As part of Web Elements, users can create custom lists, grids or forms. These Web Elements can be embedded in your site, like other Web Elements, or they can be added to your portal if you aren't embedding Web Elements in your site.
You have two options for each Element:
- Use Custom List/Grid/Form for information that will display to any logged in customer with access to the page.
- Use Custom My List/My Grid/My Form to create elements that will narrow the results to what is associated with the logged-in customer.
Grids and Lists
Below are steps to create lists and grids to add to your website. They're created using an advanced find. Because grids and lists pull from advanced finds in CRM, the lists are dynamically updated as data changes in your system. This can reduce staff time in making portal updates.
1) Create the Query in your CRM environment for the information you wish to display and Save.
Use Advanced Find within D365 to set your query and to add the columns you wish to display as part of the list.
For more information on using Advanced Find, refer to this article.
To Personalize the list for the logged-in User, add a blank Contact Criteria to your Query, like the above query. For organization lists, you would not include the Contact clause. This will set a dynamic list that displays the same information to all users.
**Additional Step for clients using Microsoft Dynamics 365 Online environment. (If your Dynamics 365 CRM URL ends in "crm.dynamics.com" then you have an Online environment.) Share the saved view with the "Cobalt Portal Application User" and the "Cobalt ISV Application User". Note: The Portal and ISV Users will have slightly different names depending on your environment. When sharing a Saved View and adding a User/Team, the Portal and ISV Users can be found by running a wildcard search for "*cobalt portal" and "*cobalt isv".
2) Go to Web Element Designer
3) Select the Custom Elements Tab and the Custom Element you wish to create. Click Configure Element in the Web Element Generator
4) Set Your Options
- Select An Entity - This should match the entity in the Look For field of your Advanced Find.
- Select A Saved Query - This should match the Saved View in your Advanced Find. Note that if you use a view that is owned by a staff member and that members user account is deactivated (if they leave the association, for instance), that view will no longer be accessible. Views that are used for this element should be owned by the administrator.
- Title Field (List Only) - If you want a list title to display put your text here.
- Image Source [optional] - If you want to pull an image from CRM you can select where to pull from here.
- None - no image will be displayed.
- Entity Image - pull the entity image from your sitemap into your Element.
- Note Attachment - In CRM we save images as notes, so if you wanted a directory list and wanted to display headshots you could do so by setting this value.
- Record Options [optional]
- Allow View - This gives permissions to view additional details for listed items.
- Allow Add - This gives permission for customers to add records to the list. *If you check this box you will need to include a form to collect the new data.
- Allow Edit - This gives permission for customers to edit records on the list. *If you check this box you will need to include a form to collect new or changing data.
- Allow Delete - This gives permission for customers to delete records from the list.
- Allow Download (Grid Only) - This gives permission for customers to download the grid to their own device.
- Description Field (List Only) [optional] - If you want to provide additional text with instructions or a description of the list you can add the text here.
- List Filter 1 [optional] - Allow your customers to filter results based on select criteria.
- List Filter 2 [optional] - Allow your customers to filter results based on a second select criteria.
- Note Subject [optional] - If you selected the Image Source: Note Attachment, then this is where you specify the title of the note to pull. For example, Headshot or Logo.
- Default Image [optional] - You can also select from the default images if you want to display a generic picture in the list.
- Add/Edit/View Form - If you want to allow people to add, edit, or view additional information you need to create a form that will display the information you want to view, collect, and/or edit. You can only add one form here so what you select must work for all options you choose.
5) Set Advanced Options
- No Results Message (Grid Only) [optional] - Customize the message a customer will receive if the list has no results.
- Maximum Records to Return - You can set a limit to how many records appear in the view.
- No Results Message (List Only) [optional] - Customize the message a customer will receive if the list has no results.
- Records Per Page - Set the number of records that appear in the list per page.
- View Record Link Text [optional] - Here you can customize the link text for viewing records.
- New Record Link Text [optional] - Here you can customize the link text for adding new records.
- Edit Record Link Text [optional] - Here you can customize the link text for editing existing records.
- Remove Record Link Text [optional] - Here you can customize the link text for deleting records from the list.
- Download Button Text (Grid Only) [optional] - Here you can customize the text on the button customers click to download the grid.
- Download File Name (Grid Only) [optional] - Here you can customize the file name customers will see when they download the grid.
6) Click Save
7) Copy your code or set the Portal Menu Location from the Web Element Generator
**Note that the code will include references to your website for the Web Element generator and the guid for your view-. This means that if you are adjusting the source because you have multiple CRM instances or portals, but are otherwise keeping the code the same, then those two pieces (site URL reference and guid) must be updated.
8) Save your element for future reference, if desired
Forms
Below are the steps to create a form to add your website. Custom Forms allow you to create Web Elements to provide information and/or collect information from customers without a developer creating a stand alone process.
1) Go to Web Element Designer
2) Select the Custom Elements Tab and the Custom Element you wish to create. If creating a Custom My Form, log into the Web Element Portal before doing this. Click Configure Element in the Web Element Generator.
1. Select the Entity the form should link to. (If you logged in to create a Custom My Form, the Contact entity is pre-selected.)
2. Once you select the entity, you can edit an existing form or create a new one.
3. If you decide to create a new for you will need to provide a unique name for the form. If you select an existing record this field will auto-populate.
3) Click Configure Element
4) Create the form questions and text using the Form Designer Wizard
Refer to Form Designer Documentation for steps in creating the form data as the portal process and CRM process are the same.
5) Copy your code or set the Portal Menu Location from the Web Element Generator
6) Save your element for future reference, if desired