Microsoft Dynamics® CRM Training
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Role based forms is one of the signature features of Microsoft Dynamics CRM. Creating multiple forms for a single entity designated for different Security Roles is quite useful. But what good is this feature if Users don’t know which form to choose? And how do we avoid the tedious practice of creating all new forms from scratch?
First of all, let me clarify that there technically is no form template in Dynamics CRM. This doesn’t mean that you can’t create a new form based on an existing one though.
This tip is actually quite simple, but easily overlooked. Let’s say that I want to create a new form for the Contact entity. It will be designed for my service Users, but I want it to be similar to an already existing form. Thankfully, I don’t have to start from scratch. Navigate to Settings > Customization > Customizations and click Customize the System.
I want to drill down into the entity in question, which is the Contact entity in this example. Now, I click Forms. I see a list of current form for this entity. Let’s say that I want it to be based off of the form labeled “Contact”. Many Users when creating a new form go straight to the toolbar and click New. But there is a way to work from an existing form, just like a template.
Since the new form that I’m creating will resemble this “Contact” form, I’ll open it. When it opens, the first thing I’ll do is click Save As.
A Save As dialog opens where I can give this form a new name and a description. Once I click OK, the dialog closes and I’m now working with a new form that resembles the existing one. Once I’m done making the necessary changes and have assigned Security Roles, I can save and publish the form.
Let’s quickly go back to the All Forms View in the Default Solution window. Remember when I mentioned that role based forms can be useless if Users don’t know which form to use? What I meant was that often times Users can have access to multiple forms but don’t know which one to choose. The best way they can differentiate between them is logical naming. If when creating new forms, you simply click New in the toolbar and then save the form, it will be automatically named “New Form”. This does not convey the intended purpose of the form to Users.
One last tip: if you want to create a form based on the new form experience, start with the form with the same name as the entity. It will also indicate that it is the updated form in the Description column. This applies to the Account, Case, Contact, Lead, and Opportunity entities. If you want the classic form experience, begin with the “Information” form.
For more tips, tricks, and tutorial, please refer to the Success Portal and blog.xrm.com.