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      Project Creation

      RapidStartPROJECT Project Creation

      To help understand how all of the Project parts work together, let’s walkthrough the creation of a new project from scratch. You can start from either an Account or Contact record, for this example we will start by opening a Regular Contact record.

      Contact Form

      From the Contact record (or Account record), click the “Add Project” Quick Step .

      Project Quick Create

      The Project Quick Create will slide in. Give your project a name , and add an optional description , if this project will use a template select it here from your previously created templates .  Add an optional Project Category , (you can create your Project Categories in the RapidStart Settings app). Enter Project Start and End dates . (You can change any of these selections later).

      Projects Tab

      Navigate to the Projects tab on the Contact Record . You can see your new Project in the Projects list . Click the Project Name to open the record.

      Project Record

      As you can see, our Project has been created with quite a bit of data already. If you want to track your expenses, you can enter an expense budget here . The next step is to start creating some Project Tasks by clicking the Add Task Quick Step button .

      Project Tasks Quick Create

      Give your task a name and an optional description of the task. Add an optional Task Category , (you can create your Task Categories in the RapidStart Settings app). Set the Priority  and whether this will be Billable. Enter a time budget for the task , (this is a decimal number based on your own units, it could mean days, hours, minutes, etc).  Provide a Start and End date for the task . Since this is the first task, or for any task that is not dependent on others, we will leave this blank . (If a future task requires a task to be completed before it, you would select that here). Lastly, we can associate this task to a Subcontractor (Account), or change the Task Owner to another user.

      Project Tasks Tab

      Navigate to the Projects Tasks tab on the Project Record . You can see your new Tasks list . Click a Task Name to open a Task record to work on the task.

      Project Task Record

      There are a couple of common things that a Task Owner might do on a Task, like add time . Manually adjust the % Complete slider , and add activities in the Timeline . The budgeted time vs. total time so far can be viewed here . The budgeted time can also be adjusted here. Let’s add a Time Entry by clicking on the Add Time Quick Step button.

      Add Time Quick Create

      On the Add Time quick Create form, we will give the item a description , and enter our time , (this is a decimal number based on your own units, it could mean days, hours, minutes, etc.)

      Task Time Tab

      Navigate to the Task Time tab on the Project Task Record . You can see your new Time entries . Click an Item Name to open a Time Entry.

      Add Expenses

      Expenses are tracked at the Project level, to add an expense, open a Project and click the Add Expense Quick Step button .

      Expense Quick Create

      Give your Expense item a name and an optional description of the expense .  Enter the amount .

      Project Expenses Tab

      Navigate to the Project Expenses tab on the Project Record . You can see your new Expense entries . Click an Item Name to open an Expense Entry.


      Congratulations, you have a Project! Remember, everything you have seen can be customized and/or extended to meet your needs perfectly.

      Review the detailed sections of the documentation for more information.

      Opportunities

      RapidStartPROJECT – Opportunities

      One of the common items that you and your users may want to do is create Projects from Opportunities.

      RapidStartPROJECT adds some features to your existing RapidStartCRM Opportunity form.

      Opportunity Record Form

      On your Main Opportunity Record form, you will notice the RapidStartPROJECT additions. A new Quick Steps button has been added to convert the Opportunity into a Project with one-click.


      After Conversion

      After conversion the Opportunity is marked as Won and the record is now Read-only . The created project record is also added to the Opportunity record for reference , Clicking it will take you to the Project record.

      Environment Settings

      RapidStartCRM – Environment Settings

      To install RapidStartCRM, you will have created an “Environment” in the Common Data Service. There are several Environment-level settings that can enabled/disabled to make your app even more useful and tailored to your needs. In this section we will review those settings, and make suggestions for the best experience with RapidStartCRM. There is both a new Power Platform Admin experience,  and the “Classic” experience. Since Microsoft is phasing out the “Classic” experience, we will focus on the new Power Platform experience.

      Note: You will need System Administrator role to perform these tasks. There are quite a few settings in this area that could cause your system to stop functioning properly, we will show you the safe ones that we use with RapidStartCRM.

      Start by logging in to https://admin.powerplatform.microsoft.com/

      Select your environment that you installed RapidStartCRM on from the list.


      There are several items on the landing page to explore.

      You can change the name and URL of your instance here.
      We recommend enabling the most recent release features.
      Click “Settings”.


      There are several categories of Settings, you can access them under the Chevron for each category. The next few images will be our standard RapidStartCRM configurations, you can safely make your screens look like the ones below.


      Clicking on “Behavior”, under the “Product” category will show this screen. Make yours look like the above.

       


      Clicking on “Features”, under the “Product” category will show this screen. Make yours look like the above.


      Clicking on “Privacy + Security”, under the “Product” category will show this screen. Make yours look like the above.


      Clicking on “Email Settings”, under the “Email” category will show this screen. Make yours look like the above.


      Clicking on “Email tracking”, under the “Email” category will show this screen. Make yours look like the above.


      You can obviously make any other changes you like, but as we said at the top, you do so at your own risk.

      Customization

      RapidStartCRM – Customizations

      RapidStartCRM is built to be further customized. Depending on your knowledge of Power Apps, you may be capable of doing this yourself. Otherwise, your partner may be able to help, or we also offer services for customers who want our help to customize RapidStartCRM.

      The steps to customize RapidStartCRM are the same as those for Dynamics 365 first-party applications. You will create an unmanaged solution in your environment, then add the RapidStartCRM components to it that you want to customize, and then perform your customizations.

      There are two places where you can perform this work, the new “Maker” experience, or the “Classic” experience. Microsoft is phasing out the “Classic” experience, so we will show you the modern “Maker” approach.

      Two common requests from RapidStartCRM customers are to add columns (fields) to forms, and customize views. For our first scenario, we will add a field to the RapidStartCRM Opportunity Form. In our second scenario below, we will customize a view.

      Adding a Field to a Form

      Log in to https://make.powerapps.com

      Confirm you are in the correct environment.
      Select “Solutions”.
      Then click “+ New solution”.


      Give your solution a name.
      Select “CDS Default Publisher”.
      Click “Create”.


      You will see your new solution in the list.
      Click the ellipses.
      Click “edit”.


      In the window that opens you will see your new solution is empty.
      Select “+ Add existing”.
      Click “Table” (Formerly Entity).


      We want to add the “Opportunity” table by checking it.
      Then click “Next”.


      If we plan to make a lot changes, we may want to
      “Include all components”.
      and the “Metadata” .
      For this exercise, we will just click the “Select Components” link.


      We are looking for the main form so will will limit our view by selecting “Forms”
      then selecting the Main “Opportunity” form
      and click “Add” to add the form to our solution.


      We can now see the Main Opportunity form in our solution. Click the ellipses.
      Select “Edit”.


      In the form designer select “+New Column”.


      In the new column creation form, give your column a name.
      Select the type of data you want to capture.
      Provide an optional description.
      and click “Done”.


      We can now see our new column in the columns list.


      Drag the new column from the columns list onto the form where you want it to appear.
      Click “Save”.
      then “Publish” your changes.


      Returning to the RapidStartCRM App, we can now see our new column on the Opportunity form.


      Customizing Views

      For this exercise, we will customize a view of our Opportunities to display the column we created above. We will assume you already followed steps above.

      If you are not still in the maker portal,  log in to https://make.powerapps.com

      Confirm you are working on the correct environment.
      Select “Solutions”.
      you will see your solution.
      Click the ellipses.
      then click “Edit”.


      Filter the components by clicking “Views”.
      You will see that you have not added any Views to this solution.
      Click “+ Add subcomponents”.


      In the subcomponent selector, click “Views”.
      Select the view(s) you want to add.
      then click “Add” to add to your solution.


      Back in your solution, select “Views” and you will see the view in your solution,
      to edit select the view’s name.


      You can see the previously created custom column in the column list.
      You can change the name of the view.
      as well as the view sorting
      and filtering.


      To add your column, click “+ Add column”.
      then select your column to add it to the view.


      You can see your column has been added.
      You can drag it to the position you want.
      You can also edit other properties like width etc. by clicking the chevron.
      When you are done click “Save”.
      then “Publish” your changes .


      Returning to the RapidStartCRM App, we can now see our new column on the Opportunity view.

      The Original RapidStartCRM Installation

      Welcome to the Installation Page for The Original RapidStartCRM

      What is RapidStartCRM?

      RapidStartCRM is a Managed Solution that is available from Microsoft’s Appsource.  RapidStartCRM is a Power App that requires a Power Apps CDS Environment to be in-place to install it on.

      How to get RapidStartCRM

      The first thing you will need is a Power Apps environment, and there are several ways to go about getting that depending on your situation.

      If you are not already a Microsoft 365 (formerly Office 365) customer, then you can go here to create a Microsoft 365 trial, and then return to this page.

      If you already have Power Apps Per User license(s) or Dynamics 365 license(s), you can skip to Step 2.


      Step 1. Creating a Power Apps Trial (Can be converted to paid later) Approximately 20 minutes.

      Start by going to the Microsoft 365 Admin Center at https://admin.microsoft.com .

      Under the Billing section, select “Purchase services” (1). Then scroll down to the “Business apps” category (2), then scroll right to the “Power Apps per user plan” and click “Details” (3).


      Click “Get free trial”


      Click “Try now”.


      Click “Continue”.


      After your trial is provisioned, Click Users” (1), then “Active users” (2), then select a User by clicking on their name (3).

      Select the “Licenses and Apps” tab (4), Check the box for “Power Apps per user plan” (5) (You can repeat these steps for up to 25 users)

      Save changes (6)


      Step 2. Creating an Environment. Approximately 10 minutes.

      With the Trial provisioned, and a license assigned to your user, go to https://admin.powerplatform.microsoft.com

      If you already have an environment you want to use, that has a database, you can skip to Step 3, otherwise Select “+ New” (1).

      Give your environment a Name (2) (can be anything), then select the Type as “Trial (Subscription-based)”(3).

      Make sure “Create a database for this environment?” is set to “Yes” (4), then click “Next” (5).


      As of this writing RapidStartCRM is English language and USD currency only.

      Create a URL name where this environment can be found online (1). This will need to be unique, and you will see an alert if name already exists. You can use underscores, but no spaces. Click “Save” (2).


      Shortly, you should see your new environment.


      Step 3. Adding RapidStartCRM to a new or existing Environment. Approximately 10 minutes.

      Log into Microsoft’s https://appsource.com

      Type “RapidStart” into the search box (1), then click on “RapidStart CRM – The Original” (2).


      Click on “GET IT NOW”.


      Confirm your information and accept Microsoft permissions (1), click “Continue” (2).


      On the screen that opens, confirm the target environment, or select it (1), then accept more Microsoft Terms (2) and click “Install” (3).


      It may take some time, and a few screen refreshes, but you will eventually see RapidStartCRM. Wait for status to say “Installed” (1), then go back to the environment summary by clicking environment name (2).


      Make note of the Environment URL so you can bookmark it later (1) . You can click on either the environment URL, or “Open Environment” to get to the RapidStartCRM Apps (2).


      RapidStart Settings App for applying Security roles to users, etc. (1). RapidStartCRM Main App (2)

      Whichever App you choose, you can go to the Documentation Dashboard in either app, to learn more about RapidStartCRM.

      User Roles RF

      RapidStartCRM Referral – User Roles

      RapidStartCRM includes several User Roles that a “RapidStart Power User” can assign to users from within the application including:

      RapidStart Limited User

      This role is for basic users, that you do not want to see certain records of other users. This user can only see their own records; either records they created, or records that were assigned to them by others. In addition, this user cannot delete any records including their own. This role is quite restrictive, and it is more common to give basic users the RapidStart Basic User Role below.

      RapidStart Basic User

      While still limited in scope, this role is for an open organization, where all users can see all records. However this user cannot delete any records, nor can they assign records to others.

      RapidStart Manager User

      This user can see all records of course, but can also delete and assign records.

      RapidStart Power User

      This is the highest level RapidStart role, the only role with more privileges is the System Administrator role for Power Apps. In addition to everything a Manager can do this role adds things like access to the RapidStart Settings area, etc.

      RapidStart How2 User

      If you opt to create your own training using the How2 Solution, you must assign this role to any users you want to be able to see the How2 assets.

      RapidStart How2 Administrator

      This role is for users who are creating the How2 training assets, and allows the user to assign video libraries to apps.

      RapidStart Hashtags Administrator

      This role gives a user access to the Hashtags Administration Dashboard and the ability to delete and merge tags.

      Cascading Privileges

      If you give a user more than one role, they will have the privileges from the highest role for any item. For example, if you give a user the RapidStart Limited User role as well as the RapidStart Power User Role, they will have all of the privileges of the power user. Typically users will have one main role, and then optionally the RapidStart How2 User role, if they are to access How2 assets. They may also have the RapidStart How2 Administrator and/or RapidStart Hashtags Administrator roles if they are responsible for managing those items.

      To Assign Roles

      To assign roles to users, first open the RapidStart Settings App. This app is only visible to RapidStart Power Users and System Administrators.

      To get to the RapidStart Settings App, from whatever app you are in, click the app name in the header to open the app selector.

      The App Selector shows all apps you have access to. Open the RapidStart Settings app by clicking on it.


      Option 1 – Bulk Add Roles

      1. If you don’t land on the user list when the RapidStart Settings app opens, select it from the sidebar
      2. Select a user or users
      3. Click “Bulk Add Roles”

      This dialog will open.

      1. Select the role(s) you want to apply to the user(s)
      2. Click OK

      Option 2 – Individual Add and Remove Roles

      To add roles to individual users, or to remove roles from a user, open a user record by clicking on the User’s Name, then check, or uncheck the roles

      User Teams RF

      RapidStartCRM Referral – User Teams

      RapidStartCRM provides the optional ability to group users into Teams, like a Sales Team,  and have records owned by those Teams, instead of individual Users.

      Note: this is a feature of the application and is not “Microsoft Teams”.

      There are three steps: Create a Team, add Users to it and optionally give the Team a security role(s), assign records to the Team.

      To Create a Team and Add Users to it, first open the RapidStart Settings App. This app is only visible to RapidStart Power Users and System Administrators.


      To get to the RapidStart Settings App, from whatever app you are in, click the app name in the header to open the app selector.


      The App Selector shows all apps you have access to. Open the RapidStart Settings app by clicking on it.


      Step 1 -Create a Team

      1. If you don’t land on the Teams list when the RapidStart Settings app opens, select Teams from the sidebar
      2. Do not remove the default Team, this team is the default for all users and removing it will prevent user access to the system.
      3. Select + New

      1. Give your new Team a name
      2. Select your Business Unit (there should only be one, RapidStart does not support multiple Business Units)
      3. Add a Team Admin
      4. Provide an optional description
      5. Save the record

      Step 2 – Add Members and Roles to Teams

      Once saved (you may have to refresh) you will see the Members list and Security Roles panes are now active.

      1. To add users, select “Add Existing User”. Note: users can be on more than one Team.
      2. Optionally, you can add a security role to the team that all users will inherit. Be aware that this will be in addition to any direct Security roles the user may have. This requires some thought, for example if you gave a Team the “RapidStart Power User” role, and then added a user to the Team who has the “RapidStart Limited Role”, that user will now have Power User Privileges.

      Remove Members

      1. Select the User(s)
      2. Click Remove

      Step 3 – Assign Records to Teams

      To assign records to Teams, go back to the RapidStartCRM App and open any record.

      1. Click the Assign button
      2. Select “User or Team”
      3. Pick the Team name who will now own this record

       


      You can also assign records in bulk from a view.

      1. Select one or more records
      2. Click Assign to be presented with the same dialog above.

      User Positions RF

      RapidStartCRM Referral – User Positions

      RapidStartCRM provides the optional ability to create and assign Positions to users. You may find this handy as it will show the Position in the User’s record, but for some of our Addons, like RapidStartSERVICE, Positions are needed for app functionality. This is spelled out in the particular app’s documentation.

      To Create a Position and Add Users to it, first open the RapidStart Settings App. This app is only visible to RapidStart Power Users and System Administrators.

      To get to the RapidStart Settings App, from whatever app you are in, click the app name in the header to open the app selector.

      The App Selector shows all apps you have access to. Open the RapidStart Settings app by clicking on it.

      If you don’t land on the Positions list when the RapidStart Settings app opens, select Positions from the sidebar (1), then select + New (2)

      Give your Position a name (1), and provide an optional description (2), then Save the record (3).

      Once saved and refreshed you will see the Members list, add existing users to this Position here. Note: Users can only have one Position.

      To remove users from a Position, select a user(s) (1) and click Remove (2).