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Fields
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Every entity possesses one or more fields that store its associated data points. Microsoft Dynamics CRM uses two types of fields:
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System As with system entities, Microsoft Dynamics CRM uses system fields to manage the internal workings of the software. To avoid any irrecoverable damage to your system, Microsoft Dynamics CRM prevents you from deleting system fields. However, you can modify some system field properties, such as the requirement level (such as Business Required, Business Recommended, or No Constraint).
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Part II Solutions
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Custom As with custom entities, Microsoft Dynamics CRM includes the ability to add custom fields. You can add or delete custom fields on both customizable entities and custom entities, but you cannot add custom fields to system entities.
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Tip As we will discuss later, the component s Managed Properties functionality dictates the
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customizations allowed for a given entity.
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Table 5-2 summarizes the customizations that you can perform on each type of entity.
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TABLE 5-2 Customizations Allowed by Entity Type
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Entity type Forms
Add custom form Modify form Delete form
System (non-customizable)
n/a n/a n/a n/a n/a n/a No No No No No No No No No
Customizable (system created)
Yes Yes Yes, but limited to custom forms Yes Yes Yes No Yes, but limited No Yes Yes Yes No Yes No
Custom
Yes Yes Yes Yes Yes Yes No Yes, but limited No Yes Yes Yes n/a n/a n/a
Views
Add custom views Modify views Delete custom views
System Fields
Add system fields Modify system fields Delete system fields
Custom Fields
Add custom fields Modify custom fields Delete custom fields
Messages
Add messages Modify messages Delete messages
More Info Messages are customizable errors and other alerts displayed in the user interface
for native entities. We ll discuss messages in greater detail later in this chapter.
More Info Please review 6, Entity Customization: Fields and Option Sets, for more
information about customizing fields.
5 Solutions Overview and Concepts
Relationships
One of the aspects that makes Microsoft Dynamics CRM such a powerful development framework is the ability to create custom relationships between entities. These relationships can be one-to-many (1:N), many-to-one (N:1), or many-to-many (N:N). You can also define custom mappings between entities. More Info 9, Entity Customization: Relationships, walks you through the details
of creating and managing entity relationships.
Messages
For each native entity, Microsoft Dynamics CRM includes several system messages that appear throughout the system, such as errors and alerts. When you rename an entity, we recommend you update its system messages to make them consistent with the new name. If you do not update the system messages, a user might see an error message regarding a contact even though you renamed the Contact entity to Client. You can view an entity s system messages from the Messages link on the Entity form, as shown in Figure 5-8.
FIGURE 5-8 System messages for the Contact entity
To edit a system message, double-click it in the Messages view and enter an updated message in the Custom Display String field. You can also add more descriptive information about the system message to help users.
Part II
Solutions
You should note four important things about editing system messages:
You cannot include hyperlinks in the Custom Display String field. Some system messages contain data placeholders, such as numbers in braces ({0}) or symbols and letters (%i). You should not remove or edit these data placeholders because Microsoft Dynamics CRM populates them with dynamic data when displaying the system message. Several entities use a large number of system messages. For example, the Account and Contact entities each include 80 messages. In addition, the same message might be used in several locations throughout the system. Therefore, rely on your best judgment when updating messages. The links included in the left navigation pane of every form are updated from the entity s form definition in Microsoft Dynamics CRM 2011. For example, if you decide to rename the Account entity as Company, you might also want to rename the Sub-Accounts link in the entity navigation pane as Sub-Companies.
If you rename entities, carefully review and edit all of the system messages so that the new entity name is consistent throughout the user interface.
Renaming Entities
When you implement Microsoft Dynamics CRM, you might find the system entity terminology does not exactly match your business terminology. For example, instead of referring to people as contacts, your business might use the term clients. Or you might refer to companies or businesses instead of accounts. The metadata-driven structure of Microsoft Dynamics CRM offers you an easy method for renaming customizable entities. To rename an entity, navigate to the Settings area, click Customizations, and then click Customize the System. Expand the Entities node under Components in the left navigation pane and then click the entity you wish to rename. You will see a Name field and a Plural Name field in the Entity Definition section of the form. On this form, simply enter the new name in the Display and Plural Name fields, click Save, and then click Publish to see your changes. Microsoft Dynamics CRM uses the plural version of the name when referring to multiple records in the system, so make sure that you complete this field. Important You can rename an entity to almost any value. The only naming
recommendation is that you should not use the name of another entity in the system. This might seem obvious as it would cause some confusion to your users. Microsoft Dynamics CRM contains many system entities such as Site, Organization, and Unit, but you might forget that these entity names already exist in Microsoft Dynamics CRM because they re not customizable entities.
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