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MB2-703 CRM > Module 05 - Types of Entity Relationships > Flashcards

Module 05 - Types of Entity Relationships Flashcards

1
Q

What are relationships?

A

Relationships are used to describe the interactions between records.

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2
Q

What are 1:N relationships?

A

One to many. Relationships between one primary entity record (parent record) and can be linked to multiple records (child records) of the related entity.

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3
Q

How is this 1:N relationship maintained?

A

Relationship maintained by lookup field auto created y the platform on the related entity. Stores reference to parent record’s GUID, and because many records can have same primary GUID, 1:N is maintained.

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4
Q

What do you have to enter when you create a 1:N relationship?

A

A display name, and a schema name for the lookup field.

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5
Q

Which field is not automatically added to a related entity’s form?

A

The lookup field you require, you must manually add. It is present in the list of available fields for the related entity.

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6
Q

Is there a difference between 1:N and N:1?

A

Nope, only depending on which “end” of the relationship is being considered. Primary entity is always the “1” and related entity is the “many”.

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7
Q

Can you create a 1:N relationship from the primary entity and the related entity?

A

Yes, you can create a 1:N relationship from either the primary entity or the related entity.

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8
Q

What is an N:N relationship?

A

A primary record that is linked to many related records, and a related record can relate to many primary records.

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9
Q

How can you create N:N relationships in CRM?

A

A combination of system entities and custom entities.

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10
Q

What is the intermediate table?

A

How the N:N relationships are implemented in the database. The intermediate table links two entities involved. It is also known as the intersect entity, link entity or linking table. Each entity in N:N relationship has 1:N relationship with intersect entity.

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11
Q

What is a native N:N relationship?

A

Feature of the application, created and managed in a standard way.

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12
Q

What is a manual N:N relationship?

A

Relationship formed by a third entity to provide a “bridge” between two other entities.

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13
Q

What does the intersect entity contain , if its a native N:N relationship between two entities?

A

For each pair of records; Primary GUID of intersect record, Entity 1 record GUID (lookup field), Entity 2 record GUID (lookup field).

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14
Q

What restrictions apply to the intersect entity?

A

Cannot be customized, columns cannot be added, cannot be queried directly, is not available for workflow rules as trigger, or to be created/updated.

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15
Q

Where is the associated view displayed?

A

The associated view of one entity from the other entity is displayed from the second entity in the relationship and not from the intersect entity. Because N:N is symmetrical, associated view is used from either entity to add associated records.

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16
Q

What is always enabled on the intersect entity?

A

Auditing. Can view audit history for intersect from either related entity, and who made/removed association and when.

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17
Q

What privileges must a user have to create N:N between two records?

A

Append and Append to privileges on both entities. Also required to disassociate records.

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18
Q

A manual N:N will not appear where as an entity?

A

It will not appear in the N:N node as an entity. It is a convenient way to describe how you can use a custom entity that has two lookup fields for the N:1 relationships to the two entities you want to connect.

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19
Q

What is the main benefit of creating N:N relationship manually?

A

You can add custom fields to the intersect entity.

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20
Q

What is the main disadvantage of creating a manual N:N relationship?

A

The two related entities are not directly linked using a true relationship. Additional views will have to be created on either entity.

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21
Q

There are some system entities that are used to link records together. Name two.

A

Queues. Follows.

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22
Q

How to create an entity relationship?

A

CRM > Settings > Solutions > Select solution > Expand entities > Expand entity from which relationship is to be created > select required type 1:N, N:1, N:N > click New > configure relationship.

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23
Q

What is the primary entity?

A

Entity for which there is one record in each relationship. When you create 1:N this is complete and has the entity you started from, cannot be changed.

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24
Q

What is the related entity?

A

Entity for which there are many records in each relationship. This is already completed and has the entity you started from if creating a N:1 relationship, cannot be changed.

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25
Q

What is the Name field for a relationship used for?

A

Name for the relationship, name is generated from schema names of two entities. You can change the name. When both entities are custom, you’ll have solution prefix repeated.

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26
Q

What does the Searchable option in the relationship definition do?

A

Allow relationship to show in the Advanced find. Allowed by default.

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27
Q

What is the Display name for the lookup field created for the relationship?

A

Specifies the label that is used for the lookup field on the related entity.

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28
Q

What is the name for the lookup field created for the relationship?

A

This is the schema name of the lookup field. Automatically completed by system using the Display Name and Id suffix.

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29
Q

Field requirement for the lookup created for the relationship?

A

Same requirement levels as for any other field. Suggest Business Recommended to avoid creating orphans.

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30
Q

Best practice for naming convention of lookup fields?

A

Suffix “Id” or other to remind devs that it is a lookup field.

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31
Q

What can you do with the Display Option for the Primary entity?

A

Use plural name, Use Custom label, Do not display

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32
Q

When would you want to use a Custom Label?

A

Useful to give navigation link a name more specific to the context. Need to enable in Display Option first.

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33
Q

Display Area?

A

You can select area that should display link to related entity.

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34
Q

Display Order?

A

An integer value that determines the default order in which the related custom entity appears in the navigation bar in the Display Area selected.

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35
Q

How else can you create a 1:N relationship?

A

You can create a field that has a lookup type, from the fields node under an entity in the solution explorer. However other properties like the navigation pane and relationship behaviours are not available to modify.

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36
Q

What is the Relationship entity name?

A

Name for the intersect entity. Has the same value as Name property by default.

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37
Q

What is the Relationship behaviour?

A

Refers to whether certain actions performed on the primary entity cause the same actions to occur on related entities. In every 1:N relationship you can configure actions that are cascaded to related entity and which records of the related entity they apply.

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38
Q

What is a Parental Relationship?

A

One or more actions that are performed on the primary record are also performed on the related records.

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39
Q

What is a Referential Relationship?

A

Actions that are performed on the primary record are not performed on the related record.

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40
Q

An entity can only have one what?

A

One N;1 parental relationship with another entity. Any other N:1 relationship must be referential.

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41
Q

A parental relationship establishes a sense of belonging or exclusivity, which means?

A

That the related record belongs to the primary record more than to any other record.

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42
Q

1:N, System to Custom, define.

A

System entity is a primary entity to a custom entity. Can be referential or parental.

43
Q

1:N, System to System.

A

Only one relationship can be a parental type, most entities already have parental relationship, so usually new system-to-system relationship is usually referential.

44
Q

1:N, Custom to System

A

Custom entity that is the primary entity to a related system entity. Cannot be configured as a parental relationship type.

45
Q

1:N, Custom to Custom

A

Only one relationship can be parental.

46
Q

1:N Custom to Activity/Note

A

When you select the option to have Notes or Activities associated with a custom entity this type of relationship is automatically created. If you create a custom Activity entity this creates N:1 relationships between new entity and all entities that already have the Activity option selected.

47
Q

Relation behaviour refers to what?

A

To the configuration of which related entity records are affected when an action is performed on a primary entity record.

48
Q

What are actions that can trigger 1:N relationship behaviour?

A

Assign, Share, Unshare, Reparent, Merge, Delete

49
Q

For assign, share, unshare and reparent actions, which rules are available?

A

Cascade All, Cascade Active, Cascade User-Owned, Cascade None

50
Q

For delete, which rules are available?

A

Cascade All, Remove Link, Restrict

51
Q

What does the Cascade All rule do?

A

Performs the action on all related entity records.

52
Q

What does the Cascade Active rule do?

A

Perform the action on all related entity records that have a status of active or equivalent.

53
Q

What does the Cascade User-Owned rule do?

A

Perform action on all related entity records that are owned by the same user as the owner of the primary entity record.

54
Q

What does the Cascade None rule do?

A

Related entity records are not affected.

55
Q

What does the Remove Link rule do?

A

Clear the lookup field for this relationship so that related record remains in system and no longer associated with parent record through relationship.

56
Q

What does the Restrict rule do?

A

Prevents primary entity record from being deleted if any related entity records exist. Related records are not affected.

57
Q

What do Cascade rules override?

A

They override restrictions in Security Roles. When cascading rule is triggered, user doesn’t require privileges to perform resulting action on affected records.

58
Q

What is the cascade rule applied to the Parental behaviour type?

A

All rules: Cascade All

59
Q

What is the cascade rule applied to the Referential behaviour type?

A

Main rules: Cascade None, Delete: Remove Link

60
Q

Referential, Restrict Delete behaviour cascade rules?

A

Main rules: Cascade None, Delete: Restrict Delete

61
Q

Configurable Cascading, behaviour?

A

All rules: Cascade All by default, although you can configure however you want

62
Q

If you configure any action to Cascade All, Cascade Active or Cascade User-Owned, what relationship is it considered?

A

Parental, since you can only have one parental relationship for each related entity.

63
Q

You should be careful when assigning cascading rules to what action?

A

Assigning, as you may not want to reassign all child records. Sharing, as it can impact performance due to creating hundred or thousands of shares for every related record.

64
Q

Best practice for cascading shares?

A

If you let cascading behaviour share records automatically, you should make sure that records will be unshared by opposite action.

65
Q

Why is the reparent cascade rule unlike the other rules?

A

It is triggerd by an update to the related entity, instead of an action on the parent.

66
Q

How do you reparent the entity?

A

By completing the lookup field on a record of the related entity to join it to a different primary record than the original.

67
Q

What is an implicit share?

A

Related reparented record is not changed or assigned, but gives the owner of the primary record the same rights to the related record as the owner has on his or her own records of the same entity as the related record.

68
Q

To give better visibility on related records when re-parenting, what is the best method?

A

Cascade all is usually most useful. User Owned and Active settings are rarely used for the reparenting rule.

69
Q

What should you look at in terms of relationships and cascade rules to make a specific entity secure?

A

Check the parental N:1 relationship for the entity. Ensure cascade parent will not grant access to these records because of ownership to the primary entity of the relationship.

70
Q

How can you prevent orphan records from being created via delete rules?

A

Use cascade all setting so that when primary entity record is deleted, related records are also deleted. Use restrict rule so that when primary entity cannot be deleted if there are one or more related entity records already in the system.

71
Q

Why is it important to use an appropriate cascade rule for the relationship?

A

To keep the integrity of field requirements configured as Business Required.

72
Q

How does field mapping made data entry faster and more accurate?

A

User creates new related record, mapping copies values from specified source fields in the primary record into defined target fields in new related record.

73
Q

If a new record is created outside the context of a primary record, what happens with field mapping?

A

No context, so form will be blank.

74
Q

If a saved record is linked to a primary record by completing a lookup later, what happens with field mapping?

A

No field mapping occurs.

75
Q

Field mapping only occurs one time, pre-filling values of fields on form for a new record. This occurs before the record is created. So what happens when you make changes to the primary record later?

A

Later changes to primary record are not copied to the related records.

76
Q

Does mapping copy data from a related record to a primary record?

A

No, only from the primary record to the related record.

77
Q

How do you configure field mapping?

A

Navigate to primary entity or related entity in solution, open relationship > Mappings > New > Create Field Mapping > OK > repeat > save and close

78
Q

A source field can be mapped to more than…?

A

One target field. You can map to multiple target fields.

79
Q

Each field of the target entity can only be used in one mapping, why?

A

So it only receives value from a single source field. For this reason they will not show in list of possible target fields if they already are mapped.

80
Q

If you have to map multiple fields between two entities, how can you do it?

A

In the Relationship form > More Actions > Generate Mappings > all fields that have matching data types/schema names in both entities will be mapped.

81
Q

Why don’t you have to save the relationship or publish the changes to field mappings?

A

Because they are active as soon as you add or remove a mapping.

82
Q

What are some restrictions that apply to source and target fields when you map fields?

A

Must be of same data type. For text, must be same length, for numeric, must be same range. Target field can only be involved in one field mapping.

83
Q

What happens when you map option sets?

A

Every option set option has an integer value and corresponding text display value. Fields that use option sets store integer value in database, so integer value is copied directly when fields are mapped.

84
Q

What happens if the source field integer value is not an option in the target field’s option set?

A

The value is discarded.

85
Q

What happens if the source field integer value is in the target field’s option set?

A

The value is copied, even if the text label for the integer value is completely different.

86
Q

Best practice for mapping option sets?

A

Check that integer values are available in both option sets, and that text labels have matching meanings.

87
Q

What are connections?

A

A way for users to record associations between almost any two records and provide additional information to describe how they are linked to one another.

88
Q

Where can a user add a connection?

A

A user can add a Connection from one record to another record in the system of the same or a different entity.

89
Q

What is a Connection Role?

A

For each Connection between two connected records, the user can select a Connection Role for each party (record at each side of the connection) to describe how the records are linked.

90
Q

How do you create a connection?

A

Open Record > Connect > Connect To > As this role lookup > select Connection Role > Description if required > Details > Save and Close

91
Q

How can you keep track of records you are interested in without using a custom relationship?

A

By connecting yourself to entities configured to support Connections.

92
Q

What does the My Connections view show?

A

How related Connections can be used to filter records. Delete button will delete a record and not only remove the connections so be careful.

93
Q

How do you view a Connection that a record has?

A

Open the record > Connections > Active Connection Associated View > Connection Roles

94
Q

Why would you want to create Connection Roles?

A

You can create Connection Roles to describe the possible links between records in the CRM system and deploy them to another Org via Solution.

95
Q

What can you do with Connection Roles to make them easier for people to use?

A

Restrict them for use with only those that are appropriate. Link to matching roles to show those that belong together.

96
Q

What is the Connection Role Category property?

A

An option set on the Connection Role that you can modify. It is intended to simplify reporting and queries.

97
Q

If you create or modify a custom entity and configure the entity to participate in Connections, what should you be doing with your Connection Roles?

A

Update any Connection Roles that must include the new entity as a record type.

98
Q

Configure Connection Roles, how?

A

Open solution > Connection roles > New/Add Existing/Open Existing > New Connection role > Enter Name > Connection Role Category > Description > Select Record Types > Save

99
Q

How else can you modify the connection roles?

A

CRM > Settings > Business Management

100
Q

If CRM has two entities - Account and Proposal, each proposal must relate to a single account, account can have several proposal records. What kind of relationship must you create to achieve this result?

A

Create a 1:N relationship. Account as Primary, Proposal as related. Can be created from either entity, will create the same 1:N relationship.

101
Q

In Microsoft Dynamics CRM 2013, what kind of relationship type is not supported?

A

Any to Any.

102
Q

You have a 1:N relationship between two entities - Event and Booking – and you want Bookings deleted automatically when an Event is deleted. What kind of relationship behaviour templates should you select to achieve this?

A

Configurable Cascading.

103
Q

When you create a 1:N relationship…

A

You can make sure all related records are linked to a primary record by configuring the lookup field as “business required”.

104
Q

What configuration must be performed to enable users to make Connections between records of two new custom entities?

A

Both entities must be enabled for Connections and published. Security Roles must be updated to include read/append to privileges on both entities users will be connecting.

MB2-703 CRM (11 decks)

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