All posts by dtAdmin

Use Custom Forms

Dynamics Telephony allows you to specify a Custom URL to use for your outbound or inbound calls. So, if you have designed a custom form for users to process inbound or outbound calls, then you can have Dynamics Telephony pop that form for the user.

You can specify different Custom URLs for inbound and outbound. And you can also specify a set of conditions for when to use the Custom URL, such as only when no match for the caller is found in CRM, or only when the caller is a contact, etc.  You can specify multiple Custom URLs, each with a different set of conditions attached.

In addition, Dynamics Telephony will pass a set of parameters to your page at the Custom URL. These are described below.

How to set up a custom URL

You configure the URL to pop, along with the conditions for the pop, as a dialerKVTable entry, with these values:

Owner. This can be any owner.
Scope. Only “global” has been tested. This means it applies to all users. In future, we may support putting a users name here to make it specific only to that user.
Parent. Leave blank always
Name. Always customURL_Rule. It is case sensitive so type as shown.
Key. An integer. Start at 1 for the first rule, 2 for the second etc. The rule with the lowest Key number that the condition (next section) yields TRUE will determine the pop. If no rule yields TRUE, then the default contact, lead etc. is popped.
Value. Format condition=>url-to-pop
url-to-pop can be any valid URL. Only webresources served by the CRM have been thoroughly tested.
condition is one or more conditions where you specify such things as applicable entity (fromParty.Key=contact, lead, account.), number of matches (lookupCount=0 or 1), and direction (inbound or queue)

See next section for examples of Value

Some examples of Value

direction=queue=>file:///C:/_cts/Fast%20n%20Lite/page.html

direction=inbound&&fromParty.Key=contact&&lookupCount=1=>https://yourCrm.crm.dynamics.com//WebResources/dot_/CPO/CP.html

direction=inbound&&lookupCount=0=>https://yourCrm.crm.dynamics.com//WebResources/dot_/CPO/CP.html

direction=inbound&&fromParty.Key=account&&lookupCount=1=>https://kotsovolosdev.crm4.dynamics.com//WebResources/dot_/CPO/CP.html

Parameters passed to the Custom URL

TIP: When you run a test call, check the Dynamics Telephony log file (DT Menu > Log File) to see the URL and it’s parameters. Search in the log file for oCustomUrlRules and you will see the URL a line or two after that.

Parameters
Data=
state, e.g. incoming
type, e.g. phonecall. Only phonecall supported
phoneCallID, e.g. 7e2a5311-be86-e911-a84d-000d3ab0d976
direction, e.g. inbound, or queue (outbound)
telephoneNo, e.g. 00353868561713
dnis, e.g. 1234
dnisName, e.g. DEV
agentType, e.g. systemuser
agentId, e.g. dbe7f238-1d8d-e911-a819-000d3aba212d
customerType, e.g. contact
customerID, e.g. dbe7f238-1d8d-e911-a819-000d3aba212d
ReType, e.g. contact
ReId, e.g. dbe7f238-1d8d-e911-a819-000d3aba212d
dtCallId, e.g. e8393a0f-be86-e911-a847-000d3ab0d281
agent, e.g. Test+Agent06
fullName, e.g. My full name
description, e.g. description+text+from+phonecall
customText, e.g. text from a phonecall custom field called new_customtext
subject, e.g. inbound+call+with+DNIS+DEV

Sample URL popped with parameters
CP.html?Data=state%3Dstart%26type%3Dphonecall%26phoneCallID%3D30240805-03be-e911-a82f-000d3ab71acc%26direction%3Dqueue%26telephoneNo%3D6946186715%26dnis%3D%26dnisName%3D%26agentType%3Dsystemuser%26agentId%3Da661cc8a-eb7a-e911-a824-000d3ab70af3%26customerType%3Dcontact%26customerID%3De79beb12-998b-e911-a825-000d3ab70627%26ReType%3Dcontact%26ReId%3De79beb12-998b-e911-a825-000d3ab70627%26dtCallId%3D7f22a4f1-7fe6-e911-a838-000d3ab713ee%26agent%3DDyn+Crm06%26fullName%3D%CE%9D%CE%95%CE%9A%CE%A4%CE%91%CE%A1%CE%99%CE%91+%CE%9A%CE%95%CE%A6%CE%91%CE%9B%CE%9F%CE%9D%CE%99%CE%9A%CE%91%26description%3D%26  %3D%26subject%3D%CE%95%CE%9A%CE%A3-06441+-+MRKT-0010324

Moving to a new CRM

This post gives you guide on how to move your Dynamics Telephony configuration from one CRM to another.

The example is for porting from CRM1 (where you have tested everything to your satisfaction) to CRM2 (where you want to replicate the tested settings)

FIRST run Dynamics Telephony on CRM2. You do this by clearing the cache ( see here ) and starting Dynamics Telephony again. You will be prompted for the URL of CRM2. This will install the Dynamics Telephony solution in CRM2. IMPORTANT, once up and running, manually set items in Menu > Settings > Crm Configuration, as these cannot be ported over in the “Port Data” described below. Quit that instance of Dynamics Telephony.

THEN, Port Data between the Dynamis Telephony entities in CRM as follows…

CRM entity dialerKvTable – Delete all rows from CRM2 where scope equals global. Export all rows from CRM1 where scope equals global and import into CRM2

CRM entity dialerCallOutcome – Delete all rows from CRM2. Export all rows from CRM1  and import to CRM2.

CRM entity dialerDnis – You will have to manually re-create all DNIS Settings in CRM2. This is because the CRM URL is part of the DNIS definition. Also, the images for the DNIS are stored as webresources in CRM – which have the same name as the DNIS. Advanced users could manually fix the URL in the DNIS definition and port over the image webresources in a solution.

CRM entity dialerQueueSettings – You will have to manually re-create the Queue Settings on CRM2. This is because the CRM URL and the queue GUID is part of the Queue Settings.

CRM entity dialerReports –  If you have made any custom report definitions for the Dynamics Telephony RTD, then you can port these to CRM2. Delete all rows from CRM2. Exports all rows from CRM1 and import to CRM2

Voice Drop Recordings

You can make the pre-recorded messages required for Voice Drop using your PC and some online resources. Below I will give you the steps to record the message, trim off the silence and save in a compressed format for Voice Drop.

1. Record your message

There is a sound recorder on your PC. Use it to record the message. It will save it as WMA format. To find the recorder, simply click on the Windows Start menu and type “recorder”.

You should be in a quiet place and use a headset for the recording.

 

2. Convert to mp3

You can use an online resource like https://audiotrimmer.com/online-mp3-converter/ to easily convert your WMA file to mp3.

Important:  save the file as 64k or 64kbps.

 

3. Trim off the silence

It is important to aggressively trim the leading silence from your recording. This will ensure your customers hear minimal silence before hearing your message. The same site as above has a silence trimmer at https://audiotrimmer.com/

 

4. Rename the file

You should name the file so you can track it. I like to name with the subject, the initials of the person and the version. So something like final_attempt_PM_v2.mp3

Now you are ready to import the file into Dynamics Telephony for Voice Drop

 

How to add an RTD column

You can easily add columns to the Agent RTD. The steps below show you how to add a total “Calls” column.

Steps

1.In Advanced Find, go to DiallerReports, use any view you like and click Results. AdvancedFind

2. Then you click New DiallerReportsDiallerReportsTable

 

 

3. Here you click on the dashed lines to set/change the propertiesReportFields

For example, if you wanted to add a ‘Total Calls’ report, you could set it up like this. TotalCalls

Description is what will appear at the top of the column when in a          table.
Key is the source of the data to be displayed.
Type is the data type. Here it is attribute. Other types include rule,        filter, calculated and livestate. These will be discussed in another          post.
Value is the column width in percent for attributes. For other types      in can be different.
Order is the order in which the columns will appear. If you want to        put a new column in the middle, the following columns will have to      be manually shuffled forward.
ReportName is the report into which the column will be put.
Name is the name which can be used to cite this data in another              report.

 

4. If you want to change the fields available, click form editor and drag fields from the right toolbar into the column on the left to add them in, or out of the left column to remove themAddFields

Spellcheck Language

You can set the language to use for spellcheck within Dynamics Telephony. This would be used, for example, when composing an email in Dynamics Telephony. You can set it to one or multiple languages.

spellcheck_language

Examples

Use this for UK English
browser.enable_spellchecking=true;
spellcheck.dictionaries=[“en-GB”];

Use this for Spanish
browser.enable_spellchecking=true;
spellcheck.dictionaries=[“es-ES”];

This for US English
browser.enable_spellchecking=true;
spellcheck.dictionaries=[“en-US”];

Or this for both US English and Spanish
browser.enable_spellchecking=true;
spellcheck.dictionaries=[“es-ES”, “en-US”];

Release Notes – Nov 2018

Version 3.0.6978

Support for Unified Interface Applications was added. This allows each user to startup using a specified Unified Interface Application and subsequent calls use the same application

Block CRM phonecall on click-to-dial means that the annoying popout that CRM creates when you do a click-to-dial can be blocked. Instead, Dynamics Telephony can silently create a record of the call with all information, including duration, correct.

Google phone library support means that click-to-dial and dialer calls are dialed accurately even when the phone number stored in CRM is missing area or country codes.

Our optimized search algorithm means that millions of records can be search in seconds. this means the inbound screen pop is fast, even if you have millions of records to search.

Outcome rating for Gamification allows you to put a score against each outcome and then aggregate those to feed your gamification program, or other measurement programs.

You can now define Outcomes per queue. This means that different outbound campaigns can have different Outcome buttons – specific to their needs. Furthermore, personal queues can also have specific Outcome buttons

We have developed a set of workflows and plugin to allow easy management of queueitems. These are available through Develop Support and enable easy create, move, due date, and cancel of queue items that Dynamics Telephony queues dialer is managing. They also overcome the limitations of Quick Campaigns.

The agent realtime display has been enhanced to include columns such as state, time in state, number of calls, outcomes and total these for the day. It also adds formulas to create columns like: number of calls per hour.

API Enhancements enable even more solutions like populating fields in your phonecall records such as Call Result and Attempt Number.

A new system option to add a link to a call recording to the phonecall record. This link allows playback of the call recording from your own call recording system. furthermore, we can copy recent recordings to CRM for anyone to playback – e.g. salespeople on the road.

Make a setting global

Dynamics Telephony stores all its settings in CRM. Some are global and some are per user. You can change a user setting and make it global. This will mean that any new users will pick up that global setting as their default setting.

You might use this to, for example, make all new users use a particular telephony connector, when they first run. This would eliminate a manual configuration step that the user might get wrong.

In the following procedure, I will show you how to make a global setting that will default new users to use TAPI. The procedure is the same for other settings.

Set up Dynamics Telephony for one user and set their telephony to TAPI and their TAPI version to 2.1.
Close the Dynamics Telephony application

Run an Advanced Find in CRM on DialerKvTable to find the setting below
global_kv_tapi_1

 

Change the “scope” value to “global”, per this snap.
global_kv_tapi_2

 

Install a new user and they will default to TAPI 2.1

 

Client Rollout Options

Dynamics Telephony supports a number of client rollout options to make the experience trouble free for all organization sizes.

GLOBAL SETTINGS

All Dynamics Telephony settings are stored in CRM. This means you can pre-configure all users telephony settings. This can apply to any of the install options below. The items you would pre-configure are:

  • All users default telephony (e.g. TAPI, Skype for Business, etc. )
  • Individual user’s preferred telephony
  • Telephony setting such as server, username and password
  • Colors and preferences.

 

INSTALL OPTIONS

1. Install as click-once from Dynamics Telephony servers

This install can be done by end-users. the steps are

  1. Go to the install URL (that you would include in the instructions email)
  2. Download and run the setup.exe (If there might be security prompts in your environment, these should be dealt with in your instructions email)
  3. When prompted, enter the URL of the CRM (that you would also include in the instructions email)
  4. When Dynamics Telephony starts, go to Menu > Settings and pick your telephony provider from the list. For TAPI and Skype for Business, no further settings are required. For others, a username and password are required. NOTE you can also pre-configure all user’s settings in CRM to eliminate this step 4 completely. See GLOBAL SETTING above

We will help with defining this rollout procedure during the on-boarding process.

2. Install as click-once from your own server

Dynamics Telephony can provide you with the click-once install files for you to host on your own server. The install procedure would be the same as above. Advantages include:

  • No dependence on the internet-based Dynamics Telephony servers
  • Ability to prevent update rollout until you have verified compatibility with your needs.

Contact us for more information on this service.

Install from MSI

Dynamics Telephony can provide you with an MSI customized to your organization’s needs. Advantages include:

  • Enables a completely silent install with no intervention from the user or IT.
  • Specify the CRM URL for the user to use – normally this is entered by the user. With an MSI, this can be pre-configured.
  • All other settings, such as the users telephony settings, can be pre-configured too per GLOBAL SETTINGS above.
  • Customize aspects of the install such as application location, additional help files, shared phone-book location.
  • Ability to prevent update rollout until you have verified compatibility with your needs.
  • Additional customizations such as registry entries to simplify telephony driver install.

Please contact us for more information on this service.

Service User

Dynamics Telephony uses a CRM User we call the Service User. Dynamics Telephony uses the Service User in the background for various install and config tasks. The Service User has sysadmin role in CRM.  You should restrict the permissions once the initial install is done.

If you want to use 2-factor authentication for the Service User, then you will need an App password per this Microsoft article here. Alternatively, you should use a strong password for the Service User.

If you need to change the Service User password, then it is best to change it in Dynamics Telephony at the same time as you do it in 365. Have one Dynamics Telephony client open at… > Settings cog > Settings > CRM Configuration. Then make the change in both places and restart all Dynamics Telephony clients.

If you change the password and get locked out of Dynamics Telephony, then follow the procedure below.

YOU ONLY HAVE TO DO THIS ON ONE PC

  • Find dynamicstelephony.exe It is in a folder like:
    C:\Users\user_name\AppData\Local\Apps\2.0\5EMKZVJH.CCT\1V5NVG3J.RQX\dyna..tion_a5dd519732421760_0002.0000_e6f31e9e898701bc
  • Right-click on the EXE and make a shortcut
  • Edit the shortcut and add “/admin” at the end like this

admin_shortcut

Now, when you run Dynamics Telephony using this shortcut, and the connection to CRM fails, you will a the dialog where you can change the service user and password.

Dynamics 365 for Sales – Take Action after every call

Do it before the next call

You already know, I hope, that it takes on average 5 calls to “make the sale”, whatever that means to you. So efficiently taking action after every call is mandatory. Taking action has to be very easy for users, or it will only be done selectively. In fact, taking action must take zero effort for your Inside Sales crew.

Building trust has always been key to the sales process. You must have your customers trust you. Doing an action after every call, that includes communication with your prospect, will go a long way towards building that trust.

And the opposite is true too. Not taking action after the call will contribute to a negative perception for your prospect, that they are likely to pass on to other prospects they might meet, rather than recommending your company as “worth a look”.

However, do not take an action just for the sake of it. It is possible to take an action, like providing a full proposal or quote, too early in the sales process.

Likely actions are…

  • Simply set up a callback at an agreed time & date – your prospect is not ready to talk right now.
  • Agree to a follow-up call a few weeks before their “renewal date”. The best date depends on your market but “renewal” can be annual (in the case of financial services, for example) or 18 months (in the case of services contracts) or even monthly (in the case of SaaS). You should brainstorm the date for your market, but it is some time before the next buying point for the customer.
  • Send full brochure based on requirements expressed during the call. You should have a few to choose from. And, set up a follow-up call for 2-3 days time.
  • Send blog / article for specific question the customer raised, that you could not answer on the call, or that you think would be good to send to tackle an objection they raised. And, set up a follow-up call for 2-3 days time
  • Set up appointment with Account Executive for specific date & time.
  • Book a demo. Email the details to the prospect.
  • Leave a voice-mail…and follow up with an email so they have another way to follow-up with you. And, set up a follow-up call for tomorrow.
  • Phone call goes to busy or not answered – set up a follow-up call for later today and send an email so they have a choice on how to be contacted. 2-3 attempts should be made to contact the customer each day.
  • Send the case study that is most likely to appeal to this prospect. And, set up a follow-up call for 2-3 days time
  • Promote to an Opportunity in CRM for an Account Executive to pick up. Email the prospect with details.
  • Disqualify. This can be the most important and difficult choice. Not disqualifying early enough will cost you a lot of wasted time. You can always set up a call for some time in the future, or add this prospect to a mailing list. You would usually have several different disqualification processes, depending on your judgement of a possible future fit for this prospect.

Dynamics 365 for Sales can help..

It can seem like a lot of work to follow up on every call. However,  Dynamics 365 for Sales has the flexibility and tools to make it an easy and repeatable process for users.

The feature of Dynamics 365 for Sales that will help most with ensuring your Inside Sales team always take an action after every call is Workflows. Workflows automate a series of steps in CRM. The workflow can be triggered automatically or set off by a single selection in CRM.

Features of Workflows that will help…
  • Send email based on a template with attached documents from any source including SharePoint.
  • Include a link to a document on your website in automated emails
  • Set up a phonecall activity at a future date & time for a particular team or user to do.
  • Move a lead to a campaign or queue for follow up by another team or individual.
  • Qualify or disqualify leads
  • Send an email to another user (e.g. to organize demo or appointment)

 

Dynamics Telephony can help..

Adding Dynamics Telephony to your Inside Sales systems, means you can achieve a smooth, predictable, repeatable process for follow-up that ensure 100% follow-up. More than half the time, Dynamics Telephony can automate the follow-up action and the user has to take no action. The rest of the time, Dynamics Telephony provides a one-click follow-up for the agent, making it super-easy to use.

outcomes

Features that will help…
  • Super-easy and totally integrated, one-click follow-up selection.
  • Fully automatic follow-up for unanswered or busy phone calls.
  • Automated voice-drop feature leaves a pre-recorded voicemail message – saving time and increasing repeatability.
  • Pop follow-up calls to the user, or team, at the appointed date & time. Make sure they get done promptly.
  • Auto-dialer saves time on every call ensuring users are happy to do follow-up calls.

You have to make it super-easy for your CRM users to
take action after every call.