Microsoft Dynamics® CRM Training

Creating a Custom Entity

Video Details
Welcome to Creating a Custom Entity in Microsoft Dynamics CRM. While CRM contains a variety of default entities, such as Accounts, Contacts, and Opportunities, at times, you may need to create custom entities for information specific to your industry. This video will walk you through how to do that. The example we'll use today will be that we are running a fitness club, hosting sports leagues that vary by sport, age, and gender. For this, we'll create the custom entity, Sports League. To create custom entities, you must have the role of System Administrator or System Customizer, or equivalent privileges. To begin, log in to CRM and click the menu icon. Choose Settings, and click Customizations. On the Customization page that appears, choose Customize the System. In the window that appears, click Entities in the left navigation menu, then click New. The form that appears is where you'll define the custom entity. Enter the desired Display Name, in this case, Sports League, as well as the plural form, Sports Leagues. In the Ownership field, you'll choose either User or Team, or Organization. If you choose User or Team, records can be owned by individuals or teams. If you choose Organization, nobody in particular owns them. An example is that while Contacts can be owned by Users or Teams, Products can be owned by Organizations. For today, we'll choose User or Team. You'll notice that CRM has automatically filled in the Name field, based on the Display Name entered earlier. After saving the entity, this name will never change, even if the Display Name is changed. So, if you wish to modify the Name field, do so prior to saving for the first time. For today's example, we'll leave it as-is. In the Areas that display this entity section, we will check the boxes for the areas we want this entity to appear in. Today, we'll choose Service. In the Options for Entity section, you can choose to make the entity interactive, and in the Process section, you can choose if you'd like Business Process Flows to be created for the entity. The Communication and Collaboration, Data Services, and Outlook & Mobile sections contain additional options for the entity. Keep in mind that the items with a cross symbol next to them should be chosen carefully, as you cannot disable them once they are enabled. After choosing the desired options, click the Primary Field tab. Primary Field is displayed when relationships to the entity are created or displayed, such as in the lookup records dialogue. Click Save and Close. After creating the custom entity, you'll want to set privileges for security roles. By default, when created, only system administrators and system customizers have any privileges to read or change data in records of the custom entity. You'll have to add privileges explicitly to all security roles that require access to this new entity. You can also create a new security role that grants privileges related specifically to the new entity. To learn how to do this, please refer to the Security Roles video within the Success Portal. Next, let's publish customizations. Navigate to Entities, then Sports Leagues in the left navigation menu. Click to select the custom entity, then click Publish. Thanks for watching this video by xRM!

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