Customizing Fields

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

  1. On the left navigation pane, select the entity for which you want to create the field. On the ribbon, click on the Customize tab.
    customizing fields img 1
  1. Click on the Customize Entity button within this tabcustomizing fields img2
  1. In the page that opens, within the chosen entity click on Fields and then New.customizing fields img3
  1. The page for creating a new field and selecting its properties opens. Fill in the details based on your requirements.customizing fields img4
  2. 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

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

  1. Choose Option Set as the type while creating a new field.
  2. Select Yes in the Use existing option set radio button.
  3. Click on the New button.customizing fields img5
  4. In the page that opens, fill in the name and click on the + sign.
  5. Enter the options in the Label field one by one. (The number in the Value field defaults.)customizing fields img6
  6. Save and close. Now this set is available to be used for fields in other entities too.