Role-based forms are a great way to simplify CRM for users by showing them only what they need to see for their job role. But be careful! There are pros and cons to using role-based forms in Dynamics CRM. The use of role-based forms can cause issues when merging records. Some fields may contain data but the Merge functionality only shows the fields that the user sees on their role-based form (or, if they have access to multiple forms, the last used role-based form).

Luckily this is easy to remedy.

We'll discuss how to keep fields hidden from the user on the form, but ensure they are displayed in the Merge functionality.

• If you are using the role-based form capability of Dynamics CRM 2011, then you need to be sure ALL fields are on ALL "Main" forms.
• If you are using multiple role-based forms in Dynamics CRM 2013, the same also applies but you should to be selective about the fields on the Quick Create form.

With those things in mind, let's get started!

First, are you on Dynamics CRM 2011 or Dynamics CRM 2013? (Click and you'll jump down to the instructions you need.)

Dynamics CRM 2011

1. Navigate to the most restrictive form. For this example, we're going to say that that's the ".Marketing" version of the form.
   
2. Create a new tab, toward the bottom of the form, naming it appropriately such as "Additional Fields".
   
3. Double click on the tab you just created and un-check the Visible by default option.
   
4. Put all the other fields / sections from your other form versions into that hidden tab.
   
5. Repeat for the other form versions.
   
6. Have a specific field that you need to show if it meets certain conditions? In Dynamics CRM 2011, this is done via JavaScript.Below is an example of how to do this, since your business requirements dictate what is revealed or hidden and when as well as when / if fields are read-only.
   1. In a visible section, hide the specific field (for example, "Account Number") by double-clicking on it and editing the Field Properties. If the field needs to be read-only, you can do that as well.
      
   2. Create a Web Resource and write your function to hide the field when empty but reveal it when it contains data. (Don't know how? Give us a call!)
   3. Put your function in the Form OnLoad event manager of the ".Marketing" form.
   4. Now the field only shows on the form when they need to see it AND it shows up in the Merge functionality!
      

Dynamics CRM 2013

1. Navigate to the most restrictive form. For this example, we're going to say that that's the ".Marketing" version of the form.
   Create a new tab, toward the bottom of the form, naming it appropriately such as "Additional Fields".
   
2. Double click on the tab you just created and un-check the Visible by default option.
   
3. Put all the other fields / sections from your other form versions into that hidden tab.
   
4. Repeat for the other form versions.
   
5. Have a specific field that you need to show if it meets certain conditions? In Dynamics CRM 2013 you can use Portable Business Logic; no tricky code needed!Below is an example of how to do this, since your business requirements dictate what is revealed or hidden and when as well as when / if fields are read-only.
   1. In a visible section, hide the specific field (for example, "Account Number") by double-clicking on it and editing the Field Properties. If the field needs to be read-only, you can do that as well.
   2. Go to the Account entity's Business Rules area.
      
   3. Click New.
   4. Change the Scope to the ".Marketing" form.
      
      NOTE: By changing the Scope for "All Forms" to ".Marketing" this Business Rule will not work on the Account Quick Create form. (This should be okay though because we probably don't know the Account Number for a brand new, never-done-business-with-them-before Account.)
   5. Set your Condition and Action.
      
   6. WAIT! You aren't done. J Do a quick Save As to make a copy of the Business Rule and write the opposite Condition and Action.
      
   7. Now the field only shows on the form when they need to see it AND it shows up in the Merge functionality!
      

Now that we've shown you how to add fields to the form and hide them, the merge functionality should work perfectly. For more information on forms check out our blogs and all their functionality. Happy CRM'ing!