Dataverse

Question 1

Types of entity owners

Answer 1

1) User or Team owned

2) Organization owned

Question 2

Import Data

Answer 2

• can import from Microsoft Excel or CSV files
• Every entity has required fields that must exist in your input file
• When you add data to a template file, you must make sure the data is unique.
• You can use either
  1) primary keys or
  2) alternate keys.
• Get Data
• you cannot set a lookup value when importing data from Excel, this must be done from Power Apps.

Question 3

Export Data

Answer 3

If you export data from more than one entity, each entity is exported into its own Microsoft CSV file

Question 4

Deletion of Standard field / Standard Entity?

Answer 4

You can add any combination of fields to a custom or standard entity to meet your needs, but you can’t delete a standard field from a standard entity.

Question 5

Field Types

Answer 5

Text
1)Text
2) Text Area - more than 4000 chars then use Multiline Text
3) Autonumber 
4)Email
5) URL
6) Ticker Symbol
7) Phone
Whole Number
8) Whole Number
9) Duration
10) Timezone
11) Language
Date Time
12) Date and Time
13) Date Only 

12) Currency
13) Decimal Number - upto 10 points of precision
14) Floating Point Number - upto 5 points of precision
15) Image - EntityImage field name
16) Multi Select Option Set / Choices
17) Option Set / Choice
18) Two Options / Yes/No
19) Customer
20) Multiline Text - max 1,048,576
21) Lookup
22) File

Question 6

Decimal or Floating

Answer 6

1) Decimal stores exactly as specified whereas Floating point numbers store an extremely close approximation of the value.
2) Different system performance therefore close approximation instead of exact value.
3) Decimals -
a) when you need to provide reports that require very accurate calculations
b) use queries that look for values that are eq or ne to another value.
4) Floating -
a) to store data that represents fractions or values
b) query comparing to another value using greater than or less than operators.

Question 7

Currency Columns

Answer 7

1) When you add currency to a table that has no currency columns, two additional columns are added.
a) Currency - Lookup column - set to any active currency configured for your organization.
(Settings->Business Management-> Currencies)
Individuals can also change their personal options to select a default currency for the rows they create.
b) Exchange Rate - decimal column - provides the exchange rate for the selected currency associated with the table with respect to base currency. If added to the form, can see the value but can’t edit it .
2) For each currency column, another currency column is added with suffix _Base on the name. - stores the value of the currency column you added calculated in the base currency. Cant be edited if added to the form.

Question 8

Precision value for currency column

Answer 8

1) Pricing Decimal Precision - organization precision in Settings-> Administration -> System Settings -> General Tab
2) Currency Precision - applies the precision defined for the currency in the row.
3) Specific precision values - allow for defining a specific set precision using values between 0 and 4.

Question 9

Types of lookup

Answer 9

1) Simple - single reference to a specific table.
2) Customer - allows for single reference to either an account or contact row.
3) Owner - Allows for a single reference to either a team or user row.
4) PartyList - Allows multiple references to multiple tables.eg Email table To and Cc columns. or in Phone and Appointment Tables.
5) Regarding - Allows for single reference to multiple tables. Regarding column in Activities.

Question 10

Image Columns

Answer 10

1) Only one per entity
2) Can add to custom table but not on standard table.
3) To display that image in model-driven app, you need to enable 2 settings.
a) Standard table definition Primary Image property value must be set to Default Image.
b)The table form where the image is to be displayed must have the Show image in the form property enabled.
3) Images must be less than 10 MB
4) formats -
jpg
jpeg
gif
tif
tiff
bmp
png
144 pixels by 144 pixels

Question 11

Primary Name

Answer 11

• always created by CDS when a new custom entity is created.
• can only have 1 per entity.
• first field that is listed and available so you have a way to identify a record in the new custom entity
• text or an auto-generated whole number
• different from Primary Key - GUID.
• can change the name of the field to make it friendlier for business users.
• If u want to make primary field unique, make a key and assign Primary Name field to the new key.

Question 12

Rollup field

Answer 12

1) Max 100 for each org
2) Max 10 for each entity
3) can’t trigger workflows

Question 13

Searchable fields

Answer 13

can only have 5 searchable fields per entity.

Question 14

Auto Numbering field

Answer 14

1) Can activate auto number functionality in an existing text field by opening the field and selecting Autonumber in the data type dropdown.
2) Can disable autonumber functionality anytime by opening the field and selecting text as the type in the Data type drop-down list.
Options available
1) String prefixed number - Contoso-1000
2) Date prefixed number - date portion of the record will reflect the current date and time at which the record was created in UTC time. eg 2019-26-02-1000
3) Custom - customize desired format

• Autonumber fields have default seed value of 1000 but you can set a custom seed value as well.

Question 15

Alternate Key

Answer 15

1 ) more meaningful way as it is familiar to user than GUID/Primary field

2) helpful if integrating your data with external system
3) improves search and filtering on the particular field as alternate key fields are always indexed.
4) Only upto 5 alternate keys for each entity.
5) If you have duplicated data in a field that is used by the key in multiple records, then they key will not be created.
6) A key can be made up of 1 or more fields. If you select multiple fields, then the key is called compound key.

Question 16

Built-in environment roles

Answer 16

1) System administrator

2) Environment Maker. - user is automatically associated to this role when they are added to the environment.

Question 17

System Administrator Role

Answer 17

The System Administrator role can perform all administrative actions on an environment, including the following tasks:

1) Add or remove a user or group from either the Environment Admin or Environment Maker role.
2) Provision a Common Data Service database for the environment.
3) View and manage all resources that are created within an environment.
4) Set data loss prevention policies.

Question 18

Environment Maker Role

Answer 18

The Environment Maker role can create resources within an environment such as apps, connections, custom connectors, gateways, apps that use Power Apps, and flows that use Power Automate.
Environment Makers can distribute the apps that they build in an environment to other users within an organization by sharing the app with individual users, security groups, or to all users in the organization.

Users or groups that are assigned to these environment roles are not automatically given access to the environment’s database (if it exists) and must be given access separately by a Database owner.

Whenever a new user signs up for Power Apps, they are automatically added to the Maker role of the DEFAULT environment.

Question 19

When a user is added to an environment, they are assigned following roles by default.

Answer 19

1) Common Data Service User / Dataverse user (this role is created when you instantiate an instance of a Common Data Service database and all users in the environment are assigned this role)
2) Environment Maker

Question 20

When can a user be added to an environment

Answer 20

User access requirements

1) Enabled in Azure Active Directory
2) Has an active license
3) Member of the environment’s security group

Question 21

Types of Security Roles

Answer 21

1) Standard - created with every CDS instance.

2) Custom - created by administrator

Question 22

Examples of Security Roles Standard

Answer 22

1) System customizer -Create (self), Read (self), Write (self), Delete (self), Customizations
2) CDS User - Read, Create (self), Write (self), Delete (self)
3) Delegate - Act on behalf of another user - This role is typically used with another security role to provide access to records.

Question 23

Record level privileges for Security Role

Answer 23

CRWDAATAS

1) Create
2) Read
3) Write
4) Delete
5) Append - Required to associate a row with the current row. For example, if a user has Append rights on a note, the user can add a note to an opportunity.
6) Append To -Required to associate the current row with another row. For example, a note can be attached to an opportunity if the user has Append To rights on the Opportunity
7) Assign -Required to give ownership of a record to another user
8) Share -Required to give another user access to a record while keeping your own access

Question 24

Scope of privileges associated to security role

Answer 24

1) None
2) User
3) Business Unit
4) Parent:Child Business Unit
5) Organization

Question 25

The Common Data Service User Role

Answer 25

The Common Data Service User role must be assigned to any user who wants to use your app or access Common Data Service.

Question 26

Types of Testing

Answer 26

1) Unit Testing
2) QA Testing
3) Load / Performance Testing
4) Integration Testing
5) User Acceptance Testing

Question 27

Quick Search

Answer 27

Which fields are searched is defined by the Find Columns settings in the system Quick View.

Question 28

Business data within Dataverse

Answer 28

Dynamics 365 Finance, Dynamic 365 Supply Chain Management, and Dynamics 365 Retail currently require the configuration of the Data Integrator to make your business data available within Dataverse.

Question 29

Note

Answer 29

Environment Maker and Environment Admin are the only predefined roles for environments that have no Dataverse database

Question 30

When a user is added to an environment in Dataverse, the user is automatically assigned to what roles?

Answer 30

Security user roles - Basic User

Environment roles - Environment Maker

Question 31

Power Platform Admin center

Answer 31

A second administration portal that shows usage data is available in the Power Platform Admin Portal called the Power Platform Administration center, which includes analytics such as storage, usage, and settings for mail gateways.

Question 32

You can extend the storage in each instance of Dataverse database

Answer 32

Upto 4 TB per instance.

Question 33

Number of Dataverse instance per environment

Answer 33

0 or only 1.
Each environment is created under a Microsoft Azure Active Directory (Azure AD) tenant, and its resources can only be accessed by users within that tenant.

Question 34

Create Custom Table

Answer 34

1) Display Name
2) Plural Display Name - name of the table in dataverse WebAPI and is used when you are interacting with this table from Power Automate or Power Apps.
3) Name
4) Primary Display Name - used in lookup columns.
5) Name (Primary Col)
6) Enable Attachments (including notes and files)
7) Table type (standard/Activity)
8) Ownership (User or Team/Organization)
9) Collaboration -
Cannot be turned off once turned on
a) Allow Feedback
b) Enable for Activities
c) Enable connections
d) Send email to table
e) Enable queues
Can be turned off
a) Support Mail Merge
b) Enable SharePoint Document management
c) Auto create access teams

10 ) Enable quick create forms

11) Change tracking
12) Duplicate detection
13) Enable for mobile offline
14) Enable for D365 outlook offline capabilities

Question 35

Create Column

Answer 35

1) Display Name
2) Data Type
3) Required
4) Searchable (for Advanced Find)
5) Calculated or Rollup
6) Description
7) Max Length/Min or Max value (depending on datatype)
8) click Done

Question 36

Types of Environment

Answer 36

1) Sandbox - for dev/test and flows that might need to be reset without recreating the entire environment.
2) Production - stable workflows where you have predictable usage.
3) Trial - expire in 30 days - for evaluating technologies.

Question 37

Advanced Relationship behavior

Answer 37

1) Referential - Restrict Delete , Remove Link
2) Parent
3) Custom
Delete, Assign, Share, Unshare, Reparent (DASUR)
Options are Cascade All, Cascade Active, Cascade None, Cascade User Owned

Question 38

Field level security

Answer 38

1) available for default fields for most out of box entities, custom fields, and custom fields on custom entities.
2) Managed by security profiles.

1) Enable field security on Field for the given entity.
2) Associate one or more security profile or create one to grant appropriate access to user or team.

Question 39

Security Profile determines

Answer 39

Settings -> Security ->Field Security Profiles
1) Permission to secure field
2) Users and Teams
Following permissions (RCU)
1) Allow Read (Y/N)
2) Allow Create ( Y/N)
3) Allow Update (Y/N)
Unless one or more security profiles are assigned to a security enabled field, only users with the system administrator security role will have access to the field.

The field value displays Lock icon **, indicating that the field is secured.

Question 40

Which fields cannot be set for field level security.

Answer 40

Below are a few examples of attributes that can’t be enabled for field security.

ownerid, processid, stageid, accountid, contactid
createdby, modifiedby, OwningTeam, OwningUser
createdon, EntityImage_Timestamp, modifiedon, OnHoldTime, overriddencreatedon
statecode, statuscode

Question 41

Best practices for field security

Answer 41

1) Calculated field that includes field that is secured, data can be displayed in the calculated field to users that donot have permission. Both, calculated field and original field should be secured.
2) Some data, such as addresses, are made up of multiple fields. Therefore, to completely secure data that includes multiple fields, such as addresses, you must secure and configure the appropriate field security profiles on multiple fields for the entity. For example, to completely secure addresses for an entity, secure all relevant address fields, such as address_line1, address_line2, address_line3, address1_city, address1_composite, and so on

Question 42

Characteristics of Activity Table

Answer 42

They have time dimensions (start time, stop time, due date, and duration) that help define when the action occurred or will occur.

They have data (like a subject and description) that helps define the action that the activity represents.

They can be opened, canceled, or completed. Several sub-status values will be associated with the Completed status of an activity to clarify how the activity was completed.

Activity tables can be owned only by a user or team. They can’t be owned by an organization.

The Primary column is set to Subject.

Question 43

N:N Relationship Table

Answer 43

With N:N relationships a special hidden table is created called a Relationship (or intersect) table.
This table has a N:1 relationship with each of the related tables and only stores the necessary values to define the relationship.
You can’t add custom columns to a relationship table, and the primary use of the intersect table is to link rows for the reporting purposes.

Question 44

Duplicate Detection

Answer 44

1) aren’t detected when a user merges two rows, activates or deactivates a row, or saves a completed activity.
2) If the duplicate detection rule contains only one condition, blank values are ignored during the duplicate detection job.
3) The out of the box duplicate detection functionality is very literal and not strict enough for all environments.
4) In some implementations, it is necessary to bring in a third-party solution or custom developer logic for managing duplicates.

Question 45

Import Data

Answer 45

Get Data available to System Administrator and System customizer. This is not available to Power Apps community plan licensed users.
If you have lookup columns on the table that point to related data, you can resolve those by providing the GUID for an existing row.
You can also use an alternate key on the related row if one has been created. Ultimately alternate keys allow more natural business data to be used to map the related row.
For example, if you were to set the currency ID on a row instead of using the GUID you could use USD or EUR assuming the currency table had an alternate key on the currency code.
The import would use the USD/EUR currency code to lookup the GUID for you and establish the link between the row being imported in the currency

Question 46

Export Data

Answer 46

1) To use Export to Excel a user must have access to a model driven app that includes the table and have the appropriate permissions to read rows.
2) The user must also have the Export to Excel privilege enabled on one of their assigned Dataverse security roles.
3) The export to Excel allows working with up to 100,000 rows of data by default.
4) The default value can be increased by updating the maxrowsforexporttoexcel organization table setting. Increasing this value too much can cause timeouts to occur.

Question 47

Methods to Import Data

Answer 47

1) Get Data From make.powerapps.com using excel - quick one time imports of data into the Dataverse.
eg to import reference data or test data
2) Import data wizard accessed from Power Apps model driven app on the command bar of table row list.
If you are going to import same data multiple times you can save the mappings as data map and quickly leverage it the next time you are importing the same data.
To monitor progress - click gear icon in upper-right hand corner and select advanced settings. Settings->Data management ->Imports
Your source data should not be larger than 8 MB which is the current limit for the import file size.
3) Dataflows from Power apps portals allows to transform and load data to Dataverse environment or Azure Data Lake Storage Gen2.
After selecting the data source, you can use the Power Query experience to transform the data and map it to Dataverse tables.
Advanced users can directly edit a dataflow’s M-language to fully customize dataflows
After transformations are completed you can set the target table. This gives you the option to select an existing table or to create a new one as a result of the import
Dataflows by default are set to refresh manually allowing you to decide when you want to have it refresh the data. You can also configure the data flow to automatically refresh on a schedule. This makes it a good option for data that has to be kept current with another service/system.
Dataflows are a solution component and can be added into your custom solution for transport between Dataverse environments. This allows them to participate in your application lifecycle management process
4) Data Integrator - point to point integration service .
For admins and is accessed via Power Platform Admin Center.
5) Third party tools and custom code

Question 48

Methods of Export Data

Answer 48

1) Export data from maker portal
It is available to anyone that has a System Customizer or System Administrator role in an environment with Dataverse provisioned. This feature is not currently available to Power Apps community plan licensed users.
When you click the Export data button you will see a list of tables to select. You can select one or multiple of them to be exported.
This export option is good when you want to quickly export all the rows and all the columns for an table
2) Export to Excel from Power Apps model driven application on the command bar of the table row list.
Export to excel privilege as part of the user’s security
2.1) Open in Excel online - opens the row from the view in Excel online to allow editing. The user can chose to save rows which will cause them to re-import in background.
2.2) Static Worksheet - offers snapshot at a point in time when export is completed.
Columns in the view using same column order, sorting and column width , 50 rows by default , can be extended to 250
* good if you are sending file to someone who is not user of Dataverse environment and wont require license or access.
2.3) Dynamic Worksheet - pulls down current snapshot but allows user to refresh the data and get the latest data from Dataverse.
*available for only certain row types.
* Allows to choose the columns you need in the Select columns dialog.
*Click Enable content and can then click “Refresh All” to bring latest data down.
*best for users who have access to the environment.
* If sent to who doesnt have access , then it works as static worksheet
*Consider when the data changes frequently and you want to perform analysis on it.
3) Export to datalake.- is a pipeline to continuously export data from Dataverse to Azure Data Lake Storage Gen2.
The Export to Data Lake service supports initial and incremental writes for table data and metadata. Any data or metadata changes in Dataverse are automatically pushed to the data lake without any additional action. Changes are pushed to the destination without you needing to set up refresh intervals. Standard and custom tables can be exported. The table must have the change tracking table attribute in Dataverse enabled.
Export to data lake is started from the Power Apps maker portal. You must first pre-create your Azure Blob storage with the hierarchal feature enabled. This must be created in the same region your Dataverse environment is in. From the portal you can link to the storage account and select tables to export.
If you want to transport the export to data lake configuration between environments, you can install the Export to Data Lake core solution from AppSource. Once installed, you can use Dataverse Solution Add Existing on your own solution to add the Export to Data Lake config. This allows the config to participate in your ALM process and would allow you to use the solution to move the configuration from dev, test to production.
4) User Power Automate
5) Use third-party tools and custom code.

Question 49

Document Templates

Answer 49

• Users of model-driven apps can utilize document templates for sharing data with additional stakeholders.
• solely intended for consuming the information, not for editing data rows in Dataverse.
• Word template target a row
• Excel template targets a view or a collection of rows.
• can be viewed and uploaded to Power Platform admin center , settings area.

Question 50

Permissions for templates

Answer 50

1) Privileges for organizational document templates can be granted as organizational or none.
2) By default, organizational Word templates are visible to all security roles, however access can be limited to specific security roles
3) Privileges for personal document templates can be given at a user or organization level or none.
4) Personal templates can be shared with specific users or teams by the owner of the template.

Question 51

Considerations while using Word templates

Answer 51

For performance reasons templates are limited to 100 related rows for each relationship. For example, an account template that lists related contacts would be limited to 100 contacts, even if more related contacts exist in the system.

If you have frequent accidental edits that cause Word to freeze or degrade its performance, turn off the autocorrect options.

Lists of rows created from a custom template may not appear in the same order in Word documents as the order in the apps. Rows are listed in the order of the time and date they were created.

Word templates are not solution aware and cannot be migrated to other environments. Templates downloaded from one instance can only be used within that instance. Instance to instance migration for Word templates isn’t currently supported.

Question 52

Excel Templates

Answer 52

• first select an table and a view
• Organizational templates must use system views
• personal templates may use system views or personal views
• Organizational templates are uploaded in the settings area under templates
• Personal templates are uploaded in the table area where the related view can be found under the excel template node in the navigation.

Question 53

Considerations while using Excel templates

Answer 53

Excel templates are not solution aware and cannot be migrated to other environments. Templates downloaded from one instance can only be used within that instance. Instance to instance migration for Excel templates isn’t currently supported.

Unlike Word templates, which are generated from a specific row, Excel templates are only generated from views. You may have to remind users to go to a view to access Excel templates from the menu as this may not be intuitive to them.

By default, pivot chart data is not refreshed automatically. To enable automatic refresh, right click on the pivot chart, select pivot chart options and then on the data tab select the option to refresh the data when opening the file.

Question 54

Security Roles

Answer 54

1) Dataverse Security role is assigned to a BU
2) Every User can be assigned to one and only one BU
3) You can assign a team to only 1 BU.
4) But, team can consist of users from different BU . Consider using a team if you have a situation where users from different business units need to work together on a shared set of rows.
5) Each BU in the environment contains a default owner team. Users assigned to a BU are automatically included in the “default” team.
6) These Default teams do not have any security role assigned
7) Security roles created in parent business units are inherited to their child business units. Within the child business units, these are referred to as inherited roles and cannot be modified or deleted.

Question 55

Root BU

Answer 55

1) The root business unit is automatically created when you provision a Dataverse database.
2) You cannot change the name of the root business unit once it has been created by the system when Dataverse database is provisioned.
3) Name is based on the name of your Dataverse environment.
4) Because it is the top-most business unit in the organizational hierarchy, it cannot be assigned a parent business unit.
5) Root business units cannot be deleted or disabled.
6) Solutions can only contain security roles contained in the root business unit.

Question 56

Child BU

Answer 56

1) A child business unit can be deleted but must first be disabled.
2) Name of a child business unit can be changed.
3) Disabling a business unit disables all child business units below it. All users assigned to a disabled business unit will no longer be able to log into the application.

Question 57

Reorganizing BU

Answer 57

Reorganizing a business unit is a matter of changing a business unit’s parent. When you reassign a business unit to a new parent, the tree hierarchy is maintained.

Reparenting a business unit is performed via the Change Parent Business option found under the Actions menu of the business unit row.

Question 58

Team Types

Answer 58

1) Access Teams

2) Owner Teams

Question 59

Owner Team

Answer 59

(1) Owner team can be converted to access teams but access team cannot be converted to owner team.
If an owner team doesn’t own rows and doesn’t have security roles assigned to the team, it can be converted to an access team. It is a one-way conversion. You can’t convert the access team back to the owner team. During conversion, all queues and mailboxes associated with the team are deleted.
(2) Owner teams can be assigned security roles and rows. Members of the team receive the security privileges of the team and interact with team-owned rows as if they were owned by the user.

Question 60

Access Team

Answer 60

1) Access teams do not own rows and do not have security roles assigned to the teams.
2) They provide flexibility to the users for creating ad-hoc security on a specific row as needed.
3) Because access teams do not have security roles assigned to them, they do not grant any additional permissions to what team members already have. As a result, a user must have sufficient privileges to join an access team. For example, if the access team has the Delete access right on an account, the user must have the Delete privilege on the Account table to join the team.
4) You can create an access team manually by choosing the team type Access or use Team Templates to let the system create and manage an access team for you.

Question 61

When to use Owner team and when to use Access Team

Answer 61

When to use owner teams

1) There is a business requirement for the rows to be owned by a group of users.
2) The number of teams is known at the design time of your app.

When to use access teams

1) Clear criteria for defining the teams, such as established territory, business division, or product, are not provided.
2) The number of teams is not known at the design time of your app.
3) The team members require different access rights on the rows. You can share a row with several access teams, each team providing different access rights on the row.
4) A unique set of users requires access to a single row without having an ownership of the row.

Question 62

Hierarchy Security

Answer 62

1) Manager - manager must be within same BU as subordinate or in the parent BU of the subordinate’s BU to have access to the subordinate’s data. eg Financial organization.
* manager’s and the subordinate’s relationship is established by using the Manager column on the user table.
2) Position - allows data access across BUs. For eg Customer service organization.
* With the position hierarchy security, various job positions in the organization can be defined and arranged in the hierarchy using the Position table. You can then add users to any given position using the Position lookup column on the user row.

Note - The manager/higher position can have the full access to the subordinate’s data for the direct reports. For non-direct reports, a manager/higher position can only have the read-only access to their data.

Access Rights
In both hierarchy models, a user higher in the hierarchy must have at least the user level Read privilege on a table, to see the subordinates’ data. For example, if a manager doesn’t have the Read access to the Case table, the manager won’t be able to see the cases that their subordinates have access to.

Question 63

Performance Consideration for Hierarchy

Answer 63

1) Keep the effective hierarchy security to 50 users or less under any given manager/position counting all the subordinate rows. If your hierarchy has more than 50 users, use the Depth setting to reduce the number of levels and to keep the effective number of users under a manager/position to 50 users or less.
2) Use hierarchy security models in conjunction with other existing security models for more complex scenarios. Avoid creating a large number of business units, instead, create fewer business units and add hierarchy security.

Question 64

Different levels of security in dataverse

Answer 64

1) Users are authenticated by Azure Active Directory (Azure AD).
2) Licensing is the first control-gate to allowing access to Power Apps components.
3) Ability to create applications and flows is controlled by security roles in the context of environments.
4) A user’s ability to see and use apps is controlled by sharing the application with the user. Sharing of canvas apps is done directly with a user or Azure AD group but is still subject to Dataverse security roles. Sharing of model-driven apps is done via Dataverse security roles.
5) Environments act as security boundaries allowing different security needs to be implemented in each environment.
6) Flows and Canvas apps use connectors, the specific connections credentials and associated service entitlements determine permissions when apps use the connectors.
7) Environments with Dataverse add support for more advanced security models that are specific to controlling access to data and services in the Dataverse environment.

Question 65

Bulk Delete

Answer 65

Settings ->Data Management
It deletes only
* records that exist when this job starts, and
* that you have permission to delete, will be deleted.

Question 66

Free up storage in Dataverse

Answer 66

File
Method 3: Remove email attachments using Advanced Find
Method 4: Remove email messages with attachments using a bulk deletion job
Method 5: Remove notes with attachments using Advanced Find
Method 6: Remove notes with attachments using a bulk deletion job

Log
Method 10: Delete audit logs
Delete plug-in trace logs using a bulk deletion job
1) Go to Settings > Auditing.
2) In the Audit area choose Audit Log Management.
3) Select the oldest audit log, then choose Delete Logs.
Note - You can only delete the oldest audit log in the system. To delete more than one audit log repeat deleting the oldest available audit log until you have deleted enough logs.

Database
Method 1: Delete bulk email and workflow instances using a bulk deletion job
Method 2: Evaluate and delete suspended workflows
Method 7: Remove bulk duplicate detection jobs and associated copies of duplicate records
1) Go to Settings > Data Management.
2) Choose Duplicate Detection Jobs.
3) Select the duplicate detection job instances you want to delete and then choose Delete (X).
Every time that a duplicate detection job runs, a copy of each duplicate record is stored in the database as part of the duplicate detection job. For example, if you have 100 duplicate records, every time that you run a duplicate detection job that finds these duplicates, whether it is manual or reoccurring, those 100 duplicate records will be stored in the database under that instance of that duplicate job until the duplicates are merged or deleted, or until the instance of that duplicate detection job is deleted.
To avoid wasting storage space, make sure duplicates are resolved promptly so that they are not reported in multiple duplicate detection jobs.

Method 8: Delete bulk import instances using a bulk deletion job
Method 9: Delete bulk deletion job instances using a bulk deletion job
Method 11: Remove unrequired tables and columns from Relevance Search

Free up storage used by flow approvals
Within an approval, personal information exists in the form of approval assignments and comments included in an approval response
1) Sign into PowerApps.
2) Select Data, and then select Entities.
3)Select the ellipsis (…) for the Flow Approval entity, and then open the data in Microsoft Excel.
4) In Microsoft Excel, search, filter, and then delete approval data as required.

Question 67

Import Data

Answer 67

1) Get the file ready
file formats are supported:
Excel workbook (.xlsx)
Comma-separated values (.csv)
XML Spreadsheet 2003 (.xml)
2) Run the Import Data wizard
Settings > Data Management > Imports.
On the command bar select Import Data > Import Data.
Browse to the folder where you saved the file that contains the import file. Select the file, and then select Open.
You can import only one file at a time. To bring in more files, run the wizard again later, or add all your import files to a single .zip file.
Review the file name, and if the file is in .xlsx, .xml, .csv, .txt or .zip format, verify that the field and data delimiters are correct.
Select Default (Automatic Mapping) if you want the wizard to determine the corresponding fields or
Select For Generic Contact and Account Data if your import file contains contacts and accounts (and contacts are the main type of data). or
If available for your organization, select a custom data map
Confirm that the Import Data wizard has mapped all the pieces of info (called “fields”) in the import file to the correct fields in Dynamics 365 Customer Engagement
On the left side, by default the Primary Columns section of the Review Mapping page shows all the required columns for the table that must be mapped for the data to be imported successfully.
If you’ve selected an alternate key, all the columns of the alternate key also become required columns and must be mapped.
If the column headings of your source file match the column display names, these columns will be automatically mapped. All the mapped columns will be shown with a green check mark.
If the column headings don’t match, the unmapped columns will be shown with a red exclamation point. Select a column to map to the unmapped column heading of your file.
You can also choose Ignore from the drop-down list for one or more optional columns. Data from ignored columns won’t be imported into your app.

If any column in your source file includes a fixed set of values, you must map the column to a column of type Option Set.
The Dynamics 365 Option Values drop-down list combines the values available in the incoming file with those already in the Dynamics 365 database.
After import, the import wizard will add all mapped values to Dynamics 365, but will drop unmapped values from the import file that aren’t yet in Dynamics 365.

Note
You can also map a column in your source file to a column of type “Two Options” and “Multiselect Option Set” (where a column can have multiple values). You must map each Source Option Values to the items in the Dynamics 365 Option Values list. When mapping to a column of type “Multiselect Option Set,” if your source file includes values that aren’t available in Dynamics 365 Sales, new values won’t be created in Dynamics 365 Sales.

If some data in your source file references other existing rows in Dynamics 365 Sales, you must map the column in the source file to a lookup column of Dynamics 365 Sales. For each table, select the columns to search during import to retain the relationships between the rows, and then select OK.

After reviewing the field mapping, select Next.

Review the summary, and then select Next.
If it’s okay for the Import Data wizard to import duplicate records, in the Allow Duplicates section, select Yes.
To set who owns the imported records, in the Select Owner for the Imported Records section
To save these import settings so you can use them again, enter a name for the settings (called a “data map”).

The next time you run the Import Data wizard, you’ll see the new data map listed under Custom Maps.
Select Submit.

To verify that the wizard was successful, select Imports, and then review the report. Otherwise, select Finish.

Question 68

What point duplicates are found?

Answer 68

1) When a record is created or updated.
2) When you’re using Dynamics 365 for Outlook and you go from offline to online.
3) When you import data using the Import Data wizard.

Duplicates aren’t detected when you merge records, convert a lead, save an activity as completed, or change the status of a record, such as activating or reactivating a record.

Question 69

Types of Export to Excel

Answer 69

1) Do an ad-hoc or what if analysis without modifying app data. Or, quick bulk edit to multiple rows. - Export to Excel Online
2) Get a snapshot of the data at the current data and time or you want to share it with others. - Export to an Excel static worksheet
eg to an individual who doesn’t have access to the app, or you have data that doesn’t change often,
By default, an exported worksheet includes the columns that are displayed in the list, using the same column order, sorting, and column widths.
You can email a static exported worksheet to anyone or store it in a shared file. Anyone who opens the file will see all the data in the file.
3) Get the most up-to-date information and be able to refresh it in Excel and match what you see in the app at any time. - Export to an Excel dynamic worksheet - eg Imagine the CEO of your company getting the critical information they need without having to navigate in an app.
You can email a dynamic Excel file or store it as a shared file if the recipients are in the same domain as you. When recipients open the dynamic file, they’ll see data they have permission to view in the app, so the data they see may be different from what you see.

4) View app data in a pivot table. - Export to an Excel PivotTable

Question 70

Access team

Answer 70

1) Enable entity for automatically create access teams
Admin center - > Environment ->Settings -> User + permissions ->Team
Customize Entity from the command bar
Select the entity
In the Communication & Collaboration section, select the Access Teams checkbox.
In action toolbar, select save.

2) Create a team template
Settings->Security->Access Team template
Define the Access Rights (no create available as option)
Delete, read, write, append, append to, assign and share
You can create two access team templates per entity.

3) Add a team template to the entity form
All record type on the subgrid
Entity - user
Default View - Associated Record Team Members
Team Template drop-down list- select the desired template and choose Set

The Access Team template does not get exported with its entity in a Solution. Administrators will need to recreate the template when exporting the entity into another environment.

Question 71

Types of email templates

Answer 71

1) Global - available for any record type
2) organizational - available to anyone in your org
3) personal - available only to you.

To change a shared template to a personal one or a personal template to a shared one, on the template form, on the Actions menu, select Revert to Personal Template, or select Make Template Available to Organization.

Question 72

Audit

Answer 72

Power platform admin center
Environment->Setting->Audit Settings
1) Start Auditing
2) Log Access - whenever system is accessed , generally by signing in. (Note: captures user sign-in only)
3) Read Logs - logs will be sent to O365 security and compliance center. (Note: captures most user activities/events)