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Importing Values into a CRM 2011 Option Set (Pick List)

Post Author: Joe D365 |

Microsoft Dynamics CRM is all about efficiency and automation--however, there are certain tasks related to CRM that can take way too much time. In particular, if you ever had the need to add a large number of options to a CRM 2011 Option Set (aka picklist), you know how time consuming it can be.  Well, JoeCRM is about to make your day! (Please note that this functionality is not available with Global Option Sets in Dynamics CRM.)

In this example, we are going to assume that your CRM 2011 Option Set (OptionSet or PickList) is on the Account Entity. However, this process will work for any entity.

Step 1

-Create an excel file with 2 columns (Option Set, Account Name)

-In the Option Set column, populate the values that you wish to “import” into your CRM Option Set.

- In the Account Name field, populate some unique values that will be easily found in CRM later.

-If you have additional Required Fields on the entity that this Option Set is contained on, you’ll need to add columns for those as well.

 Here is my sample file:

Sample CRM 2011 option set

Step 2  

-Using the Out of Box import utility in CRM, import these as records into the entity you are working with.

-Once you get to the Mapping dialog for your Option Set, you’ll notice that you have the ability to have CRM use the “Source Option Values”.  This will result in those new values being added to the Option Set.

Option Values for CRM 2011 option set

-Once the import is completed, you’ll notice that the new values are now available in the Option Set.

Importing Values into an Option Set with CRM

Step 3

-Lastly, you’ll want to delete those newly created account records and you are done!

Importing Values into an Option Set

If you need to add 10 new values or less, it may be more efficient to do so via the Microsoft Dynamics CRM UI; however, if you have dozens of values to add this may be a better option.

Happy CRM’ing!

Joe CRM
By Joe D365
Joe D365 is a Microsoft Dynamics 365 superhero who runs on pure Dynamics adrenaline. As the face of PowerObjects, Joe D365’s mission is to reveal innovative ways to use Dynamics 365 and bring the application to more businesses and organizations around the world.

6 comments on “Importing Values into a CRM 2011 Option Set (Pick List)”

  1. How can I reorder the option set values in the picklist after they have been created? In the example above they were imported as ABC, but what if I now need to reorder them in the picklist to be CBA?

    1. I tried to do the same. Its a shame that DRm wont allow this for the global Optionset. Is there any workaround for this? I have a list of 112 records which needs to be in optionset

        1. I just noticed this myself. Is there another way to import into Global Option Sets or am I stuck with manually entering all of them in? Great, site, BTW. Your guides have been a big help getting this beast up and workable!

  2. I really appreciate this post, but I just tried this in Dynamics 365 and I don't see the option for 'Source Option Values' when I attempt to do it. Does this no longer work in Dynamics 365?

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