Auto Summary for CRM2011 Configuration Page

Auto Summary for CRM2011 Release Notes

Introduction

 Thank you for downloading and installing the Auto Summary solution.

This configuration page is for the Gap Consulting Auto Summary solution v5.2.0.5, released on 13th June 2013.

Version v5.2.0.5 marks the latest official Release-To-Web (RTW) for Auto Summary for Microsoft Dynamics CRM 2011.

Gap Consulting Ltd would like to thank all customers who downloaded, tested, and provided feedback during the BETA phase testing of this product.

Known Issues 

There are no known issues for this release.

Version History

Here is the current version and release history of Auto Summary;

5.2.0.5 – RTW (13th June 2013

                 Bug Fix: Issue identified with filter query when involving linked tables.

5.2.0.2 – RTW (22nd April 2013

                 Bug Fix: If non-default currency child values were set to update a parent record's non-default currency value, the incorrect result was calculated (the base value was returned).

5.2.0.1 – RTW (20th April 2013)

·         Bug Fix: If two 'Sort By' parameters were set in the underlying system view used by the filter query, an error was thrown.

5.2.0.0 – RTW (11th March 2013)

·         New Feature: MIN/MAX evaluators. When configuring an Auto Summary Definition it is now possible to select a MIN or MAX evaluator. This will return the smallest (MIN) or largest (MAX) value of the chosen integer, decimal, or currency field held on the child records meeting the filter criteria.

·         Performance Enhancement: Code enhancements have been made to improve the performance of each auto summary calculation, resulting in less timeout issues with the 2 minute sandboxed limitation imposed by CRMOnline. This also makes auto summary far more robust with larger datasets.

·         Fix: An issue identified where more than 500 child records were returned in conjunction with using filter queries didn't correctly summarise has been fixed.

5.0.4.36 – RTW (19th October 2012)

·         New Feature: a new option has been added to the Auto Summary Definition called 'Execution Trigger'. Valid options are 'All Fields' (as per standard functionality) or 'Manual Execution Field Only'. The latter option ensures the calculation only fires on change of the Manual Execution Field. This can be especially useful if the child records are created or change rapidly, triggering many auto summary calculations. The Manual Execution field could be updated manually or by a workflow in this scenario, after the rapid creation/update has completed. A good example of this is when creating quotes, orders, or invoices where product lines are copied from the precursor record. NOTE: The manual execution will only trigger if the selected Boolean field is set to TRUE. 

v5.0.4.32 – RTW (9th April 2012)

·         New Feature: a new option has been added to the Auto Summary Definition Calculation Type called “Average”.  This option will take the sum of all child records, and divide this number by the count of child records, to present the Average value.  This will then be stored on the Parent record.

·         New Feature: a new option has been added to the Auto Summary Definition form called “Manual Execution Field”.  This lookup can be used to select a field on the Parent entity of type “two options”.  When this field is set to a value of True, then Auto Summary Definition calculation will be re-run for all Child Records.  This feature provides the ability to refresh the value on the Parent record without the need for a Child Record to change.

·         New Feature: a significant amount of server processing is required when clicking Publish the first time after Auto Summary is installed.  A new feature has been added which disables the automatic synchronisation of new fields after 3 Publish button presses.  This feature is designed to save server CPU processing time for customers who don’t make many field changes.  You can enable the field synchronisation by editing the Interface “Auto Summary Entity and Field Synchronisation”.  Change the “Synchronisation Count Remaining” to a number higher than 0 to have the latest fields synchronised.

·         New Feature: ability to change the Auto Summary Definition from Real-time to Background Task and from Background Task to Real-time without the need to delete and recreate the Auto Summary Definition record.

·         Enhancement: additional trace logging has been added for troubleshooting issues in customer environments.

·         Enhancement: existing code has been optimised to provide faster execution of calculations for the Auto Summary Definitions.

·         Enhancement: the Auto Summary Definition inactive views have been customised in line with the Active views.

·         Enhancement: minor cosmetic improvements including new Auto Summary icon.

·         Document: updates to this documentation.

v5.0.3.24 – RTW (19th October 2011)

·         Bug fix: Auto Summary updates the target field even if the value is the same in the target field.  This behaviour has been changed to only update the target if the value is different.  This in turn provides a performance enhancement.

·         Bug fix: Currency base fields are now available for selection through the Auto Summary Definition record.

v5.0.3.22 – RTW (4th October 2011)

·         Enhancement: Child relationship display value updated to display “Child Entity: Field” to replace the current “Parent Entity: Field” naming convention.

v5.0.2.18 – BETA (31st August 2011)

·         Initial release.

FAQ

Why can I not see any entities or fields when I add an Auto Summary Definition?

Following installation, and when you press Publish All Customisations for the first time, Auto Summary carries out several automated tasks.  Depending on the complexity of your CRM solution, this could take several minutes to complete, and field for some entities may not be immediately visible. 

If the entities and fields are not present after five minutes, please press the Publish All Customisations button again, and wait a further five minutes.  The entities and fields should gradually start to appear.

Why is my target field not updated by an Auto Summary Definition?

a) When you installed Auto Summary, did you select the option to Activate Processes?  If not you will need to remove and re-install Auto Summary and select this option.

b) At least one child entity needs to be updated to trigger the calculation which will update the parent entity.  At least one child record needs to be added, updated, or deleted to trigger the calculation.

What does the solution cost?

Please visit our website at www.gapconsulting.co.uk for information on obtaining a licence for your Microsoft Dynamics CRM 2011 Organisation.

How many environments does the Auto Summary licence cover?

You require 1 licence for your Microsoft Dynamics CRM 2011 Organisation, regardless of how many environments you have for that CRM 2011 Organisation. 

For example, if you move your Development Organisation through a System Test, UAT, and Live environment, then you still only need 1 licence.  If you have two different Organisations, running different solutions then you would require 2 licences.  It is not permitted to use your licence key for different solutions, companies, or organisations if the functionality is different.

Does Auto Summary work with Microsoft Dynamics CRM Outlook in Offline Mode?

The solution does not execute whilst offline, however when Microsoft Dynamics CRM synchronises whilst going back online the auto Summary process will run.

Does Auto Summary guarantee the results of its calculations ?

Although Gap Consulting have tested Auto Summary extensively, it is possible that in certain circumstances the figures displayed may not be accurate.  For instance, if the parent form is not refreshed by the user.  For that reason, Gap Consulting recommends that the figures provided by Auto Summary are checked against proven reports before any high risk commercial decisions are taken based on the figures.  Gap Consulting accept no liability for any commercial outcomes resulting from use of the figures provided by Auto Summary.

Can I run Auto Summary outside of the Sandbox for On-premise deployments?

Yes.  Please contact us for steps on how to re-configure the Auto Summary solution to run outside of the Sandbox.

Trial Mode

By default this solution runs in trial mode.  Whilst running in Trial Mode, approximately 1 in every 10 Auto Summary requests will generate just a random number.  Trial Mode can be removed by applying a license key for your CRM Organisation.

Installation

Prerequisites

On-Premise or Partner Hosted

You must have the following prerequisites installed before installing the Auto Summary for Microsoft Dynamics CRM On-Premise or Partner Hosted;

·         A fully working installation of Microsoft Dynamics CRM 2011

·         Minimum of Rollup 1 installed for Microsoft Dynamics CRM 2011 (Rollup 6 recommended)

·         You must have the Microsoft Dynamics CRM Sandbox server role installed

·         A System Administrator security role for your Organisation

CRM Online

You must have the following prerequisites installed before installing the Auto Summary for Microsoft Dynamics CRM Online;

·         An active Microsoft Dynamics CRM Online subscription

·         A System Administrator security role for your Organisation

Installation Steps

Please use these steps to install Auto Summary v5.2.0.0 RTW.

Step 1: Navigate to Settings > Solutions, and import the v5.2.0.0 Auto Summary solution

                Note: During import ensure you select the Activate Processes tick box

Step 2: Once imported, click on Publish All Customizations.  Refresh your browser.

Upgrade Steps

Upgrades are supported from v5.0.3.22 (or higher) to v5.2.0.0.  Ensure you are upgrading from a supported version before upgrading.  Your existing licence key will continue to function with this latest release.

Step 1: Navigate to Settings > Solutions, and import the v5.2.0.0 Auto Summary solution

                Note: During import ensure you select the Overwrite Customisations option

Note: During import ensure you select the Activate Processes tick box

Step 2: When the import process has completed you may have some warnings related to SDK Message Process Steps, this is normal behaviour.  Close the import window.

Step 3: Once imported, click on Publish All Customizations.  Refresh your browser.

2.4.         Requesting a Licence Key

To request a licence key for your Auto Summary solution please follow these steps;

Step 1: Navigate to the customisations area of CRM.  Click on Customisations.

Step 2: Click on Developer Resources

Step 3: Copy & paste the Organisation Unique Name send a licence key request to [email protected]

Installing a Licence Key

To install a licence key for your Auto Summary solution please follow these steps;

Step 1: Navigate to Settings > Interfaces

Step 2: Open the Auto Summary Generation interface

Step 3: Double click to open the Licence Key interface parameter record

Step 4: Copy and paste your licence key into the value field to replace the “Trial Version” value

Step 5: Save and close the Interface Parameter.  Auto Summary will now operate in licenced mode.

Uninstallation Steps

To remove Auto Summary please perform the following two steps.  The steps apply to all current releases of Auto Summary.

Step 1: Navigate to the Auto Summary Definition area in Settings.  Click on each Auto Summary Definition and press the delete key to remove this record.

Step 2: Publish all customizations

Step 3: Navigate to the Solution area in Settings.  Click on Auto Summary, click delete, and follow the instructions. NOTE: If CRM throws an error regarding the inability to uninstall the solution due to dependencies, then manually delete any SDK Message processing steps related to AutoSummary within the default solution. This can be done by navigating to Settings > Customization > Customizations > Customize the System > Sdk Message Processing Steps highlight any steps with a name beginning with 'Gapconsulting.MSCRM.Plugin.AutoSummary'. Once done, the solution will be able to be deleted (uninstalled).

Configuration

Information

The Gap Consulting Auto Summary Solution can be used against any customisable entity and field including custom entities and fields. The calculation is configured by creating an Auto Summary Definition.

NOTES:

Note 1: Before you create the auto-summary definition, ensure that the parent entity has a field already created to hold the result of the calculation, and that the field is displayed on the entity’s form.  This receiving field must be of type Double, Money, Decimal or Integer.

Note 2: There may be a delay of several minutes between the installation of Auto Summary and visibility of fields on this lookup dialog.  This is normal behaviour.

Note 3: Care should be taken not to create two definitions which use the same target field as this can generate unintended results.

Note 4: In order to see the results of any Auto Summary Definitions you will need to create, update, or delete one of the children of the parent record which will trigger the calculation.

Note 5: In this version many-to-many (N:N) relationships cannot be used for Auto Summary Definitions.  Only one-to-many (1:N) relationships such as the account-contact relationship can be used.

Creating a new Auto Summary Definition

To create a new Auto Summary Definition following these steps;

Step 1: Navigate to Settings, Navigate to the group labelled “Gap Consulting Ltd.” and click “Auto Summary Definitions” and then click “New”

Step 2: Enter a descriptive name for the Auto Summary (e.g. sum opportunities for account)

Step 3: Select the “Calculation Type” (Sum, Count, or Average)

Step 4: Select the “Execution Mode”. Note that selecting “Real Time” has an impact on resources and may affect the performance of the system

Step 5: Configure the parent Entity (the record on which to store the results of the calculation)

Step 5a: In the “Parent Definition” section, select the “Parent Entity” and then select the “Parent Field” into which the result of the calculation should be placed. 

Step 5b (Optional): In the “Parent Definition” section, select the “Manual Execution Field”.  This can be used to recalculate all child records.

Step 6: Configure the child Entity (the records on which to perform the calculation)

Step 6a: In the “Child Definition” section, click the lookup beside the field labelled “Child Relationship” and select the relationship which links the parent record to the records which you need to perform the calculation on.

Step 6b: If the calculation is of type “Sum or Average”, select the field which needs to be summarised by clicking the “Child Field” lookup.

Step 7: Filter the records to be summarised (Optional).

In some circumstances you may need to filter the records returned. For example, you can count the number of contacts on an account, or you could filter it to count only the number of Account Managers in the business. To achieve this example proceed as follows;-

Step 7a: Click the “Filter Query” lookup

Step 7a: If the query is already created select the query required and go to step 7f, otherwise click “New”

Step 7b: Give the filter a name (in this case “Filter Account Managers”) and select the entity being counted (in the case Contact)

Step 7c: Add a query line, in this case Title = Account Manager

Step 7d: Click “View Records” to test the query

Step 7e: Click “Save and Close”

Step 7f: Click “OK” to return to the Auto Summary Definition

Step 7g: Click Save and Close

Your setup is complete; now test your new Auto Summary calculation in the parent entity within Microsoft Dynamics CRM 2011.

Security Requirements

There is a security role available within the Auto Summary Solution called “Auto Summary Generation (for All Users)”.  This security role must be given to all users who require the ability to run the calculations defined in the Auto Summary Definition records.

Operation

Caution – Use the correct field

The nature of the Auto Summary solution means that data is over-written in the target field in the parent entity when the calculation runs. Therefore it is essential that you select the correct field during setup to prevent the wrong information being over-written. NOTE: If the name of a field is changed as part of customization efforts after the field has been synchronized with the Auto-Summary metadata, be aware the old name will be shown when choosing a parent entity, parent field, relationship, and child field.

How to enable logging

Auto Summary for Microsoft Dynamics CRM 2011 provides two levels of runtime logging, Event Logging and Trace Logging.  Please note, for Live operation logging should always be disabled.

If you require support, you could be asked to enable to enable logging for Auto Summary which is based on the following steps;

Step 1: Navigate to Settlings > Interfaces

Step 2: Open the Auto Summary Generation interface (or the interface required)

Step 3: In the Interface Options & Parameters section click to enable the logging type required, save and close.

Step 4: Run Auto Summary by creating a new record which is configured with an Auto Summary Definition record.

Step 5: Open the interface record again.  You should now see a new Interface Job record.  Double click to open the Interface Job Record for detailing logging information.

Field Types

During the creation of an Auto Summary Definition record, only those fields which are suitable will be displayed in the lookup. If the field you wish to update is not displayed, it is probably not a supported field type.

Field Synchronisation

The automatic field synchronisation feature will be automatically disabled after 3 executions.  This is by design to avoid large amounts of CPU processing where field changes are quite low in frequency.  If you add a new field, and it does not appear in the list, then increase the “Synchronisation Count Remaining” Interface Parameter inside the Interface called “Auto Summary Entity and Field Synchronisation”.

Isolation

For on-premise deployments only, the auto-summary plugin can be amended to run with no isolation. This means it is not constrained by the 2 minute timeout limitation imposed by the sandboxed service. Although improvements made in version 5.2.0.0 mean that this should rarely be required, this remains an option if any failed system jobs are produced due to SQL timeout errors. See the following msdn article for guidance on changing the isolation mode of a plugin; http://msdn.microsoft.com/en-us/library/gg695782.aspx#Register  In the example shown, simply edit the AutoSummary plugin and change the isolation mode to ‘None’. 

Support

If you require support for our Auto Summary for Microsoft Dynamics CRM 2011 product please send an email to [email protected].