Creating a Dynamic Account Based List from Microsoft Dynamics CRM Online

Updated August 25, 2022 17:40

InsideView Apex allows you to create both static and dynamic account based lists. A dynamic list pulls account data directly from CRM via an application user. Here’s how you can create dynamic account based lists from Microsoft Dynamics CRM Online:

Step	Description	Details
1	Log in to InsideView	Log in to InsideView Admin Portal with user credentials.
2	Go to the List page	Click Apex in the left pane and select the Account Based Lists option. To create a new list, click New.
3	Create a dynamic list	In the Account Based List wizard, if your Microsoft Dynamics CRM Online instance is not configured the following screen appears: In this case, contact your system administrator to configure your Microsoft Dynamics CRM Online integration to allow your CRM to communicate with InsideView Apex for creating dynamic account based lists. If you do have a Microsoft integration configured for your organization, click Create with Microsoft and select the Microsoft CRM Org ID you want to use to create your dynamic list. If an application user is not configured in InsideView Apex for your Microsoft Dynamics CRM Org ID, the following screen appears: Note: For each Microsoft Dynamics organization, the CRM administrator should configure an Application User. To learn more about an application user in Microsoft Dynamics CRM, read the article “Creating an Application User for Microsoft Dynamics CRM Integration” in our Knowledge Base.
4	Select a Microsoft Org ID	Once the application user is configured, click Create with Microsoft and select a CRM ORG ID that you just configured with an application user credentials or any existing CRM ORG ID with a preconfigured application user. You can also select the Link Another Integration to Apex link to choose a different integration from the list. Note: To link an integration from the list and allow users from your organization to create a dynamic account based list, you must create an application user. Select an Integration and click Sign in with Microsoft. To create an application user, follow instructions in the article “Creating an Application User for Microsoft Dynamics CRM Integration” in our Knowledge Base.
5	Define rules	If the Integration User credential matches with CRM organization ID, the Define your rule for selecting accounts screen appears. You can build a rule for selecting accounts by clicking either click +Add Condition or +Add Rule. Add Rule – Adds a single rule where you can define the field name, operator, and value(s) you want to use to filter accounts. Add Condition – Adds a set of nested rules to filter accounts based on if and then clauses.
6	Add condition	When you click + Add Condition, enter the following details to define the condition: Field Name – select any field that you want to use to filter accounts with. You can select a field that appears in the Field Name options. The Datatype and the corresponding Microsoft CRM field name is selected for the field you choose from the list of options. For example, select the Account Name field. Operator – After entering the Field Name, select the appropriate Operator. Below is a list of datatypes and the operators available for each datatype: String: equals, not equal, ends with, starts with, does not start with, does not end with, contains, doesn’t contain, in, not in, is empty, is not empty. Boolean: equals, not equal to, is empty, is not empty. Picklist: equals, not equal to, is empty, is not empty. Text area: equals, not equal to, like, not like, starts with, does not starts with, ends with, does not end with. Double/Number: equals, not equal, greater than, greater than or equal, lesser than, lesser than or equal, is empty, is not empty. URL: equals, not equal to, like, not like, starts with, does not starts with, ends with, does not end with. Value – Once you have entered Field Name and selected an Operator, enter the Value for the field criteria. You can also add multiple values by separating them with a comma. To add multiple values, use the IN operator. Use Case Examples Here are few use case examples of filters, showing the different fields used in Microsoft CRM with an operator and a sample value: Select the industry field, operator as equals and enter value as Media. This filter will retrieve all accounts that have an industry type that equals Media. Notice that the output of your rule appears at the bottom of each rule. Select the Created Date field, operator as greater and enter the date. This filter will manage only accounts that have a Created Date that starts after November, 30^th, 2017. Select the Billing State/Province field, operator as Not equal, and enter the state name such as CA. This filter will retrieve accounts from states other than CA (California). Note: If you create a filter with a blank Value field, you must press the Enter key to add a new filter row.
7	Start matching process	Click Next. The account matching process begins.
8	Review Matches	Once the matching process is completed, click Review. If a company match is not found, click the Find the correct company link in the following screen below: Search for a company and click the Select link to choose a correct one, then click Save. Once all company matches are found, click Next to review all matched accounts that are pulled from Microsoft CRM and click Finish.
9	Save	Enter the name for your dynamic account based list and then click Save. After the list is saved, you will it find in the home page for Account Based Lists.