Understanding CRM Records

Understanding CRM Records: Status, Status Reason, and Owner

Microsoft Dynamics 365 for CRM records have some core components that are consistent throughout the application.


Indicates whether the record is active or inactive.  Active records can be edited and assigned by users who have access to do so.  Inactive records are read-only, meaning they may not be edited.

Depending on the type of record, there may be more than one active and inactive status, and the names of the statuses can be different.  For example, the Account record statuses are simply Active and Inactive, whereas the statuses on the Lead record are Open, Qualified and Disqualified.

The status cannot be modified by a system customizer.

Status of a Record in CRM 2013

View this image of the record status in CRM 2011

Status Reason

Provides further details on the status.  Each status can have multiple Status Reasons that describe why the record is in that status.  For example, when an opportunity is lost, the Lost status can have lost reasons of Lost to Competitor, No Decision, or Disqualified.

The status reason can be modified by a system customizer, and it may be used as a stage.


From a business perspective, the Owner is the person who is responsible for the record, whether it is an organization, person, task, project, etc.  From an application perspective, the owner designates the user who has primary rights to the record.  Security roles enable or limit access to records using the owner field.  The Assign button is used to change the owner field.

The Owner also impacts wherever records are referred to as “my records.”  For example, when you are looking at a list of leads and you select the My Leads view, this lists consists of leads where the owner is the current user.

Some records are not owned by an individual owner, but rather they are designated as system owned.  These records cannot be assigned to anyone.

In the next section of the CRM Book, we’ll discuss two important record types: Accounts and Contacts.

Beyond the Basics

If you want a more formal introduction to Dynamics 365, check out Dynamics 365 University’s CRM Boot Camp for Dynamics 365.