Online

It seems Microsoft has started rolling out an update to CRM 2013 Online called, “Online2.’

Here is a link to the KB article:


and here are the highlights:

Online2 resolves the following issues:

  • A custom entity that has multiple "inactive" status reasons can be deactivated without prompting the user to select the appropriate status. This occurs within the form and not from a form view.
  • Unresolved recipients removed from email form.
  • Unexpected format changes occur when you create email messages by using the email template.
  • When you use Internet Explorer 8, the related record drop-down list is missing when a record is opened.
  • When you set IME mode on an attribute on an entity to ACTIVE, the IME mode is not honored. This occurs for Single Line of Text, Multiple Lines of Text, and other attributes that are bound to input elements or text area elements.
  • If you have a field set by using the "Phone" format setting, the field appears as a dialable phone number in the contact card. If you created a solution prior to CRM 2013 that had a field marked as "phone," the field was marked as "text" when the solution was imported into a 2013 organization.

Handy Help Links for Dynamics CRM 2013

I just received a great link to a information page from one of the Microsoft folks:

Check Out These Handy Links to Help for CRM 2013

Check it out when you have time.

CRM 2013: Modifying Administration Navigation

While we’ve already discussed using the Quick View Menu to help with Dynamics CRM 2013 navigation, I thought I’d take the opportunity to show a technique to assist Dynamics CRM System Administrators.

First of all, I would like you to download the CRM SiteMap Editor from Simpler Software:


It’s free and is very helpful in editing your SiteMap.

Note: This is a Windows-based application that you install on your workstation.

When you launch the SiteMap Editor, it will ask you to connect to Dynamics CRM by entering in the URL and login credentials, after which it will display the SiteMap for the selected organization.

After it has successfully connected to Dynamics CRM and downloaded the SiteMap, you should see something like this:


You can navigate around the SiteMap much as you would inside of Dynamics CRM itself. The pane on the right will change to reflect the type of item selected within the SiteMap itself.

Click on the Settings area, which will display something like this:


So what we will be doing is moving the most important Sub-Areas to the top of the list, which happens to be the Business Group.

This is accomplished with a simple drag-and-drop operation and this is the result:


In my mind, these are the most important things for me to see when I click on the Settings Area.  Your system will probably be different so rearrange things so that they make sense for you.

When you are finished with your modifications, press the Publish button on the toolbar:


This will push your changes back to Dynamics CRM.

Open a new web browser session to your Dynamics CRM instance and you can see the results.

Here is how the Quick View Menu looks:


And here is the normal Dynamics CRM navigation:



And that is it.  More goodness from the Simpler Software SiteMap Editor in the future.