Module 03 - Customizing Entities Flashcards
An entity defines what?
How data is stored for a specific type of record and the properties that describe where it appears in the UI and features enabled for use.
CRM is installed with more than how many system entities?
260, not all visible in the UI.
What are the two types of entities?
System entities and custom entities.
What are system entities?
Built into the system when an Organization is created.
What are custom entities?
Created via tools in UI, the SDK or importing a Solution that contains custom entities.
Roughly how many of the system entities can be customized in a new installation?
More than 90.
As a general rule, what kind of system entities cannot be customized?
The ones that provide built in system functionality.
Which system entities can be modified?
The entities intended to store data records.
In which cases are custom entities may have customizable features restricted?
When they are imported with a managed solution and have managed properties.
Customizable entities means what?
All customizable system entities and custom entities.
What can you do with customizable entities?
Change their properties, rename them, have forms and views modified, and can be included in Solutions.
What is the difference between a custom entity and a customizable system entity?
You can delete a custom entity. (Irreversible).
What are examples of properties of a customizable entity that cannot be modified?
System fields, views created by the platform cannot be deleted.
What are the two most important properties of an entity?
How it will be owned and whether it is an activity.
What does User or Team ownership of an entity mean?
Has an owner field. Records for the entity can be assigned between Users and Teams that have User level read privileges. Can be reassigned or shared.
What does Organization ownership of an entity mean?
Entity does not have an owner field or other related lookup fields, cannot be assigned to a User or Team or shared.
What is an Activity Entity?
Custom entity that works together with existing activities in CRM. It will appear in the UI in other locations that activities are viewed by users. Activities share a number of properties and linked to ActivityPointer entity.
When should you use an Activity Entity?
- need to represent an activity with specific date and time, planned in advance with extra properties tracked- a record created to document an activity has occurred with a lifespan and want to report or trigger separately- an entity related to different records on different occasaions
Custom activity entities are controlled by the same Security Role privileges as other activities. Which means?
As soon as you create or import a custom activity entity, it will be available to users who have access to other activities in the system.
How do you create a new entity?
Default solution/Custom solution open > Entities > New > Fill out form > Save
What is the display name of an entity?
The name by which the new entity will be known.
What is the plural name of an entity?
The plural form of an entity. Required because all views display entity names in plural forms.
What is the name of an entity?
The internal name of the entity. Also the Schema name. Has two parts - publisher prefix and entity name. Cannot be changed after saved.
What is the description of the entity?
Describes purpose of entity. Optional.
What is the primary image of an entity?
Used to turn on image field to display at top of entity forms.
What kinds of entities could use Organization Ownership level?
Entities that do not have many fields and are used as lookups for categorizing other records might be more likely to use this level. (all, or nothing).
What kind of entities could use User or Team Ownership level?
Entities that related to business data.
What are the two custom activity settings?
Define as an activity entity (cannot be changed) and display in activity menus (can enable or disable).
What is the Primary field for a new entity?
Used to identify records created for the entity.
Which properties in the Primary field can be modified?
All properties on a non-activity entity can be modified, but properties for a system or custom activity entity are always the same and cannot be changed.
How is a Primary field used?
When a record is referenced in the lookup field, the Primary field value is used for display, though the lookup contains reference to primary entity record’s GUIDs. It is also activated as a hyperlink.
Why should you avoid using the name of the entity as the display name of the primary field?
On creation of an entity, primary key field contains unique record ID (GUID) has the same display name as original display name of entity. If this is the same, this is ok due to the schema name being different. The fields will show as identical in advanced find, hence confusion.
Areas that Display this Entity can be modified after an entity is saved, as the changes are written into the Sitemap. Meaning what exactly?
Because settings are not saved as a part of the entity, settings are not included in solution package and would not affect where an entity is displayed to users in target system.
Name two ways you can ensure settings saved to the Sitemap are applied to a target system?
Add the sitemap as a separate component of the solution to move settings, or edit settings for each entity after deployment.
Create custom entity, steps?
Settings/Solutions > Event > Event management > Entities > New > fill out display name, plural name, ownership, areas, > save and close
What are Business Process Flows?
Guide users through their business processes and request information at each stage.
What should you be cautious about in the Communication & Collaboration section?
Some options cannot be turned off after they are enabled, so you should be cautious of adding unwanted features, buttons or relationships to CRM UI.
Communication & Collaboration; Notes?
Allows notes to be created against records of this entity.
Communication & Collaboration; Activity?
Activities and custom activities can be created for the entity.
Communication & Collaboration; Connections?
Records of this entity can be linked to other records by using Connections.
Communication & Collaboration; Sending email?
Enable email to be sent to records of this entity.
Communication & Collaboration; Mail merge?
To allow mail merge activities for the records of this entity
Communication & Collaboration; Document Management?
Enable SharePoint integration for enttiy to have document records stored in SharePoint instead of the CRM database
Communication & Collaboration; Access Teams?
If you need to create access Teams, you should check this box
Communication & Collaboration; Queues?
Select check box to enable records of the entity to be routed to queues.
Which are the settings on a new entity form that cannot be disabled after enabled?
Notes, Activities, Connections, Sending email, Queues
What is the Allow Quick Create option?
Quick Create forms include only selected important fields to allow quick creation of a record.
Do system and custom activities created by using the “global” create from Create button on nav form allow for quick creation?
No, it will always use the usual form.
What is the duplicate detection?
Can create duplicate detection rules to prevent duplicates from being created in the system.
Auditing?
Will audit the creation, modification and deletion of records in this entity, as well as the changes to the entity metadata like the addition of a new field.
What are the Outlook and Mobile options?
Can make available to Phones, Tablets, Outlook and offline capability.
Entity settings that cannot be disabled after they are enabled?
Business process flows, notes, connections, sending email, queues
Entity settings that cannot be changed after entity is created?
Name/schema name, ownership, define as activity entity, display in activity menus
What has to be changed for you to rename an entity?
display name, plural name, any reference to entity names in views, field labels that use the earlier name, report names, labels used in reports, messages, text in help files
What is a way to change the name of an entity more thoroughly?
Use Export Translations feature, but be careful of simple find/replace, capitalization and may overwrite other general uses
Is the deletion of a custom entity reversible?
No, the entity and its data are lost. Better to disable.
How to delete an entity?
Open Solution > click Entities > select Entities > Delete > confirm Deletion
What may be a reason if you can’t delete an entity?
Entity may have dependencies.
How do you check dependencies of an entity?
Open Solution > Entities > Select Entity > Show Dependencies
What is the reason for a Plural Name?
All entities in navigation and default views are referred to in their plural form.
When you create a custom activity entity which of the following properties can you configure?
Areas that display this entity.
Which of the properties of an entity cannot be modified after the entity is created?
If the entity is an Activity entity.
When deleting a custom entity, what happens to the entity references?
They are not deleted in the Solution, so that when you deploy the Solution the entity will be deleted in the target system.
Why should dependencies be checked before a custom entity is deleted?
Might be required by other entities or process and cannot be deleted while dependencies remain.
