Microsoft Dynamics CRM 4.0 Sample Data, version 4.0.2

Readme

January 2008

This sample data is designed for use with Microsoft Dynamics CRM 4.0 for marketing and sales presentations or for training people. The sample data is a set of comma-separated values (CSV) files. To use the sample data, you use Data Migration Manager to migrate the files to Microsoft Dynamics CRM, using a provided data map that maps the sample data to Microsoft Dynamics CRM. Because the data is inserted into a working Microsoft Dynamics CRM database, it is added to (and may overwrite) any data already in the database. To that end, this document has instructions for installing and using the sample data.

The sample data includes the following types of records:

· General: Accounts, contacts, activities: (appointments, phone calls, e-mails, service activities, tasks, campaign responses, case resolutions, quote close activities)

· Administrative: Business units, teams, users, and territories

· Sales: Competitors, leads, opportunities, quotes, invoices, orders, products, price lists

· Marketing: Campaigns and marketing lists

· Service: Articles, cases, contract templates, subjects

Requirements
Usage Scenarios
One-time Setup Steps
Migrating the Sample Data
Deleting the Sample Data
New in Version 4.02
Documentation Feedback

Requirements

Ideally, the sample data should be used on a Microsoft Dynamics CRM deployment that is separate from your production environment. The system requirements are the same as the production environment. You must have Microsoft Dynamics CRM 4.0 installed before you install the sample data.

Important: U.S. English sample data is designed for U.S. English Microsoft Dynamics CRM deployments with Organization and User settings of English (US).

The data refers to the organization named “AdventureWorksCycle.” If you use a different organization, you will need to modify the sample data prior to migrating it.

Data Migration Manager must be run on a separate computer from the Microsoft Dynamics CRM 4.0 server. You must have the Microsoft Dynamics CRM System Administrator security role to use Data Migration Manager, and only the user who installs Data Migration Manager can configure and use it.

Usage Scenarios

This readme documents the following scenarios:

· Scenario 1: One-time use of the sample data on a demonstration deployment.
This scenario does not include deleting the sample data.

· Scenario 2: Using sample data multiple times for different presentations or training sessions.
This scenario requires you to reset the sample data to its original state after modifying records during a presentation or training. Each time you use the sample data, you reuse the business unit, team, and user records, and delete and reinstall all other sample data record types.

· Scenario 3: Uninstalling the sample data completely after use.
Because the sample data includes record types that cannot be deleted (business units, teams, and users), this scenario involves making a backup of the Microsoft Dynamics CRM database prior to installing the sample data, and then restoring the database from the backup when you are done using the sample data.

Decide how to map the users referenced in sample data

The sample data contains records that reference 12 fictitious users. You can use the sample data in one of three ways:

Recommended. Create one fictitious user in your domain for each record in the following table. This approach is recommended because users can then log in using a sample user alias and see how Microsoft Dynamics CRM works from the perspective of a specific security role. It also keeps the sample data separate from data that belongs to real users.

If you are following this approach, before you install the sample data, on the domain controller for the domain that includes the Microsoft Dynamics CRM server, create one user record in Active Directory Users and Computers for each user listed in the following table. During the sample data installation process, you will need to specify the domain and Microsoft Dynamics CRM security role for each user.

Important: Do not add users to Microsoft Dynamics CRM manually. The Data Migration Manager adds the users to Microsoft Dynamics CRM automatically as it migrates the sample data.

Fastest. While installing the sample data, map all of the fictitious users to the person who is doing the install. This takes less time during migration, but makes it difficult to demonstrate and teach the security features of Microsoft Dynamics CRM.

Alternative. Map each sample user to an existing user in Active Directory. For example, if you are training a salesperson named Joe, you could map Alan Jackson to Joe during the migration of the sample data. Joe could then log in to Microsoft Dynamics CRM and see the sample sales records that were assigned to Alan Jackson in the sample data. To do this, you must have at least 12 users in Active Directory who have the same Microsoft Dynamics CRM security roles as the sample user records.

The following table shows the users who are referenced in the sample data.

Name	Alias	Microsoft Dynamics CRM Security Role	Job Title
Alan Jackson	alan	Salesperson	Eastern Region Channel Sales Representative
Ben Burton	ben	Customer Service Representative	Eastern Region Bike Service Technician
Chris Perry	chris	Customer Service Representative	Central Region Bike Service Technician
Connie Watson	connie	Customer Service Representative	Customer Service Representative
Gail Erickson	gail	Sales Manager	Western Region Channel Sales Manager
Jose Curry	jose	Salesperson	Central Region Channel Sales Representative
Judith Walker	judith	CSR Manager	Western Region Bike Service Manager
Mathew Pereira	mathew	Customer Service Representative	Western Region Bike Service Technician
Patricia San Juan	patricia	Marketing Manager	Retail Marketing Manager
Roger Van Houten	roger	Customer Service Representative	Customer Service Representative
Ryan Williams	ryan	Customer Service Representative	Customer Service Representative
Stefan Delmarco	stefan	CSR Manager	Customer Support Manager

One-time Setup Steps

Download and install Data Migration Manager

The Microsoft Dynamics CRM Data Migration Manager is available for download. The download page has the system requirements and installation instructions. Before installing Data Migration Manager, read the readme.

Once Data Migration Manager is installed, for information on how to use it, on the Start menu, click Microsoft Dynamics CRM, and then click Data Migration Manager Help.

Back up the Microsoft Dynamics CRM database

This step is required only for Scenario 3, wherein you must completely remove the sample data after using it, including the business unit, team, and user records.

1. In SQL Server Management Studio, connect to the instance of Microsoft SQL Server where the Microsoft Dynamics CRM database is installed.

2. Expand Databases, and right-click AdventureWorksCycle_MSCRM.

3. Point to Tasks, and then click Backup. Specify the back up destination, and then click OK.

Add fictitious users to Active Directory

This step is only required if you need to create fictitious user accounts.

1. On the Start menu of the domain controller, click Administrative Tools, and then click Active Directory Users and Computers.

2. Double-click Users.

3. For each user:

1. On the Action menu, click New and then click User.

2. Type the full name of the user, and then click Next.

3. Set the password as needed for your demonstration or training, and then click Next.

4. Clear the Create an Exchange mailbox checkbox, and then click Next.

5. Click Finish.

4. Repeat step 3 for each user in the table above.

Migrating the Sample Data

On the Start menu of the computer that has Data Migration Manager installed, click All Programs, click Microsoft Dynamics CRM, and then click Microsoft Dynamics CRM Data Migration Manager.
Click Sign-in.
On the Microsoft Dynamics CRM Data Migration Manager page, click Manage Data Maps.
Click Import.
Select SampleDataMap.xml from the location where you saved the sample data files, and then click Open.
Click Back to Home.
Click Start a Migration.
Click Create a new migration based on a previous migration.
Select Sample Data Map, and then click Start a Migration.
Select Express, and then click Next.
Specify a migration name of your choice, and then click Next.
On the Select Files page, click Add.
Select all the sample data CSV files, click Open, and then click Next.

Important: If you are reinstalling the sample data after using Data Migration Manager to delete migrated records, do not select the following files: user.csv, business unit.csv, and teams.csv.

On the Verify Delimiters page, click Next .
The wizard displays the progress of validating the files.
On the User Mapping Results page, do one of the following, depending on how you decided to map the fictitious users in the sample data:

o To map each fictitious name in the sample data to a fictitious sample user, which you created in Active Directory:

Select To map users, click Next, and then click Next.
Select Create new user, and then click Next.
On the Define New User page, in Domain logon name, replace V3SAMPLEDATADOM with your domain name.
In Security role, specify the security role from the table above.
Click Next.

To map all the sample records to you, as the person running the data migration, click To Map all users to me.
To map each fictitious name to a user in your organization who already has a Microsoft Dynamics CRM account:

Select To map users, click Next, and then click Next.
Select Map this user to an existing Microsoft Dynamics CRM user.
Select the user, and then click Next.

After reviewing the User Summary information, click Next.
The wizard begins converting and uploading the data.
To continue and complete the migration, click Finish.

When user mapping is complete, the Data Migration Manager will upload the sample data to the Microsoft Dynamics CRM server. You will see a success message when the data successfully migrates.

Deleting the Sample Data

Use the procedure that makes sense for your scenario:

· If you need to remove business unit, team and user data, you must restore a clean version of the Microsoft Dynamics CRM database or reinstall Microsoft Dynamics CRM.

· If you do not need to remove business unit, team, and user data, you can use Data Migration Manager to remove all the other sample data records.

Restore the Microsoft Dynamics CRM database

1. In SQL Server Management Studio, connect to the instance of SQL Server where the Microsoft Dynamics CRM database is installed.

2. Expand Databases, and right-click AdventureWorksCycle_MSCRM.

3. Point to Tasks, and then click Restore.

4. Use the wizard to create a copy of the database. On the Configure Destination Database (1 of 1) screen, select a name for the back-up copy.

Remove all sample data except business units, teams, and users

Data from a migration is stored in two places: as temporary data on the computer running Data Migration Manager, and in the Microsoft Dynamics CRM database. You can delete just the temporary data, or the data in both places. When you delete the data from the Microsoft Dynamics CRM database, records will be deleted even if they have been updated after they were migrated.

In Data Migration Manager, click Delete Data.
Select the migration, and then click Delete.
To delete only the temporary data, select Only the temporary data on this computer, and then click OK.
Or
To delete the data from your Microsoft Dynamics CRM database and the temporary data, select Data from Microsoft Dynamics CRM and temporary data on this computer, and then click OK.

Important: Because Microsoft Dynamics CRM does not allow deleting user, team, or business unit records, these sample records are not deleted.

New in Version 4.0.2

This release includes an expanded readme file, and changes to the Articles.csv and SampleDataMap.xml files:

· Migrated knowledge-base articles can now be opened.

· Status of knowledge base articles is now migrated.

Documentation Feedback

The Microsoft Dynamics CRM Documentation Team welcomes your suggestions and comments about the documentation. You can quickly and directly send e-mail feedback to Documentation Feedback. All feedback must be in English. Your feedback will be used to make improvements to the Help and shape the content delivered to the Resource Center.

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