Customization

Tutorial: Configure option set (drop-down) fields

Categorizing records is critical to having meaningful processes and reports. The most common way to categorize records is according to options available in a drop-down list style field, which is called an option set in Microsoft Dynamics CRM Online. This article describes how to create and edit option set fields.

On This Page

Lesson 1: Create a new option set field

Lesson 2: Add a value to an option set

Lesson 3: Edit a value in a option set

Lesson 4: Sort or alphabetize option set values

Lesson 5: Delete a value in an option set

Lesson 6: Set a default value for an option set

Lesson 1: Create a new option set field

Each record type (entity) in Microsoft Dynamics CRM Online contains a number of fields. Before creating a new field, check whether a suitable option set field already exists for your purpose.

  1. In the Navigation Pane, click Settings.
  2. Under Customization, click Customizations.
  3. In the Customization area, click Customize the System.
  4. Under Components, expand Entities, and then expand the entity you want.
  5. Click Fields.
  6. On the toolbar, click New.
  7. In the Display Name box, type a display name. A value will be generated in the Name box based on the Display Name. You can edit the name if you want.
  8. In the Requirement Level box, select one of the following from the drop-down list:
    • No Constraint
    • Business Recommended
    • Business Required
  9. In the Searchable box, select whether to include this new field in the list of fields shown in Advanced Find for this entity and also in the list of fields available when customizing the find columns in the quick find view and the lookup view.
  10. For Field Security, enable or disable the feature for this field. More information: Add or remove security for a field.
  11. For Auditing, enable or disable the feature for this field. More information: Auditing data in Microsoft Dynamics CRM Online.

    Important

    If you enable auditing, be aware that auditing tracks value changes to the field, but does not track enabling or disabling field security for the field.

  12. In the Type drop-down box, select Option Set.
  13. You can choose to Use Existing Option Set:
    • If you select Yes, select the option set you want to use from the Option Set drop-down list. You can also create a new option set. More information: Create a new global option set
    • I you select No, add values for your option set by using the Options box.
  14. When you have finished adding options, click Save and Close.
  15. When you finish editing this, publish it to push the changes to the full organization.

Lesson 2: Add a value to an option set

Tip

If you are adding a value to an option set that has already been in use, be sure to check whether there are any scripts or workflows that are dependent on it. If you include a new option that is not incorporated into the scripts or workflows, you might introduce inconsistent application of the business process.

  1. In the Navigation Pane, click Settings.
  2. Under Customization, click Customizations.
  3. In the Customization area, click Customize the System.
  4. Under Components, expand Entities, and then expand the entity you want.
  5. Click Fields.
  6. Under Type, on the toolbar, click the plus icon.
  7. Enter a Value and a Label:
    • Value is a positive whole number below 2,147,483,646.

      Note

      If this is a system attribute, the value numbering starts at 200,000. Values below 200,000 are reserved.

    • Label is the text you want the option to display.
  8. Click Save and Close.
  9. When you finish editing this, publish it to push the changes to the full organization.

Lesson 3: Edit a value in a option set

Option sets have two parts:

  • The value is a number that is unique for the field and is saved in the database.
  • The label is the text that is displayed to the user that represents the value.

You can change the label without changing the value to make the meaning of the option clearer.

  1. In the Navigation Pane, click Settings.
  2. Under Customization, click Customizations.
  3. In the Customization area, click Customize the System.
  4. Under Components, expand Entities, and then expand the entity you want.
  5. Click Fields.
  6. In the list, double-click to open the field you want to edit.
  7. In the Type section, in the Label box, change to the text you want to use.
  8. Click Save and Close.
  9. When you finish editing this, publish it to push the changes to the full organization.

Lesson 4: Sort or alphabetize option set values

Generally, you want the most frequently used options to be available at the top of an option set. However, you can also sort them alphabetically.

  1. In the Navigation Pane, click Settings.
  2. Under Customization, click Customizations.
  3. In the Customization area, click Customize the System.
  4. Under Components, expand Entities, and then expand the entity you want.
  5. Click Fields.
  6. In the list, double-click to open the field you want to edit.
  7. To position options individually, select the option and click the up or down arrows.
  8. To sort all options alphabetically, select the option and click the A-Z or Z-A icons.
  9. Click Save and Close.
  10. When you finish editing this, publish it to push the changes to the full organization.

Lesson 5: Delete a value in an option set

Important

If any records currently use the option set value you're deleting, the data in the field will be invalid. It will not be possible to locate the record using the option set value as a criteria in Advanced Find.

Before deleting an option set value used by any records, you should locate those records using Advanced Find and bulk edit them so that the field value for the option set uses a different value.

  1. In the Navigation Pane, click Settings.
  2. Under Customization, click Customizations.
  3. In the Customization area, click Customize the System.
  4. Under Components, expand Entities, and then expand the entity you want.
  5. Click Fields.
  6. In the list, double-click to open the field you want to edit.
  7. In the Type box, select the value that you want to delete, and then click Delete.
  8. Click OK at the message to continue.
  9. Click Save and Close.
  10. When you finish editing this, publish it to push the changes to the full organization.

Lesson 6: Set a default value for an option set

A default option is a great time saver when you can assume that a particular value is true the majority of the time. However, if the quality of the data in an option set field is critical to your business process, make the field required and do not set a default option.

  1. In the Navigation Pane, click Settings.
  2. Under Customization, click Customizations.
  3. In the Customization area, click Customize the System.
  4. Under Components, expand Entities, and then expand the entity you want.
  5. Click Fields.
  6. In the list, double-click to open the field you want to edit.
  7. In the Type section, in the Default Value drop-down list, select the value that you want as the default.
  8. Click Save and Close to close the attribute form.
  9. When you finish editing this, publish it to push the changes to the full organization.

Related Links

Applies To:

Microsoft Dynamics CRM Online December 2012 Service Update

(For CRM Online, CRM 2013, and CRM 2015, see CRM Help & Training.)