Microsoft Dynamics® CRM Training
Save Behavior of the Tab Control
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In Microsoft Dynamics CRM, new flow forms have been introduced to the Account, Case, Contact, Lead, and Opportunity entities. A feature of these forms is the Tab Control, which gives Users quick-and-easy access to Posts, Activities, and Notes related to the record. The Tab Control, while easy to use, has certain rules for saving Activities, which is what we’ll focus on in this lesson.
The save behavior of the Tab Control is dictated by the “mode” of the record. There are two modes: Create and Edit. Create mode is the state of a new record that has not yet been saved for the first time. For example, if I create a new Opportunity record, the record is in Create mode until I give it a title and click Create. Edit mode is simply an open record that has already been created and saved.
To demonstrate this save behavior, I start with an open Opportunity record. This is Edit mode. If I create an Activity, say a Phone Call for example, and click the OK button, the task is created, saved, and associated with the Opportunity as a child record. The Opportunity and Phone Call records are automatically saved when I close the form.
Now, if I create a new Opportunity, I start with a blank slate. This is Create mode. The only populated field is Owner. Even though this not yet a created and saved record, I am already the Owner of it. This is important, because it directly impacts the save behavior of the Tab Control.
As you can see, the Tab Control is still available in Create mode. In Dynamics CRM, the User is not required to save the parent record before creating related Activities; therefore, I can click Add Task to create a new Task without ever saving the Opportunity record. If I then close the form, I can still view the Activity record by navigating to Workplace > My Work > Activities. This is possible because I was the owner of the unsaved record, so the Activity was related to me even though it has no parent record. This is confirmed by the presence of a blank Regarding field, meaning there is no parent record. This logic applies to Phone Calls as well.
I will go back to the Create mode for an Opportunity record to create a new Phone Call activity. I must indicate who the receiver of this call is in the Call With field. When I create the call, and then close the form without saving, just as I did before, a Phone Call activity will still be created, with the Sender and Recipient fields populated. However, the Regarding field will remain blank since no parent record was created. As you can see, the call was successfully related to the recipient Contact.
If you create an Activity in Create Mode, and then proceed to save the record, the Activity will automatically be related to the new parent record. For example, had I saved the new Opportunity before closing the form, the call with Yvonne McKay would automatically be related to it, even though the Activity was created before the Opportunity record was saved.
In Create mode for the Case entity, I can create Activities without a parent record as well. However, if I then identify another Case in the Find Case field, the Activity I just created in the Tab Control will not be correlated with the identified Case. If this happens, Dynamics CRM will present the User with a warning message explaining that the saved Activities will not be associated with the selected Case.
Since it is possible to create related Activities and Notes in the Tab Control before the record is saved and created, it is possible to create unrelated Activity records if the User never creates the parent record. Consequently, it is important to remember to go back and link unrelated Activities to parent records that are made in Create mode.
For more tips, tricks, and tutorials, please refer to the Success Portal or our xRM.com blog.