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Business Situation

I have an option set (pick list) field that I want to use on a variety of different entities in CRM. I would like an option set of “Project Type” to be used on a lead, opportunity and then a project. How do I accomplish this with the least amount of effort short term and long term?

crm2011

Solution: Global Option Sets in Dynamics CRM 2011

You now have the ability to use global option sets in Dynamics CRM 2011 to aid in configuring your entity forms. In other words, you can add the same option set one or more times to various entities in Microsoft Dynamics CRM.

Here is how you do it……

In Dynamics CRM 2011 we also have the ability to customize a form from the form itself. So let’s start off by opening a lead record.

1-On the lead record click on the Customize tab and then click on form.

Global Option Sets in Dynamics CRM 2011

2-The lead form editor opens up. In the Field Explorer section on the left, click on New Field.


3-In the new field for lead dialog box, enter in the display name of “Project Type”, field type of “Option Set”, “yes” for use existing option set and then click on the new button.


4-In the new option set dialog box, enter in display name as “Project Type” and a description if you’d like. Then click on the + to add a new option value and enter in your value label in the Label area. Continue to add all your values by clicking on the + sign and entering your labels until all your values are entered. Then click on Save and Close.


5-Back at the New Field for Lead dialog box enter in your default value for the option set. You have the option to choose “unassigned value” as well.


6-Click on Save and Close and the option set will be added to the metadata base. It is now ready to be added to the forms that you want it to be used on – lead, opportunity and project.
7-Drag the “project type” field from the Field Explorer list onto the section of the lead form in which you’d like it located.


8-Click on Save and then Publish.
9-Open up an opportunity record, click on the customization tab and then form.
10-Click on New Field from the field explorer.
11-In the
new field for lead dialog box, enter in the display name of “Project Type”, field type of “Option Set”, “yes” for use existing option set and then choose the global option set “Project Type” that you just created from the option set drop down. Then set your default value for this field for the opportunity form.


12-Click on Save and Close and the option set will be added to the metadata base. It is now ready to be added to the opportunity form.
13-Drag the “project type” field from the Field Explorer list onto the section of the opportunity form in which you’d like it located.
14-Save and publish. Then close.
15-Back on the opportunity form, click on Customize Entity.


Now if you want the project type value to be mapped from the lead to the opportunity when a lead is converted to an opportunity follow these steps…………..

1-Open an opportunity, click on the customize tab and click on customize entity.


2-Click on N:1 Relationships under Opportunity and then click on the Opportunity:Lead option in the right hand list.


3-Click on the Mappings on the left side.


4-Click on NEW
5-Create a Field Mapping from Lead to Opportunity by choosing both fields and click OK, Save and Close and Publish All Customizations.


You will probably want to also map this field from opportunity to project. Repeat above steps to map this field between these 2 entities.

Summary

With Dynamics CRM 2011 we now have the ability to create global option sets that can be used on multiple entities. The field values can then be mapped from one entity to another. When you need to edit the option set, you only need to do it in one central location and all entities containing that field will be updated through the global edit. This new feature in Dynamics CRM 2011 makes the creation and maintenance of option sets more efficient and less prone to error.

Hope this is helpful for someone out there – if you need further assistance please reach out to the MSCRM Experts at PowerObjects.

Happy CRM’ing

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JoeCRM

Joe CRM is a CRM superhero who runs on pure Microsoft Dynamics CRM adrenaline. As the face of PowerObjects, Joe CRM’s mission is to reveal innovative ways to use Dynamics CRM and bring the application to more businesses and organizations around the world.