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How to add fields in Microsoft Dynamics 365

So, after reading our excellent blog, ‘’How to create or modify a form in Microsoft Dynamics 365,’’ you’ve created the structure for your form. You’re now at the point where you’re thinking about the fields to add in order to get the data you want.

This blog will show you step by step how to create a field and how to integrate it from a Solution. If you want to get more details on the type of field and the type of data that you can add, I invite you to read the following blog: “What is a field in Dynamics 365?”

Creation of the fields in the Solution with Dynamics 365

As mentioned in the blog, “How to create a Solution with Microsoft Dynamics 365,” the best way to do it is to create all your customizations from a Solution. If you don’t go through the solution and don’t identify the editor of your customizations, Dynamics 365 will give the prefix, “New” to these customizations. A good creator or partner will always use a prefix to clearly identify who made the additions or customizations. For example, if you have the opportunity to work with us, Gestisoft always identifies its customizations with the prefix, “GS.”

So, click on the Settings button and choose Solutions.

Step 1 - How to clone a solutionThe image below shows the complete list of solutions already present in your Dynamics 365 CRM. To create our fields, we’ll use the solution event manager.

In which form do we want to create this new field?

We now must identify which entities we want to integrate our new field into. The field will be linked to this form.

For the demo, we will create this new field inside the account entity.

The image below shows us:

Point #1: The Account entity

Point #2: All the fields that we find inside the account entity

Point #3: What we can see in the available field list. You can see all the fields, the customizable fields and the fields that you have already customized.

Point #4: Represents the different things you can do with the field list. You can create a new field, delete a field with an unmanaged state, modify an existing field, and another action that allows you to display fields’ dependence and managed proprieties. These last two will be explained in more in detail in another blog because it requires it’s own training.

So, for this exercise we’ll click on the New button, and we’ll create a field Interest that allows us to generate lists of accounts that are interested in participating in our events.

It’s important to note here that if you create the field in the account form, this same field will have to be recreated in all the other entities.

The image below presents the field creation interface. Here’s a point by point explanation of this interface:

  1. We find the complete name of the field as it appears in the form
  2. Here we define if the field is:
    • Optional, so it can remain empty.
    • Recommended constraint, so it can stay empty, but it’s strongly recommended that it be filled. We can recognize this type of field by the blue cross.
    • Mandatory constraint, which means this form won’t be saved if this field is empty.
  3. The name of the field is the identification of the field in the SQL database. We see that the prefix is GS so, this field will be noted as one created by Gestisoft.
  4. Search possibilities.
  5. The security level for the field is the option to make this field available according to the level of security of the user.
  6. Audit: define if this field can be audited.
  7. Description of the field function.
  8. Activation of the field in a global filter of the user interface. This is an improved interface of the CRM that maintains the same user experience and screen layout in your CRM whether you are on PC, tablet or mobile.
  9. Activate availability: whether the field is sorted in the dashboard of the user interface.
  10. The data types that we can enter in the field. In this case, we have chosen two options: yes or no. For more details on the data types you can read the blog, “What is a field in Dynamics 365?”
  11. Field type. In this case you have the choice between simple, calculated and cumulative.
  12. We find the options users can use to fill in the field. In this case, the user can choose “yes” or “no.”
  13. The option editor. You can decide which option is presented first. In this case, “no” is offered in first in the list, ‘’Two options.’’ You can also modify these choices.
  14. You can set a business rule linked to the field.

 

When you are done customizing, remember to save the field.

How to add a field in a form with Microsoft Dynamics 365?

So, you have created your field, ‘’Interest.’’ Now you need now to insert it inside the principal Account form by double clicking.

We are now inside the form editor. To learn more about this editor, I recommend reading our blog that expands on this subject: How to create or modify a form in Microsoft Dynamics 365.

Go to the right column named Field Explorer, and you’ll find all the available fields that can be added to the form.

It’s important to note that a field can be added once in the header, in the body and the footer. Once added, it disappears from the Field explorer.

You can filter so the list shows all the fields or just the fields that you have customized.

Two ways to add a field in a Microsoft Dynamics 365 form

The first way is by dragging and dropping the field from the list Drag and Drop. If you want to add a field that you have already customized, to find it quickly in the lists, you will have to choose the filter Customized fields. Select your field and drag it into the form.

The second way is to click on the section where you want to add the field. The section will be framed in blue once you select it. After that, you just need to double click on the field. It will be added to the last line of the section.

In conclusion, when you decide to create or modify a field, you need to ask yourself these questions:

  • What type of information do I want to get?
  • Is there already a system field that meets my needs?
  • Is this a field that needs to be filled in an optional or mandatory way?

As you can see, it’s pretty simple! And if you want more information about fields, don’t hesitate to look our other blogs about fields in Microsoft Dynamics 365.

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