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c360 Word Mail Merge Installation Guide Microsoft Dynamics CRM 4.0 compatible
c360 Solutions, Inc. www.c360.com [email protected]
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Table of Contents _______________________ c360 Word Mail Merge Installation Guide ........................................................... 1 Table of Contents........................................................................................... 2 Overview and Notes ....................................................................................... 3
Overview................................................................................................ 3 Microsoft CRM Compatibility ...................................................................... 3 c360 Word Mail Merge for Microsoft Dynamics CRM 4.0................................. 3
Installation Instructions .................................................................................. 4 Installation of Server Component ..................................................................... 5
Steps to install Word Mail Merge Server Component for Microsoft CRM 4.0....... 5 Installation of Client Component .....................................................................11
Prerequisites..........................................................................................11 Steps to install Word Mail Merge Client Component for Microsoft CRM 4.0.......13
Word Mail Merge Server Configuration .............................................................18 ISV Config.............................................................................................18 General Settings ....................................................................................19 File Explorer .........................................................................................24 SharePoint ............................................................................................29
Word Mail Merge Templates............................................................................40 How to create Word Mail Merge templates? ................................................40 Security Settings for Word Mail Merge Templates ........................................40
Word Mail Merge Data Provider .......................................................................41 Configuration .........................................................................................41
Troubleshooting............................................................................................42 Licensing .....................................................................................................43
For fresh installation of c360 Word Mail Merge for Microsoft CRM 4.0 .............43 Evaluation Licenses.................................................................................43 Demo Licenses.......................................................................................43
Uninstall Instructions.....................................................................................44 International Languages.................................................................................45 Appendix .....................................................................................................46
Installing UpLoadFile WebService for SharePoint .........................................46
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Overview and Notes_____________________
Overview
This document outlines the process for installing c360 Word Mail Merge for Microsoft Dynamics CRM 4.0.
Microsoft CRM Compatibility c360 Word Mail Merge for Microsoft Dynamics CRM 4.0 is compatible with Microsoft Dynamics CRM version 4.0. For additional product information, please visit http://www.c360.com/WordMailMerge.aspx
c360 Word Mail Merge for Microsoft Dynamics CRM 4.0
c360 Word Mail Merge is a Microsoft CRM enhancement that allows you to create Word documents with data from Microsoft CRM. Word Mail Merge enables you to create a mail merge using CRM fields/entities, add additional fields to the mail merge, create letter-activity directly from Word and add Word documents directly to CRM entities. With Word Mail Merge, Microsoft CRM users will be able to:
- Merge CRM entity record details (contacts, accounts, custom entity) into a Word template directly from the CRM web client
- Mail Merge in Word with many CRM records - Choose many fields from CRM entities (including custom fields) when
generating a mail merge document - Generate word documents with custom entities and insert related information
(from accounts, contacts) - Create mail merges using quotes, orders, invoices and use custom fields - Generate Word documents and send it as PDF per email (required Adobe PDF
Writer or PDF995) - Send personalized emails/newsletters with attachments - Create word documents and save them as letter activities back in CRM (with
the attachment) - Save ANY Word document directly from Word to Microsoft CRM and link to any
CRM entity (Leads, Contacts, custom entity) - Create mail merges and save them to a CRM entity as an outgoing letter activity
with the content of the document as description and document itself attached as a note
- Use Advanced Find query within MS Word to perform mail merge and generate mass email or mass print letters
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Installation Instructions _________________ Before installing c360 Word Mail Merge, please read this document and follow the steps carefully. The installation consists of the following steps (which must be completed in the order specified). Steps
1. Installing the Server component of Word Mail Merge 2. Configuring the CRM system 3. Installing the Client component of Word Mail Merge 4. Configuring client security
Please read the “Word Mail Merge Users Guide” after successful installation to learn more about the functionality The installation of c360 Word Mail Merge for Microsoft CRM 4.0 requires the setup files which can be downloaded by visiting http://www.c360.com/DownloadRegister.aspx.
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Installation of Server Component __________ The server component of Word Mail Merge provides you with the capability to start a mail merge from the CRM web client. To install this component, the installation application must be run on the CRM server by a user with Domain Administrator privileges. The installation of c360 Word Mail Merge for Microsoft CRM 4.0 requires the setup files which can be downloaded by visiting http://www.c360.com/DownloadRegister.aspx.
Steps to install Word Mail Merge Server Component for Microsoft CRM 4.0 1. Extract the “c360.WordMailMergeServer(MSCRMv4.0).zip” file into a folder on the
Microsoft CRM server machine. 2. Double click the ‘Setup.exe’ file. You will see the following screens.
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3. Enter the CRM Servername and (port) and pick the organization. Then click
‘Next’.
4. Check ‘HTTPS’ box if you are using Https. Click Next
5. Choose the installation folder.
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6. Click ‘Next’
7. You will see below screen
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8. The installation is now completed
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9. You will now be asked if you want “Word Mail Merge” to change the isv.config for you
If you say YES, than WordMailMerge Server Config creates a copy of the original and changes the isv.config for you. Select each Object where you want to add the new Button. The Name of the Button can also be given. If you want to access this tool later, you can find it at “C:\Program Files\c360\WordMailMerge Server for MS CRM 3\config\ WordMailMergeServerConfig.exe”
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10. Open CRM Account form, you will see the ‘Print in Word’ icon
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Installation of Client Component ___________
Prerequisites Word Mail Merge will run under the standard security settings pre-defined for the zone “Trusted sites”. However, as part of the Internet Explorer Security, you will be prompted if you want to activate the WordMailMerge ActiveX add-in. In order to run Word Mail Merge without being prompted, follow the steps below The tasks below are done on each client machine 1. First, you need to check what Security Zone the CRM system runs in on the client
machine. To do this, do the following i. Start Internet Explorer ii. Type the CRM Server address in the “Address Bar” iii. Check the Zone Setting on the right side of the Internet Explorer Status Bar
Example of the Zone Settings:
The following screenshot shows you how to change the security zone of MS CRM.
Please enter your CRM site to this list on every client!
2. Setup Internet Explorer to allow the WordMailMerge ActiveX controls to run:
i. Double-click on the Zone Setting Icon (Local Intranet in this example)
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The following dialog box will appear:
ii. Click on the Custom Level button, to view the current Security Zone Settings. You must now set the following settings, to either “Enable” or “Prompt” (“Enable” is recommended):
iii. Click OK twice to accept and close the Security Zone Settings The WordMailMerge Client is now setup and ready to mail merge from both Microsoft Word and the Microsoft CRM Web Client.
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Steps to install Word Mail Merge Client Component for Microsoft CRM 4.0
Important: Before installing the Client component 1. Close all Office products (MS Word, MS Outlook) 2. Be sure the client is online to the CRM Server
Note: To go sure you can verify that Word and Outlook not are running, by starting the Windows Task manager, and checking that WINWORD.EXE and OUTLOOK.EXE are not running in the processes list. 1. Extract the “c360.WordMailMergeClient(MSCRMv4.0).zip” file into a folder on the
Microsoft CRM client machine. 2. Double click the ‘Setup.exe’ file. You will see the following screens.
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3. Enter the CRM Servername and (port) and pick the organization. Then click ‘Next’.
4. Choose the installation folder
5. Click ‘Next’
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6. You will see below screen
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7. Choose the language, SMTP Server and verify other settings
8. The installation is now completed
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11. Open MS Word and you will see the new Word Mail Merge toolbar
12. In some cases, there may be issues whereby the buttons in Word do nothing. In
those instance, you have to restart the client PC.
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Word Mail Merge Server Configuration ______ You can open the Word Mail Merge Server configuration from “\\Program Files\c360\WordMailMerge Server for MS CRM 3 \config\WordMailMergeServerConfig.exe”
ISV Config Here its possible to choose the entities where the “Print in Word” button should appear in CRM.
If you say YES, then WordMailMerge Server Config creates a copy of the original and changes the isv.config for you.
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Select each Object where you want to add the new Button. The Name of the Button can also be given.
General Settings
1) MSCRM Server Enter CRM servername and portnumber in here (e.g. in our example the servername is danubecrm and runs via port 5555
2) HTTPS Check here if you want to run WordMailMerge via https. You have to copy your certificate into the installation directory of WordMailMerge Server. The file must be named “clientcert.cer”
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3) Templates Here it’s possible to define the location of the WordMailMerge templates SharePoint has to be deactivated in order to modify this setting (see chapter 1.3.3 ->1)
4) Language You can choose the language in the dropdown-box. Languages are listed in language code (en for English, de for German) To add another language please see chapter (1.5)
5) Debug
Leave unchecked. This option is used by our Support to simplify bug fixing.
6) Names to Cut
For detailed in formation see chapter 1.5.3
7) Additional Entities WordMailMerge only shows customizeable entites by default. If you want to use other entities for WordMailMerge you have to define them in here.
Ad 6 & 7: To add entities, click on the [..]-icon. A new window will appear which allows you to insert entities.
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8) Save templates locally to allow users to use templates from their local machines. Users can specify the folder where they want to use the templates locally from in the WordMailMerge Settings on the client.
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9) Folder Displayattribute This setting allows you to set an attribute which should be used as foldername on the Sharepoint/Fileshare.
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With the configuration above, documents created for the account entitie will be saved to to a “companyname”-folder, Cases will be saved to a “case-title” folder etc...
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File Explorer
It’s possible to use a File-share as location for documents created via Documents Core Pack (Activities)
1) Save Documents in fileshare Check here to activate. Notice: It’s not possible to use both, sharepoint / fileshare. Whe activating fileshare, Sharepoint will be deactivated automatically.
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2) Documents Default Folder
Specifies the file-share to which the created documents should be saved to. You can choose/create a folder with a click on [...]
3) Configure Folder for entities Here you can specify a specific folder for each entity.
Click here to open the folder-selection
Click here to reset to (default)
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Click on [Folder] to open the Selection (e.g contact)
All documents for entity account will be saved to this folder afterwards. If you set this option to (default) documents will be saved to the root of the fileshare.
4) Display Options here you can choose how the saved documents should be displayed within MS CRM.
There are two possibilities:
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• Entity Details:
New option which shows up all documents saved tot he CRM record in an iframe
• Letter Activity: The created activity contains a new field which shows up the link to the document on the file share.
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A new attribute called “new_fileexplorerdoclink” is defined automatically. If you want to use another attribute, check the [change activity field] – option in the Letter Activity Field Settings. IMPORTANT: the field specified MUST exist in CRM.
Further more, it’s possible to use both options
New field containing the link to the document in the fileshare. It’s possible to open the document with a click on „Open document“
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SharePoint
it’s possible to use an MS Share Point as location for WordMailMerge documents (templates, merged documents) System requirements:
• Sharepoint Services 2.0 or 3.0 • Sharepoint Portal Server 2003 or 2007
The tab is basically divided in general sharepoint settings and the “Save documents in SharePoint” – settings
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General Settings
1) Use SharePoint Choose this option to use Sharepoint. When activated the WordMailMerge templates will be saved and loaded from the sharepoint, otherwise they will be loaded from the WordMailMerge templates share on the server (see chapter 1.3.2)
2) Sharepoint Server Enter name and Port of the Sharepoint Server here. (in our case the name is danubecrm and port is 1919) IMPORTANT: Changing the server will reset all sharepoint specific settings
3) HTTPS Check this option if you want to use https mode. You have to copy your certificate into the installation directory of WordMailMerge Server. The file must be named “clientcert.cer”
4) Template Folder Name Here you have to define the folder on the server where the WordMailMerge templates are located. With a click on [..] following window appears:
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Choose the folder where the WordMailMerge templates are located.
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Save documents to SharePoint settings
Here its possible to define how the documents should be saved to the SharePoint
5) Save Documents in SharePoint Check here to activate. Notice : The WordMailMerge – services have to be installed on the Sharepoint to activate. You’ll get following notification if the necessary services could not be found:
In this case you’ll have to install the WMM Sharepoint services on the SharePoint -> See Appendix in this document
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6) Documents Default Folder
Specifies the default folder for documents saved with WordMailMerge You can choose the folder with a click on [...]
When you select a folder or list the first time, you will get following message:
WordMailMerge needs additional fields on the current sharepoint-list to save the merged documents. The configtool can create this fields for you or you must create it yourself. Fields:
May you don’t have permissions to read the existing folders, in this case you can change the user with a click on [Specify User]
Fieldtype: Text / Name: WordMailMergeGUID / Length: minimum 50 Fieldtype: Text / Name: WordMailMerge / Length: minimum 50
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7) Configure Folder for entities
Here you can specify a specific folder for each entity.
Click on [Folder] to open the Selection (e.g account)
All documents for entity account will be saved to this folder afterwards.
Click here to open the folder-selection
Click here to reset to (default)
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Set this option to (default) to use the Documents default folder
8) New Folder for each row Here you can choose if you want to have an extra folder for each record of an entity (e.g account, contact,....) you can set this option by default with the checkbox. To specify this option for each entity, click on [Configure for entities]
Options:
• Checked: a new folder will be created for each record • Unchecked: Templates saved for this entity will be saved to the folder
specified in No: 2 and 3 (see above) • (default): overtakes the state of the “New Folder for each row”-
Checkbox.
9) Visualization options It’s possible to choose where you want to see the created/saved documents. Basically, there are two options:
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• Entity details The documents will be shown within the entity details of the entities. A new menu option will appear in the sidebar.
you can specify the entities where this option should appear with a click on [Configure for entities]
A new option, which shows up an IFrame of the Sharepoint-documents, is available in the sidebar.
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By default, the view “AllItems.aspx” is used to view your Sharepoint documents. Use the “Use other aspx-site” setting to change the default view.
• Letter activity A new attribute will be added to the “letter”-entity where a link to the document on the sharepoint is saved. You can change the attribute with by checking the [Change Activity Field] option. Following info-screen appears:
Insert the new attribute name in the textbox:
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If you want to see the documents in the sidebar and in the letter activity, choose the “both” opion.
New attribute which contains the link to the document on the Sharepoint
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10) Options:
• Checked: a new folder will be created for each record • Unchecked: Templates saved for this entity will be saved to the folder
specified in No: 2 and 3 (see above) • (default): overtakes the state of the “New Folder for each row”-
Checkbox.
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Word Mail Merge Templates_______________ WordMailMerge Templates are predefined Word Templates which have some mail merge fields in it. You can define templates for each MS CRM Entity (i.e. account, contact,..) different Templates. The installation of Word Mail Merge includes some sample templates. Open an account in the Web Client and click on the “Print in Word” Button and use the “Account Reconnect” template to see the behaviour.
How to create Word Mail Merge templates?
Refer to the c360 Word Mail Merge Users guide to get more information about the creation of Word Mail Merge templates
Security Settings for Word Mail Merge Templates
The sample Word Mail Merge templates are saved in a share on the server where you installed the Word Mail Merger server component by default. (“C:\program files\c360\WordMailMerge Server for MS CRM 3\templates\”) If you want to allow only some users to create or change Word Mail Merge templates, you can do that with defining some NTFS Security Settings on this File Share. It’s also possible to change the location of the Word Mail Merge templates. You can do this by changing a config value on the server 1. Open the web.config file on the server (C:\program files\c360H\WordMailMerge
Server for MS CRM 3\web.config.) 2. In this file you’ll find following line: <add key="templates" value="\\Platypus\WordMailMergeTemplates\"/> Enter the location of the new location in the value.
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Word Mail Merge Data Provider ____________ The Word Mail Merge Data Provider builds up the webservice which is needed to load data from CRM to MS Word and inversely to save data into MS CRM. This improves the performance of Word Mail Merge as the webservice don’t have to be established again. You can see if the Provider is started in the taskbar
Configuration
Right-click on the icon in the taskbar -> “Config” to open the Documents Core PackDataProvider configuration. Following window appears:
Status & ping frequence: Here you can see how long the service has been alive and when the last ping occoured. In our case, a ping is set every two minutes to ensure that the connection to the server is O.K
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User logon: You can set the user whom you want to logon to CRM here.
Try to find word process GetCurrentProcess word process count :1 Foreign word app detected
Cache word instance: Furtheron ist possible to keep word instances cached. This improves the MS Word loading time. You can see information about cached word instances in the textbox.
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Troubleshooting________________________ Search the c360 Knowledge Base for up-to date information regarding installation errors. www.c360.com/support
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Licensing _____________________________
For fresh installation of c360 Word Mail Merge for Microsoft CRM 4.0 License setup application can be obtained from c360 Solutions Inc upon request.
Evaluation Licenses
The product is installed as a fully functional trial version that is valid for 1 month from installation date
Demo Licenses To download “demo licenses” for one of the sample Microsoft Dynamics CRM 4.0 installations for organization names ‘Adventure Works Cycle Demo’, ‘Adventure Works Cycle’ or ‘Microsoft CRM’, please visit our website at http://www.c360.com/Licenses.aspx
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Uninstall Instructions ___________________ Steps to uninstall c360 Word Mail Merge for Microsoft Dynamics CRM 4.0 1. On the CRM server where you installed the product navigate to ‘Control Panel’
and open ‘Add or Remove Programs’ 2. Select c360 Word Mail Merge from the list of the currently installed programs 3. Click ‘Remove’ 4. Click ‘Yes’ in the confirmation message box to begin the uninstall process.
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International Languages _________________ c360 Word Mail Merge for Microsoft Dynamics CRM 4.0 includes language translation files which allow you to select the language displayed to the user (German, French etc). Please go to our language product page http://www.c360.com/Language.aspx to obtain instructions for installing and configuring the language translation.
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Appendix _____________________________
Installing UpLoadFile WebService for SharePoint
In order to save your documents created by WordMailMerge on a SharePoint, you have to install first a requiered WebService on your SharePoint.
Installation on SharePoint 3.0 / 2007
Follow this steps to install the WebService on Windows SharePoint Services 3.0 or Microsoft Office SharePoint Server 2007
In the installation directory of WordMailMerge Server you can find a subfolder named "Sharepoint". Open this folder and there you'll find a file named WMMSharePointInstaller30.exe. Copy this file on your SharePoint Server and execute it on the server.
Here you see all your WebSites running in IIS. You must select your SharePoint WebSite. In this example it would be "SharePoint - 80". Then you must click on "Install" to install the WebService.
When you see following screen, the WebService is installed and you are now ready to use SharePoint to save your merged documents created by WordMailMerge
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Installation on SharePoint 2.0 / 2003
Follow this steps to install the WebService on Windows SharePoint Services 2.0 or Microsoft Office SharePoint Portal Server 2003
In the installation directory of WordMailMerge Server you can find a subfolder named "Sharepoint". Open this folder and there you'll find a file named WMMSharePointInstaller20.exe. Copy this file on your SharePoint Server and execute it on the server.
When you see following screen, the WebService is installed and you are now ready to use SharePoint to save your merged documents created by WordMailMerge.
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