How to Create Activities for Multiple Records while on field using Dynamics CRM Map Integration

How to Create Activities for Multiple Records while on field using Dynamics CRM Map Integration

Amit Shah

September 6th, 2021

Creating an activity for a particular entity in Dynamics 365 takes ages as you have to make a whole trip from header to accounts/contacts to record and then finally you get to create an appointment or task.

And this might look okay too if you have to create only a single appointment in a day but if you are handling a lot of accounts then this activity can be quite consuming and is sure to take away your productive hours.

So here we are with this blog that explains how to create single as well as multiple activities right from the map using Dynamics CRM map integration. There are a lot of options available on MS AppSource and you can pick one that fits your workflow.

For demonstration, we’ve taken MappyField 365 in this blog.

Step 1: Navigate to MappyField 365

After logging into Dynamics 365, click on “MappyField 365” from the Dynamics 365 apps dashboard.

Dynamics 365 apps dashboard

Step 2: Plot records on MappyField 365 map

Plot the records on the map by selecting the CRM entities that are configured from Entity mappings. Under the Plot tab, select the Entity and its Records view.

Plot records on MappyField 365 map

Step3: Add Appointment / Task activity for the CRM Records

Step 3 (A): Add Appointment/Task for ‘single’ entity record

Once the data is plotted on the map, click on the pushpin of a particular entity for which you want to create an activity (appointment/task).

For example, if you want to create an ‘appointment’ for a specific plotted account record on the map, click on the pushpin of that account record.

AddActivity

By clicking on it, a ‘detailed slider’ of that entity record with a set of actions will appear on the right side.

From the detail view, click on the “Add Appointment” option; Add Appointment details will appear. Insert the required details and click on the ‘Create’ button to add the Appointment for the selected record.

AddApointment

By clicking on the ‘Create’ button, the appointment will be added and can be seen from the CRM side. Similarly, you can add the task by clicking on the “Add Task” option from the detail view.

Check the added activities:

The sales manager (or administrator) can check the added activities from the Dynamics CRM side by navigating to the individual entity record or by navigating to the specific activity.

The sales manager can check the added activity (i.e. Appointment) by navigating to the detail page of that specific entity record.

RecordDetails

The sales manager can also check the added activity by navigating to that specific activity’s grid view.

activitys grid view

By clicking on the record, the sales manager will redirect to the detail page of the activity where they can check the appointment belongs to which entity in the “Regarding” section.

Regarding

Step 3 (B): Add Appointment/Task for ‘Multiple’ records

Once you plot the records on the map, you can check the plotted records of the entities in the Data Grid option. From here you can perform the various actions and activities by selecting multiple records.

For that, follow the below steps:

– Plot records on the map (follow the above Step 1 & Step 2).

– Once the records are plotted, you can see the “Show Data” button at the bottom of the Map.

DataGrid-Multiple

– By clicking on the “Show Data” button, you will get the list of all the plotted records in the grid view.

the plotted records

– Select the records for which you want to create appointments/tasks and click on the respective icons of a task/an appointment.

respective icons of a task appointment

– After creating the appointment/task for multiple records, you can see the created appointments/tasks in CRM by navigating to that activity individually.

If the task is added for multiple records from the ‘Data Grid’ option, you can see the individual tasks of the entity records by navigating to the Task activities from the CRM side.

entity records by navigating to the Task activities

You can also check the added task by navigating to the individual entity record.

navigating to the individual entity record

This way the sales manager or the Dynamics 365 users with administrator rights can do everything right from the map. This comes in handy especially for your on-field sales reps as they can add notes, create appointments/tasks based on their meetings, etc. right from Dynamics CRM Map integration.

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