Create or Edit Entity Attributes

Can I do this task?

After entering new attributes Properties of an entity with a specific data type. Attributes are analogous to columns in a database table. When attributes 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 Online about specific records, such as all information about a contact. Information that users enter in a form is stored in Microsoft Dynamics CRM Online 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. Microsoft Dynamics CRM Online entities include Account, Case, and Activity. so that they are available from the Microsoft Dynamics CRM Online user interface. You may also want to add the new attributes to relevant reports.

1. In the Navigation Pane, click Settings, click Customization, and then click Customize Entities.
2. Open the entity for which you want to create or edit attributes.
3. Under Details, click Attributes.
4. To add a new attribute, on the Actions toolbar, click New, and enter the Display Name. A Name will be generated based on the Display Name.

   - OR -

   To edit an attribute, select the attribute, then on the Actions toolbar, click More Actions, and then click Edit.

5. In Requirement Level, select one of the following:
   • No Constraint The field that represents the attribute will not require data in order to save a record. The field will not appear in the Quick Create form.
   • 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.
6. In Searchable, select whether to include this attribute 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 for records box. and the lookup view The view used when a user clicks a lookup field..
7. For new attributes, select the Type, and then enter required information for the specified type. For existing attributes, you cannot modify the type, but you can modify the settings for the type.

   The following attribute types can be added:

   • nvarchar Text. You must specify the type of text: Text, Text area, E-mail, URL, or Ticker Symbol, and the maximum length. Text attributes are limited to 4000 characters.
   • picklist Drop-down list. You must specify the values to show in the list, and the default value.

     NOTE: You can define the integer value and text label used for each picklist option. If the picklist is a system attribute An attribute that is included in Microsoft Dynamics CRM Online by default. For example, the name attribute in the Account entity is a system attribute., custom integer values must be above 199,999.

   • bit Bit. An attribute with only two possible values. You must specify the two values and the default value.

     NOTE: Configure the bit field format on the form rather than in the attribute definition. In a form, you can select whether the field is displayed as radio buttons, a check box, or a list.

   • int Integer. You must specify the format of the field, and the minimum and maximum values.
   • float Float. A number field that includes decimal places. Decimal places are supported between 0 and 5 digits after the decimal.
   • decimal Decimal. A fixed precision, floating-point value. Decimal places are supported between 0 and 10 digits after the decimal.
   • money Money. You must specify the number of decimal places to display, and the minimum and maximum values. Decimal places are supported between 0 and 4 digits after the decimal.

     NOTE: When you add a money attribute 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. attribute is also created.

     If the entity does not already have a money attribute, two additional attributes are created:

     • Currency A lookup field that allows money fields in a record to be associated with a currency.

       A Currency field must be included in the entity form when you add a money attribute to the form. The currency value must be set before you can set the value of a money field.

     • 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.
   • ntext Memo. You must specify the maximum length. Attributes of the ntext type are limited to 100,000 characters.
   • datetime Date and time. You must specify the date format to use.

   NOTE: You cannot add a lookup attribute An attribute used to create a reference to a related record. Also known as a relationship attribute. using this form. Lookup attributes are added by creating 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.. The lookup attribute will be created as a relationship attribute An attribute 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..

8. Set Status Reason options

   Many entities 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. system attribute that may be customized. The status reason attribute is displayed like a picklist attribute 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. attribute.

   Valid values for Status Reason are dependant on the Status (state) attribute. You must first select the appropriate status before you can set the Status Reason options.

   NOTE: Status Reason is not customizable for activities integrated with Microsoft Office Outlook: Task, E-mail and Appointment.

9. Select the IME mode for this attribute.

   An Input Method Editor (IME) lets you to enter and edit Chinese, Japanese, and Korean characters. These Asian writing systems have more characters than can be encoded for a regular keyboard. The IMEs for these languages use sequences of base characters that describe an individual character or group of characters to enter a larger set of characters. Base characters can be component letters from Hangul syllables, phonetic components for Japanese kanji characters, or various combinations for Chinese characters. You can use the IME mode option to quickly enter these characters and symbols into text boxes, avoiding the manual switch to IME mode that would otherwise be required.

   Input Method Editors have two principle states, inactive and active. The inactive mode behaves like a regular keyboard and uses a limited set of characters. The active mode accepts Chinese, Japanese, or Korean characters.

   The following IME modes are available:

   • auto (default)

     The IME mode is not affected with this choice.

   • active

     All characters are entered in the IME mode, but you can still deactivate it. For name-related fields and addresses, the default is active for detailed forms.

   • inactive

     All characters are entered without using the IME mode, but you can still activate it. For datetime type fields, the default is inactive for detailed forms.

   • disabled

     The IME mode is disabled, and you cannot activate it. For number type fields (money, int, float), the default is inactive for detailed forms.

10. Click Save and Close to close the Attribute form.
11. When your customizations are complete, publish your customizations:
    • To publish customizations for the entity your are currently editing, on the Actions menu, select Publish.
    • To publish customizations for all entities at once, open the Customize Entities list. On the More Actions menu, click Publish All Customizations.
    • To publish customizations for specific entities at once, open the Customize Entities list and select the entities you want to publish. On the Actions toolbar, click Publish.

Tips

Important

Any time you change user interface elements or implement form scripts for an entity you must publish changes to apply them. Any customizations that change the data schema of Microsoft Dynamics CRM Online such as custom entities, relationships, or attributes are applied immediately.

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