Those of you who have been working with Microsoft Dynamics CRM Online in Office 365 will have noticed the ability to install “solutions” form the CRM Online Administration Center. One of which is “Voice of the Customer”, whereby you can add some pretty darn useful Survey functionality to CRM:
What is “Voice of the Customer”? For those of you that haven’t already played with this functionality, VOTC is additional functionality for instances using the MS Dynamics CRM 2016 Update to enable users to create and send surveys to gain feedback from your customers/clients on your products and/or services. The feedback can be used in your sales process or in relation to a case (how well did you do?). Previously you may have needed to implement one of the main ISV solutions such as Survey Monkey or ClickDimensions to do this, but with a few simple configuration steps you can enable the functionality directly inside CRM.
Voice of the Customer can be enabled as one of the new preferred solutions in Office 365 (along with Fantasy Sales Team and Company News Timeline). The official overview of the functionality is below.
“When a customer completes a survey, you can use rules to trigger follow-up actions that occur immediately. For example, if a customer answers a survey question that indicates an interest in one of your products, the system can generate a quote request and assign it to a salesperson. Or, if a customer replies with a complaint, the system can create a new service case and route it to the right queue for prompt handling. You can also send a survey automatically when a service case closes, to track how satisfied your customer is with the service they received.”
Enable Voice of the Customer
It is simple enough to enable VOTC for Dynamics CRM Online from the Administration Center in O365, just follow these steps;
- Log in to Office 365 as and administrator and select the Admin tile
- From the Admin Center home page expand “Admin Centers” in the left hand navigation pane and then select; CRM
- Once the CRM Admin’ Center has loaded select the instance you want to enable VOTC against in the instance picker and click on “Solutions”
- From the list of “preferred solutions” select “Voice of the Customer” and then click the “Install” button on the right – the solution will be installed, this may take a few minutes to completePlease Note: You may need to agree to the terms of service in a pop-out, you can do so by clicking “Install” again in this window and the installation will start.
- Once completed you will be able to see the additional entities created as part of the solution in the “Settings” area of CRM as well as an additional tile in the navigation bar.
- The next thing you will need to do is open the newly installed solution in CRM; Settings > Solutions > VoiceOfTheCustomer.
- Once you have opened the solution check the “I agree to the terms and conditions” check box, and then click the enable button.
- Close the solution.
Once you have installed the solution you are ready to roll.
By enabling VOTC you can create and publish a Survey from within MS Dynamics CRM, when you publish the survey definition is sent to Azure and stored there (Azure Storage). When a respondent submits a survey, the responses are stored temporarily in Azure Service Bus and are then retrieved and stored in MS Dynamics CRM. Upon storing the responses in CRM, they are deleted from Azure.
It is possible to include CRM data such as customer name, product name, case number, etc. in a survey (within survey elements such as questions, answers, etc.) when rendering a survey for a respondent. When a survey invitation link is generated, this CRM data would be sent out of CRM and stored in Azure SQL Database in exchange for an identifier that is used within the survey invitation link.
This identifier is used to show the CRM data within the survey after the survey is opened using the survey invitation link. The identifiers within the survey link that is sent over email to a respondent is stored in the respondents’ email system.
For more information see the Microsoft Azure Trust Centre; https://azure.microsoft.com/en-us/support/trust-center/.
Create a New Survey
VOTC has a user friendly ‘drag and drop’ interface inside of the Dynamics CRM web UI that makes creating a new survey easy.
To do so navigate to; Voice of the Customer > Surveys > then click “New“.
You will presented with a new record screen. Complete the required fields and click save.
You can add your own themes, logo, redirect text, redirect URL, survey completed text, next text, previous text and whole host of other items.
Upon adding the solution you may see a Default Survey Template in the Surveys area.
When you are ready, navigate up to the form selector and click the drop down arrow, here you can select the designer.
The next step is to design your survey, and the drag and drop designer makes this easy for end users. By default the user will be presented with three “pages” for the survey;
- Page 1
The user can add pages using the rather discrete “Add” button to the bottom left of the window. The elements available for survey configuration are listed on the right, simply drag and element to the page to add.
The different elements available out of the box include;
- Short Answer – A question with one line input
- Long Answer – A question with multi-line input
- Rating – Rating input using; stars, smiles or flags
- Single Response – Allows respondents to select a single answer
- Multiple Responses – Allows respondents to multi-select answers
- Date – Well, it allows respondents to select a date for their answer
- Numerical Response – A question that only allows a numerical response
- Ranking – Allows the respondent to rank their answers in preference order
- Net Promoter Score – A customer satisfaction metric
- Customer Effective Score – A customer satisfaction rating on a 5 point scale
The next thing to do is add your survey elements;
- Add your welcome text to the pre-created element at the top of the page by clicking on the text box marked “Put your welcome text here”
- When you have entered your text click the “save” icon. If you need to edit what you have entered you can do so by clicking either the “inline edit” or “edit” icon on the right hand side
- You can choose another page by selecting the page thumbnail in the left hand navigation pane, you can edit the section header by clicking on it and drag questions to configure from the right.
- You can drag elements from the right and change the question text, tooltip, requirement level, layout and scoring;
- You can drag more questions onto the page in the same way as you would fields on the CRM form editor, just drag them to the position you wish them to appear;
- Update the text on the “Complete” page if required and click “Save” and then click “Publish” in the ribbon – once successful a banner notification will appear with; “Published to server.”
- You can then “Preview” a published survey, you can choose “Survey” in the form selector to return to the survey record, the notes and fields should have been updated similar to those in the screen shot below;
- You can use the “Copy Snippet” function to add a survey link to a CRM Email or Email Template – this could be sent automatically when a case is closed/resolved. Alternatively the string can be found in the Email Snippet field with an Anonymous Link under “Invitations and Actions” in the Survey record.
Hopefully this brief intro has been useful, there is far more to the survey functionality including conditions and analytics dashboards to alerts for responses. Have a play around in a sandbox and you’ll soon see the value.
Check out the Dynamics Community for more information.