Quick Tip: Using Annotations in Power BI To Add Notes

In the Power BI mobile app, Annotations are what let you write hand written notes on a Power BI graph, and share with others. Why would you want to do that?

  1. To ask a question about a certain territory or product.
  2. To give kudos to someone within your team.
  3. To come up with a plan of action based on certain trends you are noticing via a Power BI report/ graph.
  4. To let others know that their attention is needed.
  5. Sometimes, you just want to ask someone a simple question, and waiting for a weekly meeting to happen so you could ask that question may not be a viable option.

Annotating is simple. All you do is click the “Pencil” icon on the top right, and start writing.

This short video below shows how quick and easy it is to not only write note, but also share annotations with others.

 

This is especially helpful if you are using the free version of Power BI because just recently Microsoft made sharing available only to Pro users.

Note: The sharing via Annotations uses the mobile OS’s native sharing mechanism. Essentially, it is taking a screenshot and letting you share it via email, text messaging, and other apps.

Image Gallery:

 

 

Set Up Self Scheduling For Your Customers With Microsoft Bookings

You have many customers who you see on a daily basis. Typically, these customers call your office, speak to the front desk person, and get an appointment scheduled. The front desk person has access to all of your employees’ calendars, and they go through the requested employee’s calendar to find an available slot. While that’s happening, there’s another person waiting in line (on hold) to get their appointment booked. Oh, and also, the appointments can only be booked between 8 AM and 4 PM- during office hours (while your human front desk person is available to take calls).

What if you could let your customers schedule their appointments themselves without having them to call the office? How convenient would it be for them (and you) to schedule an appointment any time of the day? It would be a relief too for people who don’t like talking on the phone. (like me!)

Picture the following scenarios:

  • Dentist’s office: New and existing patients call all the time to book appointments.
  • Auto body shop: Customers need an appointment to get work done on their cars.
  • Educational institution: Students need to schedule a meeting with their teachers, professors, advisors.
  • Not for profit organization: You work with victims of abuse. Your clients would like to meet with their case managers when they need help.
  • Bike shop: Your current customers want to schedule an appointment for a tune-up. New customers want to come to the shop to look at bikes.
  • Wealth Managers/ Tax Consultants: Your clients want advise on how to manage their wealth; need to meet with you so you could help them file their taxes.

You see what’s happening here? We are surrounded by businesses/establishments that require us to meet with them in person to get our work done. As an institution that caters to the needs of others, it is our responsibility to make things more comfortable and easier for our customers. For starters, we can let our customers schedule their own appointments!

Exit light. Enter Microsoft Bookings.

If you are an Office 365 customer, especially Business Premium, you may have seen a new product called Microsoft Bookings in your suite. You can use this product to easily set up self-scheduling for your customers. Here is what it does:

  •  Provides a web interface for your customers that they can use to schedule their appointments with either specific employees in your office or anyone (random selection). It finds available time on your employees’ calendars and lets customers schedule appointments in those slots.
  •  Lets you set work days & hours for the business and individual employees so that customers don’t schedule anything outside of those days and hours.
  • Lets you setup all services you offer. Customers can pick the service they want to schedule an appointment for.
  • Sends confirmation and reminder emails to both employee and customer.
  • Allows cancellation and rescheduling of appointments.
  • Provides a calendar view of how busy your employees are.

Who is it for?

  • Definitely small and medium sized businesses. Businesses that may not have the resources to implement a full fledged scheduling portal. Microsoft Bookings is a straightforward solution for them to help their customers with self scheduling.
  • Smaller groups/departments within larger companies that don’t have self scheduling on their portals yet. These groups can use Microsoft Bookings as an interim solution until their company moves to an enterprise-wide platform.
  • Not for profits/ educational institutions. Anyone who wants to schedule meetings with their clients/students/parents.
  • Others!

What it doesn’t have (yet)

Currently, Microsoft Bookings operates as a standalone solution. However, since it is an Office 365 product, we should see it integrate with Dynamics 365, and Microsoft Flow in the near future. An appointment in Microsoft Bookings will most likely be able to sync to CRM for Dynamics 365 or have Microsoft Flow create a record in Dynamics 365. Having said that,  you can
definitely use “Automatic Record Creation and Update Rules” now to create records in CRM based on notification emails you get from Microsoft Bookings. That would ensure that you could start a bunch of workflows that can perform several actions for you related to (pre/post) appointment.

Conclusion

This is one solution you should definitely try if you are seriously considering providing your customers with the ability to book their own appointments. It’s possible that in the future, as your requirements get more complex, Microsoft Bookings may not be the right solution for you anymore, and that’s when you can migrate to something else. (Or maybe Microsoft will keep adding more features to it!)

Availability

At the time of writing this article, Microsoft Bookings is available with the Business Premium edition of Office 365 and will roll out to other plans soon.

Check It Out!

Want to see how it works? I created a demo page that has self scheduling for a fake bike shop. Check it out!

If you are ready to get started, you can check out some tutorials here.

Create Records In CRM For Dynamics 365 By Pressing A Physical Button! (Using Flic & Microsoft Flow)

What if your customers could just literally press a button to solve their problems? Picture the following scenarios:

– Your clients, who use your products or services, are having trouble with them. Something’s not right! They press a button and immediately get a call from your support staff.

– You run a coffee shop or a restaurant. You notice that you are low on supplies (Coffee beans? Beverages? Ketchup?). You press a button which sends an email to your supplier telling them to restock supplies.

– You run a roofing company. Your staff is up on one of the roofs fixing things. Once they are done, they press a button that creates a record in CRM, notifying office staff that the job has been completed.

That would be pretty awesome, right? (no? aww okay :/)

In case you didn’t know, Microsoft Flow can now be triggered by “Flic” – a physical button that connects to various services like Uber (to order a cab), Sonos (to control music), and Philips Hue (to control smart bulbs) to name just a few.

With Flic now working with Microsoft Flow, we can use this combination to create records in CRM for Dynamics 365, and perform various actions. For example, in the video below, I show how a customer, whenever they have an issue with our product or service, can just press Flic once, which will create a case record in our CRM.

Benefits

So what are some benefits of automation tools like Microsoft Flow, especially when they are combined with smart buttons like Flic?
  1. It makes initiating a process or action much easier and convenient.
  2. It encourages people to follow the process because everything is already automated.
  3. It brings convenience to your employees with disabilities because just pressing a button performs various tasks for them.

The Flow

This is what my Microsoft Flow looks like. Easy peasy!

Explore:

Flic

Microsoft Flow

Microsoft Dynamics 365

Embed Power BI Dashboards in CRM For Dynamics 365 With Just One Click

So, you have some really amazing and insightful dashboards in Power BI (like the one below) based on your data you have in CRM for Dynamics 365, and you use them regularly to see what’s going on with your business, institution, facility or wherever that you work.

image shows a dashboard with three charts in power bi.

 

Ideally, you would want to have these dashboards in CRM so that you have access to all these valuable insights in just one place. But how would you go about doing it?

Enabling and embedding Power BI dashboards in CRM is literally just a click away.

Go to System Settings (under Settings->Administration) and open the Reporting tab. Under that tab, set “Allow Power BI visualization embedding” to Yes.

image shows System Settings window  in CRM for Dynamics 365. The image shows that clicking the "Reporting" tab and setting the option "Allow Power BI visualization embedding"  to Yes enables power bi dashboards in crm.

 

Uhhhh that’s pretty much it.

Now, if you go to your Dashboards and click the chevron next to “New” , you will see a new option for “Power BI Dashboard”.

in the dashboards area, a new option "Power BI dashboard " is displayed when the chevron next to the "New" button is clicked.

Note: Make sure to click the chevron to get this option. Clicking the New button  defaults to creating the traditional CRM dashboard.

When you select that option, you will see a dropdown that will show you all of your dashboards in Power BI. Choose the one you want displayed in CRM. Click Save.

Note: Make sure to check the “Enable for Mobile” checkbox if you want to access this dashboard in your Dynamics 365 mobile app.

a new dialog shows all the dashboards in power bi in a dropdown. The user chooses which one they want embedded in this dashboard.

 

That Power BI dashboard is embedded in CRM now!

Power BI dashboard shown embedded in a CRM dashboard.

Questions? Let me know!

Enabling Machine Learning in CRM For Dynamics 365

The machines are taking over!

We hear a lot about how machine learning is being used in many applications, and CRM for Dynamics 365 is no exception to that sentiment. There are several features in CRM for Dynamics 365 that utilize Microsoft Cognitive Services – a very powerful set of tools/APIs that use the power of machine learning. For Example:

– Keyword matching, similar cases, topic analysis, and knowledge article suggestions, require a Cognitive Services Text Analytics connection.

– Automatic product recommendations while creating opportunities and adding opportunity products requires a Cognitive Services Recommendations connection.

So, does that mean in order to use automatic product recommendations, keyword matching, automatic knowledge article suggestions, etc., we need to integrate Microsoft Cognitive Services with CRM for Dynamics 365?

Correct.

Before you do that though, you would want to enable the “Product Recommendation” and “Text Analytics” previews in your settings first. (Yes, they are still previews)

Go to Settings->Administration->System Settings, and click the (last) Preview tab.

Under Preview, set “Cross-sell Product Recommendations Preview” and “Text Analytics Preview for Case Topics analysis, Suggest Similar Cases and Suggest Knowledge Articles” to Yes.

 

Next, go to http://portal.azure.com and login with a Microsoft Id.

Once in, we will be looking for two specific Cognitive Services APIs – Recommendations and Text Analytics. Let’s start with Recommendations API.

Note: Calls to these APIs are not free. Having said that, Microsoft gives you 5,000/10,000 etc. calls per month for free depending on what API you choose. If you are likely to exceed these calls, Microsoft will prompt you to upgrade to a paid account.

Recommendations API

In the Azure portal, click the “+” button on the top left corner-> select “Intelligence + analytics” in the next pop up menu, and then Cognitive Services APIs (preview).

On the next “Create” screen, give the service a name, choose Subscription (start with Free), choose API type “Recommendations API (preview)”, Pricing tier f0, and create a resource group. Click Create.

On the next screen, you will see a bunch of tabs to the left. Under Overview, make note of Endpoint, then choose Keys. When you do, you will see a couple of keys to the right. You will use one of these keys to connect this Recommendations service to CRM for Dynamics 365.

Now head to CRM for Dynamics 365. Go to Settings-> Administration->Azure Machine Learning Recommendation Service Configuration.

Fill in all the self explanatory fields. In the “Azure Service URL” field, enter the Endpoint that you noted above. In “Azure Account Key”, enter one of the two keys from the Keys section above.

Save and Test Connection. Once successful, click Activate.

That’s it. You are now ready to start building your Product Recommendations in your Product Catalog. (More on that later)

Note: It is possible that your connection to the Recommendations service may not be successful at the first go. If one key doesn’t work, try the other. You may even want to regenerate the keys if you keep getting connection failure errors.

Text Analytics API

Well, you know the drill. Do what you did above in the Azure portal. This time, when you create a new  service, you will choose Text Analytics API.

Back in CRM, go to Settings ->Administration->Azure Machine Learning Text Analytics Configuration, and do what you did above with the Endnote and Key.

Now you are ready to create “Advanced Similarity Rules”. (More on this later)

That’s it!

Thanks for making it this far! Hopefully this article gives you an idea of how to get started with the basic building blocks of enabling machine learning for CRM for Dynamics 365.

Question or comments? Let me know.