Home | Microsoft CRM tips and tricks | How to View Related Records From a Lead or Contact Record in CRM

How to View Related Records From a Lead or Contact Record in CRM

To limit how much time is spent searching for records related to a specific lead/contact you can customize the lead/contact entity in your CRM by adding a sub-grid to it.

Here is a list of some of the related records you can add as a sub-grid to view:

  • Email events
  • Event participation
  • Marketing list
  • Page views
  • Posted forms
  • Posted subscriptions
  • Posted surveys
  • Sent emails
  • Subscription preferences
  • Text messages
  • Unsubscribes
  • Visits

If you are NOT familiar with CRM customization, we suggest contacting your CRM partner to do this for you. If you are comfortable making these changes here is how you can do this:

Settings > Customizations > Customize System

This will bring up your default solution­—if you are not sure if you should be making changes, please contact your CRM partner.

You will need to click Entities > Contact > Form. For this example, we will use the contact entity, but the same process applies for the lead entity.

Once you select form, you will see a list of various contact forms available for use in your system. You will need to select the form you are using to view the contacts in your CRM. If you are not sure which one this is, please contact your CRM admin.

Once you open the form you would like to change, select the section and column to which you would like to add the sub-grid.  We chose the summary section, first column at the bottom for this example. You can add it to its own section by selecting Insert > Section > One Column.

Now select Insert > Sub-Grid

Once you click sub-grid a new Set Properties window should pop-up (if you do not see it, check your pop-up blocker).

For this example, we are going to add a “Sent Emails” sub-grid

  1. Give your sub-grid a name
  2. Give it the label you would like to display to users and check the “Display label on the form” box
  3. Choose “Only Related Records”
  4. Choose related entity you would like; we are choosing “Sent Emails” for now
  5. Select “Set”

(Change anything under additional options if you would like, but it is not necessary)

Now you can see the sub-grid on your contact form:

Next, select Home > Save > Publish

You should get this screen:

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Once “Publishing Customizations” disappears, you are done and can exit all windows.

Now let’s take a look at the contact in CRM. If we scroll down on the contact record, we can now see every email sent to this this contact:

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These steps can be repeated on the lead entity as well. You can also add as many sub-grids as you would like to the contact/lead entity. Adding sub-grids can make working in CRM a lot easier for your users who are not familiar with how to find these related records in CRM. If you have any more in depth questions about this topic beyond what is covered here, please contact your CRM partner.

Happy marketing!

 

About the Author:

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Eryka Adams is a Technical Support Specialist at ClickDimensions.

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