How to Set Up Scribe Online with Microsoft Dynamics CRM Online or CRM On-Premises
Whether you are a multi-billion-dollar company or a start-up, odds are you’ll need to synchronize data; whether it’s communication between POS and inventory systems, loading new contacts into Microsoft Dynamics CRM, or linking accounts and contacts between CRM and ERP. One great way to achieve this is by using Scribe.
Instructions for setting up Scribe Online with Dynamics CRM are available, but we want to provide a quick example that anyone can follow and have an integration setup in around an hour, start to finish.
That’s the goal of this article; It won’t be a functional or theoretical conversation, but a hands-on walkthrough. We’ll connect a CRM On-Premises installation with a CRM Online instance just to show that both methods of connecting are done very quickly with just one tool and one connector within Scribe.
Of course, in a real-world scenario, you probably wouldn’t want to connect one CRM system to another. However, by the end of this article, you should understand the basics of setting up a connection. You can then use this knowledge to replace either the On-Premises or Online instance with another system.
First, we need our systems: A Scribe Online account, a CRM On-Premises instance, and a CRM Online instance. You can always create two different online or on-premises instances if that’s what your situation calls for, but here we’ll use one of each.
Now we need to make the initial connection from Scribe to our CRM instances. To do that, we “install” the CRM Connector in Scribe Online. “Install” is in quotes because we’re just clicking a button and adding a component to our Scribe Online instance. We’re not installing any software to any machine. To keep things simple, we’ll use the Scribe Cloud Agent to connect to the CRM instances and not make our own.
1. Click on Marketplace on the left side of the screen.
It’ll take a few minutes, but then you’ll be able to easily create connections to your CRM instance. Next we’ll want to make that actual connection. First, the CRM online connection:
1. Click on Connections on the left side of the screen.
4. Click on Test Connection! This must be done for the connection to work.
5. Click OK.
6. Next, we need to make the connection to our on-premises instance. This is done through the same steps as above, but with the ‘Manage Connections’ screen filled out with the on-premises information, not online. It’ll be similar to below for an IFD connection:
7. Again, click on Test Connection.
8. Click OK.
And that’s all for setting up the connections!
Sample Scribe and Dynamics CRM Integration
Let’s create a quick integration that will pull values from one system and do a lookup/ update in the other. To follow along with this example, add a new field called new_masteraccountid to the account entity in each CRM system that you’re integrating. We’ll use that field as a link between the two systems. Also add a single line text field called new_hostedcrmguid in the target system in the account entity.
3. What we want to do here is create a very simple retrieve and update. Do this, we’ll need just 4 pieces: The initial Query, a way to loop through the results, a lookup to the other system, and finally the update.
6. Double click on the Query block to edit it (or right click and select edit) and select the entity to retrieve, in this case we’ll use account (schema names are used, not the friendly names).
8. Next, add a For Each Result block, which is located in the Control section on the right side of the screen. Click and drag the block over like we did for Query. That’s all for this control, no editing is necessary.
9. Next, add a Lookup from the Target connection to the left side of the screen, then double-click on it to edit.
10. Set the Entity to account, and in the Lookup Criteria tab add fields to match off of. I’m once again using the custom field mentioned earlier, new_masteraccountid.
11. I only want to get the accountid back and I need to verify the new_masteraccountid, so in the field list just click on accountid and new_masteraccountid. We could bring back all fields, but that would greatly slow down the integration.
12. Click OK.
13. Our last step is to add the update. We retrieved data from the target system, now we need to do an updates). Click and drag an Update block from the Target area on the right side of the screen to the main area on the left under the lookup. It should snap right in. Double-click to open the edit screen.
14. Once again select the account entity.
15. Set the matching criteria to be the new_masteraccountid of each system. This way we’re only updating records in the target system that match a new_masteraccountid of the source system.
17. Click OK.
18. Back on the Edit Map screen, click ok.
19. And finally, back on the Solution page click OK.
That’s it! If you had an account in both systems with the master account id of 123, the cloud system will have the hosted CRM id field updated with the GUID of the record from the hosted system. We hope this was straightforward and puts you on your way to integrating your CRM instance(s) with Scribe Online!