A field is the equivalent of a column in the database table, just as an entity correlates to a table. Fields are classified as either of the following:
- System fields. These are out-of-the-box fields that cannot be deleted but can be modified to some extent.
- Custom fields. These are fields that are built within the system and can be modified and deleted.
Administrators have the ability to customize fields in a number of ways. They can define a field’s name, data type, requirement level, search ability, security, and auditing. Remember that fields are specific to an entity and a field created in one entity is not available in other entities.
- Display Name. The name of the field set here will be the label seen throughout CRM, including forms, views, and advanced find.
- Name. This is the column name of the field in the underlying SQL Server database.
- Field Security. This gives the option of enabling field security for non-customizable fields.
- Auditing. When auditing is turned on for the entity, changes to this field will be tracked if this is enabled.
- Requirement Level. There are three levels that can be chosen: Business Required, Business Recommended and No Constraint. If Business Required is enabled, the form cannot be saved unless data is entered in the field.
- Searchable. When a field is made searchable, it appears in the list of fields which users can search in an advanced find.
- Description. This is a text box for giving details about the field for the system customizers.
- Type. This field is an option set of the different field types.
How to create a custom field
- On the left navigation pane, select the entity for which you want to create the field. On the ribbon, click on the Customize tab.
- Click on the Customize Entity button within this tab
- In the page that opens, within the chosen entity click on Fields and then New.
- The page for creating a new field and selecting its properties opens. Fill in the details based on your requirements.
- Save and close the page. Please note that once the Type is chosen and the field is saved, it cannot be changed.
Note: Remember to publish all changes!
Option Sets are a field type similar to a pick list. If you want to be able to use this set in multiple entities without having to create them every time, you can create a global option set. For example, a list of countries can be created as a global option set that can be used for account and contact addresses. Users have the flexibility to add or delete items from this list.
Steps for Creating a Global Option Set
- Choose Option Set as the type while creating a new field.
- Select Yes in the Use existing option set radio button.
- Click on the New button.
- In the page that opens, fill in the name and click on the + sign.
- Enter the options in the Label field one by one. (The number in the Value field defaults.)
- Save and close. Now this set is available to be used for fields in other entities too.