Create or edit entity fields

After you create new fields A property of an entity with a specific data type. Fields are analogous to columns in a database table. When they are added to an entity form, they are displayed as fields that correspond to their data type., be sure to include them on the forms Pages that display detailed information that users have entered into Microsoft Dynamics CRM about specific records, such as all information about a contact. Information that users enter in a form is stored in Microsoft Dynamics CRM as a record. and views Filters applied to a list of records. Users can choose different views that contain all the records or activities of a particular type or that are a subset of that type. for the entity A structure used to manage data. A synonym is "record type". Microsoft Dynamics CRM entities include Account, Case, and Activity. so that they are available from the Microsoft Dynamics CRM user interface. You can also add the new fields to relevant reports.

In the default solution This refers to all the components of the standard Microsoft Dynamics CRM software, plus any customizations your organization has added to it. The solution can only be customized by a system administrator or system customizer, or someone with equivalent privileges., you can edit some of the properties for all fields. You can create new fields for only some entities Structures used to manage data. Microsoft Dynamics CRM entities include Account, Case, and Activity..

In a managed solution A complete solution that has been packaged. A managed solution has partial or full restrictions on customizing solution components. Package and export a solution as a managed solution to control customizing solution components when installed into another organization. While a managed solution may allow customizing one or more components, you cannot add or remove a component. This differs from an unmanaged solution, where you can add or remove components., you cannot create new fields or edit existing fields for entities Structures used to manage data. Microsoft Dynamics CRM entities include Account, Case, and Activity.. However, you can create new fields or edit existing fields in the Customization area of Microsoft Dynamics CRM.

In an unmanaged solution For those with a required security role, an unmanaged solution has no restrictions on adding, deleting, updating, testing, importing, or exporting solution components. A solution is developed as an unmanaged solution. This differs from a managed solution, where you cannot add or remove components., you can edit some of the properties for all fields. You can create new fields for any entities Structures used to manage data. Microsoft Dynamics CRM entities include Account, Case, and Activity. that you create for the solution. If you add an existing business entity A standard Microsoft Dynamics CRM entity that can be customized or added to a solution. When part of a solution, a business entity might be further customizable, depending on the restrictions placed on it when created. to the solution, you can add new fields only if that entity allows it.

1. In the Navigation Pane, click Settings.
2. Under Customization, click Customizations.
3. In the Customization area, click Customize the System.
4. Under Components, expand Entities, and then expand the entity you want.
5. Click Fields.
6. To add a new field, on the Actions toolbar, click the New button.

   Enter a Display Name. A Name will be generated based on the Display Name.

   - OR -

   To edit an field, select it in the list, and then on the Actions toolbar, click the Edit button.

7. In Requirement Level, select one of the following:
   • No Constraint The field will not require data in order to save a record.
   • Business Recommended A requirement level used for fields that should be filled in, but don't have to be, in order to save the record. Recommended fields are marked with plus symbols.
   • Business Required A requirement level used for fields that must be filled in before a record can be saved. Required fields are marked with an asterisk.
8. In Searchable, select whether to include this in the list of fields shown in Advanced Find for this entity and also in the list of fields available when customizing the find columns in the quick find view The view used to display results of searches done using the Search box. and the lookup view The view used when a user clicks a lookup field..
9. For Field Security, enable or disable the feature for this field. More information: Add or remove security for a field
10. For Auditing, enable or disable the feature for this field. More information: Auditing data in Microsoft Dynamics CRM

    Important

    If you enable auditing, be aware that auditing tracks value changes to the field, but does not track enabling or disabling Field Security for the field.

11. For new fields, select the Type, and then enter required information for the specified type. For existing fields, you cannot modify the type, but you can modify the settings for the type.

    See a list of possible data types for a field.

    Data Type	Notes
    Single Line of Text	The following formats are available: E-mail. This opens a new e-mail message in the default e-mail software when clicked. Text. This creates a text box. Text area. This creates a scrolling text box. URL. This opens the URL in the user's default browser when clicked. Ticker Symbol. This create a stock ticker symbol in all capital letters. Click the symbol to open information about the stock in the user's default browser. By default, the MSN Web site opens.
    Option Set	Select an existing option set, or define a new one.
    Two Options	After creating this field, configure it in the form to which it was added. In the form, select whether the field is displayed as option buttons (also known as radio buttons), a check box, or a list.
    Whole Number	The following formats are available for this field: None. The defaults are integer values between -2,147,483,648 and 2,147,483,648, although you can set different minimum and maximum values. Duration. This creates a drop-down list box with values in minutes, hours, and days. Time Zone. This creates a drop-down list box with options for every available time zone. Language. This creates a drop-down list box with options for every language that your organization has made available for users.
    Floating Point Number	Select up to 5 precision points. You can set the minimum and maximum values.
    Decimal Number	Select up to 10 decimal points. You can set the minimum and maximum values.
    Currency	When you add a currency field to an entity, a corresponding (Base) A corresponding money attribute for each money attribute in an entity. The (Base) attribute stores the value of the corresponding money attribute in the base currency. field is created also. The (Base) field also has a currency data type. If the entity does not already have a field with a currency data type, two additional fields are created: Currency A lookup field that allows money fields in a record to be associated with a currency.. A lookup data type whose value must be set before you can set the value of a field with a currency data type. Exchange Rate An attribute included with any entity that contains a money attribute. The Exchange Rate attribute may be added to an entity form to display the exchange rate between the selected currency for the record and the base currency for your organization. When it is viewed in the form, this field is read-only.. This has a decimal number data type.
    Multiple Lines of Text	This is a scrolling text box. You can set the maximum number of characters for this field.
    Date and Time	There are two formats: date only, or date and time.
    Lookup	You can create a lookup field using an entity relationship A metadata configuration that allows for a related record to have a lookup field, which lets users link the related record to another record. Any related records can appear in a list that is visible from the record that they have been related to. that has already been created, but not yet used with another lookup field. If you create a lookup field in an entity form, the relationship is automatically generated. A lookup field is created as a relationship field A field that exists in a related entity when a hierarchical relationship exists. When added to the form of the related entity, a lookup control is displayed to allow the record to be related to another record as defined in the relationship..

12. Set Status Reason options

    Many entities Structures used to manage data. Microsoft Dynamics CRM entities include Account, Case, and Activity. have the status reason The description of the status of a record or activity. For example, if a case has a status of Active, the status reason could be Researching or Waiting for Details. The options available are based on what type of record is open and the status of the record. When the status of a record changes, if more than one status reason is possible, a dialog box is displayed to enable the user to select the appropriate status reason. business field A standard Microsoft Dynamics CRM field that can be customized or added to a solution. When part of a solution, a business field might be further customizable, depending on the restrictions placed on it when created., which can be customized. The status reason field is displayed like an option set (picklist) field except that it also contains a reference to the status The state of the record. Most records can be Active or Inactive. Some record types have more possible states. For example, the Case entity uses Active, Resolved, and Canceled. You cannot modify the status values for an entity. field.

    Valid values for status reason are dependant on the status field. You must first select the appropriate status before you can set the status reason options.

13. Select the IME mode for this attribute.
14. Click Save and Close to close the form editor.
15. To publish view customizations for just one entity, in the Navigation Pane, click Entities. Then, on the Actions toolbar, click the Publish button.
16. To publish all customizations you have made to any entities or components, on the Actions toolbar, click the Publish All Customizations button.

    Tip

    To change the name prefix for all new entities and fields, in the Navigation Pane, click Settings, click Administration, click System Settings, click the Customization tab, and then enter the prefix in the Prefix field.Each new entity or field created in Microsoft Dynamics CRM uses a prefix on the name to identify that the entity or field is not a system entity A system entity, while a part of Microsoft Dynamics CRM by default, cannot be customized or added to a solution. System entities do not display in the Customization area. or a system attribute A system field, while part of Microsoft Dynamics CRM by default, cannot be customized or added to a solution. System fields do not display in the Customization area. . The default value is "New_". Using different prefix values provides a method to group customizations by the publisher.