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FIGURE 10-9 Current tenants displayed on Apartment form
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When you view the Contact form in the revised data model (Figure 10-10), you ll notice that the apartment and leases links only appear once each in the entity navigation pane (versus the three times they appeared in the previous data model). This revised interface is a little bit easier to navigate. By just looking at the new Apartment, Lease, and Contact forms, you might conclude that Litware should use this revised data model. That might be a good idea, but we want to point out a few drawbacks of the revised design. One very important limitation to the new data model is that you cannot create Microsoft Dynamics CRM workflow processes that interact with many-to-many relationships. For example, you might have a business process where you want to automatically create a task anytime you add a tenant to an apartment record to get the lease signed. In the original data model (with N:1 relationships between the Contact and Apartment entities), you could very easily trigger a workflow process anytime the Tenant field changes on the apartment record. With the revised N:N data model, you could not create such a workflow process with the web-based workflow editor. However, you could create automated tasks and similar rules using custom programming and the software development kit (SDK).
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FIGURE 10-10 Apartments and Leases displayed on Contact form
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Another drawback you should consider is that the new design requires a few extra clicks (and a new pop-up window) to add tenants to the lease and apartment records. In the previous model with N:1 relationships, users could type directly into the Tenant 1, Tenant 2, and Tenant 3 fields to enter data very quickly. Speed of data entry probably isn t a huge concern in our real estate example because most leases last 12 months. However, other businesses or industries (such as call centers or help desks) could be highly sensitive to speed of data entry and prioritize that benefit over a few extra links in the entity navigation pane. The key point of this example is that there s no right answer for how you design your custom entities. For each possible design, you need to carefully consider the benefits and drawbacks based on your business goals. Tip When you create a many-to-many relationship directly between two entities, you can t
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customize that relationship with additional fields. To accomplish this, you have a couple of different choices. One, you can use the Microsoft Dynamics CRM connections feature which provides this type of relationship tracking. Two, you can effectively create a many-to-many relationship between two entities (A and B) by creating an intermediate entity (C), and then creating two custom one-to-many relationships: Create a one-to-many relationship between A and C, and also create a many-to-one relationship between C and B. Consider using this technique when you want to capture additional data (fields) about the many-to-many relationship between the two entities.
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Now that you understand the concepts, benefits, and limitations related to custom entities, let s go through the steps you will follow to create a custom entity in Microsoft Dynamics CRM. For every custom entity, you must configure the following properties:
n n n n n
Entity Definition Display Areas Entity Options Primary Field Entity Icons
Figure 10-11 shows the user interface for creating an entity; we provide more information about each parameter in the following sub-sections.
FIGURE 10-11 Creating a custom entity
Entity Definition
In the Entity Definition section, enter basic parameters about the custom entity, including the following:
Display Name Plural Name
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n n n n
Entity Customization: Custom Entities and Activities
Ownership Name Activity Entity Designation Description (optional)
In 6, Entity Customization: Fields and Option Sets, we discussed how the Display Name, Plural Name, Name, and Description parameters work in regard to renaming entities, so you should be familiar with these concepts. Remember that you cannot change the schema name after you create the entity, but you can modify the display name, plural name, and description at any time. Tip Microsoft Dynamics CRM uses the default schema name prefix new_ as part of the default
solution publisher. You can change the schema prefix to a different value by configuring the schema-name prefix of the solution publisher.
For the ownership parameter, you must specify one of two ownership types:
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