The Dynamics 365 Mobile Apps Guide

The Benefits of Dynamics 365 Mobile

Mobile access to your records

You can view and edit all records. Sales opportunities can be quickly accessed before a meeting with a customer. Ideal for field staff.

Personalized Action Hub

When the app is launched, the Action Hub provides users with important information. Routine tasks can be handled more efficiently using the hub. It offers an overview of recently accessed records and allows users to pin important records for quick access later.

Notes

Quickly and easily edit or add notes to records—either in text or audio format.

Relationship Assistant

The Relationship Assistant is a new built-in AI feature in Dynamics 365. It is available via the mobile app. The assistant keeps track of all interactions and communications with your customers. You can analyze the data and view action cards to take immediate action.

Offline Synchronization

One key feature of the mobile app is offline access. Technicians often work in locations without an internet connection or network coverage. Offline features can store user data locally and synchronize it with an online database once the user reconnects to a network.

Mobile Apps for Dynamics 365

There are two versions of Microsoft's Dynamics 365 mobile app.

• Dynamics 365 for Phone (Android/iOS)
• Dynamics 365 for Tablets (Android/iOS/Windows 10)

We will discuss these applications in detail in the blog post. The applications do not differ significantly in how they display the CRM. However, the content is displayed differently on smaller phone screens than on larger tablet screens.

In addition, there is a mobile app that was developed specifically for Dynamics 365 for Field Service. Resco is responsible for developing the app. Resco and Microsoft now have an official partnership, so Microsoft is actively involved in the app’s ongoing development.

The app is called"Field Service Mobile"and is available only to users who have the appropriate Dynamics 365 license—either a Dynamics 365 for Field Service license or a Customer Engagement Plan.

Eventually, these features will likely be integrated into the standard app and ultimately replace the Field Service app.

Finally, the Dynamics 365 App for Outlook. This is not actually a standalone application, but is used exclusively in conjunction with Outlook. Records from the CRM can be displayed in a small window directly within the Outlook client. Since it is possible to open Outlook and the Dynamics 365 App for Outlook via a mobile browser, we are including it here for the sake of completeness.

Also worth mentioning are the mobile apps for Microsoft PowerApps and PowerBI. The PowerBI app offers the ability to access the Common Data Service and thus visually present data from the CRM. With PowerApps , on the other hand, allows you to create smaller apps using a modular approach that can also be used within Dynamics 365.

Download the Dynamics 365 mobile apps

Usually, the operating system’s app store is the first place to look. However, on company devices, there may be certain restrictions on downloading apps. In that case, the IT department must approve the app first.

Requirements for using the Dynamics 365 mobile apps

To use this feature, you need a supported device and the appropriate security role that allows you to use Dynamics 365 on mobile devices.

You can find a list of supported devices here: What is supported

In general, here's how it works with smartphones and tablets:

• iOS version 10 or later
• Android 4.4 or later
• Windows tablets running Windows 10 or later

To use Dynamics 365 Mobile, users must have the appropriate security role. At least one security role assigned to the user must have the following security attribute.

Configuring the Dynamics 365 mobile app

First, a connection must be established with the organization.

• Open the app on your mobile device
• Please wait a moment until you are prompted to enter the organization's URL.
• Enter the URL in the following format: "https://organisationsname.crmregion.dynamics.com". The organization name is the unique name of your organization, and the region is a number that depends on where the server is located. For example, Europe is 4 and Japan is 7.
• Click Next.
• You will then be asked for your login credentials. Enter them as requested and click "Next."
• You will then see a welcome page.

Once you have logged in, you will see an overview of the available applications. Note that the applications must also be enabled for the corresponding security roles. More on that in a moment.

Basic settings for the Dynamics 365 mobile app

There are basic settings that affect the user experience regardless of the specific applications. First, click the three dots in the bottom-right corner, then click Settings. The personal settings are similar to those in the web client. However, they are somewhat “streamlined.” The number of records displayed can affect performance when many records are loaded in a single view. In the mobile settings, you can configure how the application interacts with the device.

Configuring user access

Two configurations are essential for users to effectively use Dynamics 365 on mobile devices.

1. Security role with the appropriate security attribute: As described in the "Prerequisites" section, the user must be assigned a security role that includes the "Dynamics 365 for mobile" security attribute.
2. Assigning security roles to the modular applications that are permitted for mobile use. Below is an explanation of what is meant by "modular applications."

Modular Applications with the Unified Interface

With Dynamics 365 version 8.2, Microsoft released the App Designer, which enables system administrators to create modular apps in CRM. In a modular app, components are grouped together in a specific area of CRM, and irrelevant areas are hidden. The following components can be added:

• Entities
• Shapes
• Views
• Dashboards
• Business Process Flows

Each modular app has its own sitemap, allowing users to enjoy a personalized experience. The default sitemap can make the user interface cluttered if the end user only uses a small portion of the CRM. Creating a modular app can help resolve this issue.

With Dynamics 365 version 9.0, Microsoft has released the new Unified Interface, which standardizes the user interface across different devices. Any customizations made to the user interface apply to all devices. Going forward, the App Designer will support only the Unified Interface.

Add security role to application

Before mobile work can begin, you must assign a security role to the modular applications. This can be done in the web client or in the mobile application. The following instructions use the web client as an example. A user with the System Administrator role is required.

1. Click on Settings and "My Apps"
2. Click the three dots and select "Manage Roles"
3. Select the security roles and save your selection.

Then nothing will stand in the way of working on the go!

Conclusion

With the App Designer and the Unified Interface, it has become easier to make the system available on mobile devices and customize it. Some settings that were previously required to use the system on mobile devices no longer seem to affect deployment. One example is the “Enable for mobile” checkbox at the entity level.

We hope this article has made the transition to remote work easier for you. If you have any further questions, our team is happy to help!