CRM 2011 Role Tailored Forms

I have come across many CRM implementations where the fields on various forms can start to get cluttered and confusing. The fields always tend to be required by someone within the business but without proper management the sheer number of fields can start to take up un-necessary real estate on the form. Take for example a sales manager, when they open an account record they probably want to see key information such as year to date revenue, sales forecasts and turnover. This is fine, we can add that information to the form and the sales manager will be happy, but what about the poor support technician? When they open the account form they want to be able to see support contract details and case history, without having to scroll past a boat load of sales information first. Thankfully CRM 2011 has a great feature that means you can tailor forms based on the role of the user, so the form for a sales manager can now have completely different content and layout to what a support technician may see. All we need to do is create a relevant form, with the desired layout, and then assign a security role to that form.

So here’s what a sales manager will see when they open up an account record:


And here is what a support technician will see when they open up an account record:


As you can see, they are two totally different sets of fields, but very relevant to the user accessing it. The forms are clean and un-cluttered, which makes the user experience a whole lot better as they don’t need to search through a maze of fields to get to the information they need.

This feature doesn’t stop there though, not only can you customise the form layout on a role by role basis; you can also specify the code driven business logic too! This means you can add different sets of validation and actions to a form, depending on the role of the user accessing it. The combination of these features makes quickly implementing a UI, which fits all users’ requirements, a lot more achievable then previous versions of the product. Feel free to contact Technology Management should you require more information about Microsoft Dynamics CRM 2011, email or visit our website

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