Entities and Records - Microsoft Dynamics CRM

What is Entities and Records?

Now that we have a functional review of all of the CRM modules, let us learn and recognize about the entities and forms in CRM.

What is an Entity?

An entity is used to model and control business information in CRM. Contacts, cases, accounts, Leads, opportunities, activities, etc. are all entities which hold information data. Conceptually, a CRM entity is equal to a database table. for example, Contacts entity could hold contact data, instances entity could hold instances information, and so on.

You can have each: out-of-the-box entities (which comes through default with the CRM) and custom entities (which you can create with customization). as an example, assume which you are maintaining the information of the books your customers have examine. For this, you will be storing the customer records using out-of-the-box Contacts entity but where might you save the books data? You do not have any entity that can save data for books. In such situations, you will create a new custom entity named Books and relate this with the present Contacts entity.

For this tutorial, let us take an example of storing employers and employees in CRM. Taking this case into attention, out-of-the-box, CRM presents contact entity in which you can preferably save all your employees. It also presents an Account entity in which you can save all your employers. however for the sake of learning entities, we can create a new custom entity called Employer (and not use the existing Account entity).

Creating a New Entity

Step 1 − click the top ribbon button followed through Settings choice. click Customizations option from the Customization section (Refer the following screenshot).

Entities and Records

Step 2 − Now click Customize the System option.

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This can open up the Default answer window. you may study more about CRM answers in the next chapters but for now you will be using the default CRM solution.

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Step 3 − Expand the Entities option from the left panel.

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Step 4 − Now click New → Entity.

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Step 5 −In the Entity form, input the show name as employer and PluralName as Employers. inside the section ‘regions that display this entity’, test sales, service and marketing. Checking those options will show the newly created entity in sales, provider, and marketing tabs of CRM.

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Step 6 − Click on the Save and Close icon. This will create a new entity in CRM database behind the scenes.

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Step 7 − In the Default Solution parent window, you will see the newly created Employer entity.

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Step 8 − click publish All Customizations alternative from the top ribbon bar. this may publish (aka commit) all of the changes we did till now. you may close this window through clicking save and close.

Entities and Records

Creating Records

CRM is all about managing precious records for your system. on this section, we will learn how to create, open, read, and delete data in CRM. we will preserve with the organization entity that we created in the last chapter.

Step 1 − Navigate to organization entity information grid through show work areas → sales → Extensions → Employers.

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Step 2 − Click the New icon.

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This will open the default new organization form. you may see that there is only one editable area name in this default form. enter employer 1 inside the name field. click on save and close.

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Step 3 − In the Active Employers view, you can see the newly created employer record.

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Accessing Records

To access the already created records in CRM, visit that entity page. In our case, navigate to show work areas → sales → Extensions → Employers. you may see list of records present there in the grid. click any organization record to access it.

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Updating Records

Once you have a record open, you can simply edit any information at the form. through default, CRM 2015 comes with auto-save choice which saves any changes made to the form 30 seconds after the change. alternatively, you may click Ctrl+S.

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In case you want to disable the auto-save feature, go to Settings → Administration → System Settings → Enable auto-save for all forms and select No.

Entities and Records

Deleting Records

Step 1 − Select one or multiple records which you want to delete and click the Delete button.

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Step 2 − Confirm the deletion of records by clicking Delete.

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Conclusion

As seen in the above example, the default organization form had only one area. but, in real life situations, you may have many custom fields on a form. for example, in case you look at a sample contact report (which is an out-of-the-box CRM entity), it will have many fields to save contact information including full name, email, phone, address, cases, etc.

Entities and Records

In the next chapters, you will learn how to edit this default form and add different types of fields on it.

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