This guide will walk you through how to use the PowerShare add-on from PowerObjects. PowerShare gives CRM users the ability to upload documents and create “document bundles” within CRM and send these document bundles to CRM contacts or leads. You can then see if your document bundle was ever opened and whether your contact/lead actually opened any of the documents within the bundle you sent them.
Once you have imported and registered the PowerShare solution for your Microsoft Dynamics CRM system it will need to be configured. To configure PowerShare navigate to Settings > Solutions and double click on PowerShare and open the Setup Tab. There you will see seven configurable fields. These fields will input default values into the bundle screen when a new “PowerShare” document bundle is created. If you make changes to the defaults here, don’t forget to Save.
This will automatically push the Expire date x number of days out from the Start date.
The text displayed here will automatically default to the footnote section of the document bundle
This is where you can choose what the default message displayed on an image of a sticky-note says
Here you can choose the default subtitle for document bundles
Default Link Text is where you can set what you want the link displayed in emails to say.
The text that is entered in this field will be the default message on your emails being sent through the PowerShare wizard
Every user who would like to have access to PowerShare will need the PowerShare User security role assigned to them, System Administrators will automatically see PowerShare in their CRM.
You will also notice a PowerShare Web User security role. If you have entered a non-system admin user to the CRM login section of registration, you will need to assign this role to that user.
Uploading PowerShare Documents
Once you’re logged into CRM the first thing you’ll want to do is upload the documents you’d like to send. To do this navigate to the PowerPack area and click on PowerShare Documents and click on “New” in the upper left corner of the ribbon.
Once the record has opened, give the document grouping a name, if this document bundle is a subfolder of a different document bundle, select a Parent Folder. What you are doing is building a folder structure of documents, so think of this PowerShare “document” as a folder to hold the various documents you would like to send. Once you are done creating this structure select Save.
Below is an example of what the folder structure will look like when you’re sending the document bundle, if you have chosen to have a parent folder:
After saving, you will now have the ability to upload documents. To do so, simply add a new note. Title will be the title of the document, description is where you can type additional information and the attach button is to look up the document you would like to upload.
Sending a PowerShare Bundle
The PowerShare wizard walks you through sending a PowerShare bundle to any contact or lead in your system. To start sending a PowerShare bundle, navigate to the contact or lead section of your CRM and select a contact/lead. Then select “send bundle” from the ellipsis dropdown.
You can also send a bundle by opening a contact or lead record, and clicking on “send bundle” in the ribbon there.
The PowerShare wizard will walk you through sending a PowerShare bundle to any contact or lead in your system. To start sending a PowerShare bundle, navigate to the contact or lead section of your CRM and select a contact/lead. Then select “send bundle” in the upper ribbon.
The first thing you will be asked to do is choose which documents from your folder structure that you would like to include in your PowerShare document bundle. Select as many documents as you’d like. Then click Next.
This is what the recipient will see when they click on your document bundle. You can edit the title of the page, the subtitle, expiration date, note, and footnote of this page simply by clicking on the area you’d like to change, and typing in what you would like there instead. You can also change the header color, using the dropdown located towards the top right of the screen. Your documents will be listed in the white area on the right hand side of the screen.
Note: The defaults displayed here are pulled from your PowerShare configuration, and can be changed either manually in each document bundle, or in the PowerShare configuration. The PowerShare configuration can be found if you double click on the PowerShare solution under Settings > Customizations > Solutions and double click on PowerShare.
In this step of the PowerShare wizard, you will specify what the email says that goes to the bundle recipient. The “To” field is populated with the person you selected to send the email to. The primary email address on the record will be used. You can enter the Subject of the email and type in the body of the email as well. To insert a link to your bundle, click on “Insert Token”, and a link to this PowerShare bundle will be inserted where your cursor is located in the body of the email. If you’d like to change the text that’s related to the link, simply type the customized message in the “Bundle Link Text,” field and then click Insert Token. Once you’ve finished your email, click Next.
If you are ready to send your PowerShare bundle, click Send. If there’s something you’d like to change before you send, click on prior, or to cancel the PowerShare bundle, click Cancel.
If you’d like to be notified anytime your document bundle is opened, or anytime a document within your bundle is opened, check the box next to “Notify Me.” If you check this box, you will receive an email every time someone clicks on the link in the email to go to your document bundle, AND every time someone opens one of the documents in your PowerShare bundle.
Note: Emails will be sent from CRM, so you will need to have an email router set up for your CRM in order to use the “notify me” feature of PowerShare. Also, once a document bundle has been sent, the specifications of the bundle cannot be changed.
Bundle notification email will look like this:
After you click send, you will receive a notification that your PowerShare bundle was sent! You can now close the PowerShare wizard, by clicking on Done.
PowerShare Bundle Statistics
Once your document bundle has been sent, you can start seeing whether or not the bundle recipient (contact/lead) actually opened your document bundle and how many times they opened each of the documents within the bundle. To view these statistics, go back to the PowerPack tab in CRM, and click on PowerShare Bundles. There you will see a list of your Active PowerShare bundles (the ones that haven’t expired yet). To view statistics for one particular PowerShare bundle, double click on the bundle.
Once you open the bundle, you will see all of your document bundle specifications.
If you scroll down a little ways, you will see the documents included in your PowerShare bundle. The open count will show you how many times each of the documents was opened, and the Last Opened column will show you the last time the document was opened (the time zone of the time displayed here should be the same time zone as your CRM server). You will also see a record here with the name of your document bundle (in the example below, “PowerShare Documents”). This shows you how many times the recipient went to your bundle overall.
To uninstall, first delete any PowerShare bundles you created. Then uninstall as usual, by deleting the solution. Deleting this solution will remove all documents and activities connected to the PowerShare solution. If you would like to keep this information in your system simply unsubscribe in the configuration screen and leave the solution be.
Uninstalling the solution does not unsubscribe the solution. If you’re discontinuing use of the add-on, you must first unsubscribe in the solution.