Dynamics 365

Tools to Help You Be A Super System Admin: Managing Business Settings in Dynamics 365

Posted by Heidi Neuhauser

This is the first of a 10-part blog series designed to provide a Dynamics 365 CRM System Administrator with a great toolkit to become a super system admin! In fact, the content for this series comes from a presentation I have been working hard to prepare, titled: 10 Tools To Help You Be a Super System Admin in Dynamics 365 CE! The first blog is about managing business settings.

A Little Background

This content was originally created to present live, in person at Community Summit in Houston this October. Sadly, due to the extremely unpredictable and annoying COVID situation we have, combined with the fact that my kids are too young to be vaccinated, means I have made the tough decision to cancel. So with no further ado, I am thrilled to share the content I was planning to present – since I’ve already prepared my session. Look for a live webinar sometime soon where we can walk through these together. I miss seeing all of you!

The Tools

Let’s not make you wait any longer. Here are the 10 tools I want to discuss with you over the next several weeks:

The tools: Managing Business Settings 
Security Model Tools
Global Search
Table (Entity) Search
Dynamics 365 App for Outlook
UI Controls
Model-driven Apps
Field Mapping
Business Rules
 XRMToolBox Tools

You’re probably using some of these tips, but hopefully you can learn something new!

Tool #1. Managing Business Settings

There’s so much you can manage in the Settings area of Dynamics 365! To access your organization’s settings, you can use the web client experience – but this is being deprecated in the future.

Use the Power Platform Admin Center to leverage the latest experience and manage your security settings. For now, some things still must be managed in the web client but will eventually move to the Power Platform Admin Center.

For anyone using the web client, you’ll need to navigate to the Advanced Settings area from the front-end of your system (highlighted below):

Go to Advanced Settings

There is a ton of cool stuff you can do in this area, but we’re going to dive into three of them:

  • Business Management
  • Administration
  • Data Management

Business Management

Business management area of Dynamics 365 for system administrators

In this area, there is a lot you can set up and configure. Some great areas are:

  • Queues: Here, you can create and manage any queues to route records, as well as set up criteria for automatic record creation and updates.
  • Goal Metrics: Configure goal metrics to utilize in your goal tracking.
  • Currencies: If you use multiple currencies, you can set these up and manage them manually here. (Hint: Power Automate is an excellent way to automate currency values!)
  • Fiscal Year Settings: Helpful to make sure dashboarding and goals report on accurate fiscal periods.
  • Rollup Queries: Lists your rollup queries that you can use to get data about groups of related records.

Administration

Administration area of Dynamics 365 for system administrators - business settings

The Administration area of the Settings menu lets you work with:

  • System Settings: An important area where you can set values for numbers, calendar, currency, customizations, email tracking and more at the system level.
  • Auto Numbering: Set up the prefix numbers for Contracts, Cases, Quotes, Orders, Articles, Invoices & Campaigns. Set the suffix length for Contracts, Cases, Quotes, Orders & Invoices.
  • Languages: Manage multi-languages in your system.
  • Virtual Entity Data Sources: Manage any virtual entities in the system.

Data Management

Data area of Dynamics 365 for system administrators - business settings

Use the Data Management area of Dynamics 365’s Settings to set up, manage and configure:

  • Duplicate Detection Rules: Manage rules to help prevent duplicates in your database. You should absolutely review the out-of-the-box ones and deactivate any that don’t make sense for your business. Add ones that do make sense for your business!
  • Duplicate Detection Settings: Set up organization-wide settings for duplicate detection.
  • Duplicate Detection Jobs: Create and monitor duplicate detection jobs.
  • Data Maps: Any maps you have created for file imports can be managed in this area. You can also create new data maps if desired (though I’ve found it easiest to create them through the data import wizard).
  • Imports: Create and monitor data import jobs.
  • Bulk Record Deletion: Set up bulk record deletion jobs (careful when using these! There is no undo!)

Stay tuned for the remainder of this blog series! Coming soon….

  • Security Model Tools
  • Global Search
  • Table (Entity) Search
  • Dynamics 365 App for Outlook
  • UI Controls
  • Model-driven Apps
  • Field Mapping
  • Business Rules
  • XRMToolBox Tools

And stay tuned to my YouTube channel, where we will post video coverage on these topics.

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