Create Connections in Microsoft Dynamics CRM

Posted on: November 7, 2016 | By: Craig Thompson | Microsoft Dynamics CRM

In Microsoft Dynamics CRM accounts are associated with many contacts, and usually each contact is associated with one main account. But, what if a contact has relationships with many accounts? A contact may be an employee of one company (account), but may be a partner, referral, or end user of another company. To create relationships between accounts and contacts you can use connections within Microsoft CRM. Connections create a lookup between records so that you can easily determine how the records are related.

Within CRM there is an out-of-the-box button (as shown below) that easily lets a user create a connection by clicking on ‘Connect.’ Oftentimes a user will connect a record to another account or contact, but with this button you do have the ability to connect any other record type; for example, opportunities, activities, campaigns, or marketing lists. What is not out-of-the-box though, is the ability to easily see the connection or relationship on the form. The good news is, users can easily add a connection ‘sub-grid’ to the form to quickly view relationships and navigate to the related records.

Creating the Connections Sub-Grid

To create your connections sub-grid click on Form on the header of the record in which you want to add your grid. Note* – You will need administrator privileges to make this addition so ask your admin if you want to make this change. Next, when in the customization form click on Insert. Then click on Sub-Grid to bring up the sub-grid properties and set the details. Now that you have the Set Properties form on your screen you should specify a Name for the grid; here we will simply call it ‘Connections.’ In the Data Source section use the dropdown under ‘Entity’ to select ‘Connections (Connected From). There are a few other options on this properties list, but as long as you select a name and connections from the entity list you will have a well-working connection sub-grid. Now click on Set and the sub-grid will appear on your form. Once on your form you can drag it to wherever you would like to see it on the form, then click Save and Publish, and refresh your form to see it live in production.

Now your connections sub-grid will be seen on the form (as shown below) and you can start adding connections through the connect button. The grid by default will show the record that it is connected to, the role of the connection, and the description of the connection. You do have the ability to customize this grid, although keeping it simple and having the lookup to the connected record is all most organizations need.

One limitation of connections is that the Role will not populate when you click on the connection and look at the connection role on the other end of the record. Also, if you add the connections sub-grid to one entity, for example accounts, and you connect to a contact, you will need to add a sub-grid to contacts as well if you want to see the connection directly on the form.

 

If you think that a CRM system is your next best step for your business, contact Logan Consulting your Microsoft Dynamics CRM partner of Chicago.

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