In today’s fast-paced business environment, customer relationship management (CRM) systems are vital for managing interactions with current and potential customers. Microsoft Dynamics 365 CRM is one of the leading solutions in this space, offering a comprehensive suite of tools to manage customer data, track sales, automate marketing, and streamline service operations.

One of the standout features of Dynamics 365 CRM is its flexibility and customization capabilities. Unlike many other CRM systems, Dynamics 365 allows businesses to tailor the platform to their unique needs. This is where custom entities come into play.

What Are Custom Entities?

Entities in Dynamics 365 CRM are essentially tables that store specific types of data, such as accounts, contacts, or leads. While the platform comes with a robust set of predefined entities, there are scenarios where a business might need to track information that doesn’t fit into these standard categories. This is where custom entities become invaluable.

Custom entities enable you to create entirely new data structures tailored to your business requirements. Whether you need to track a specific type of transaction, manage custom products, or store industry-specific data, custom entities allow you to extend the CRM to fit your processes, not the other way around.

How to Add Custom Entities and Display Them in Dynamics 365 CRM Extensions

1. Setting Up Your Environment:

• Accessing the Customization Area:

🔑 Log in to your Dynamics 365 CRM environment.
🛠️ Navigate to Settings >Customizations > Customize the System.

2. Creating a Custom Entity:

Step-by-Step Guide:

📂 In the Solution Explorer, click on Entities.
➕ Click New to create a new entity.

Define Entity Properties:
🏷️ Display Name: Name of the entity as it will appear to users.
🔁 Plural Name: How the entity will be referenced in plural form.
🔤 Name: The schema name (automatically populated, but you can edit it).
👥 Ownership: Choose between User or Team-owned.
📝 Primary Field: Define the primary field, usually a name or identifier.

Set Additional Properties:

📧 Enable activities if you need to track emails, phone calls, etc.
 📱 Enable for Mobile if the entity will be accessed via the mobile app.
 🔗 Define entity relationships, security roles, and business rules as needed.

💾 Save and publish the entity.

3. Adding Fields to the Custom Entity:

Adding Custom Fields
🗂️ Under your new entity, click on Fields.
➕ Click New to add custom fields (e.g., Text, Number, Option Set).
🔧 Define each field’s properties such as name, data type, and required status.
💾 Save and publish the fields.

4. Creating Views and Forms:

Designing Entity Forms:

🎨 Navigate to the Forms section under your custom entity.
📋 Choose the form type (Main, Quick Create, Quick View).
📐 Drag and drop fields into the form, arrange them as needed.
⚙️ Customize the form with sections, tabs, and business logic.

Configuring Views

👀 Go to the Views section.
🆕 Create new views or modify existing ones to determine how the entity data will be displayed.
🛠️ Configure filters, sorting, and columns.

5. Adding the Custom Entity to Extensions:

Customizing the Sitemap:
🗺️ To make the custom entity available in the app, add it to the sitemap.
🌐 Navigate to Apps > Site Map in PowerApps.
➕ Add a new subarea and link it to your custom entity.

Integrating with Dashboards:
📊 Create or modify dashboards to include lists, charts, or grids of your custom entity data.
🔧 Configure the dashboard layout and components.

6. Testing and Finalizing:

_Testing _
🧪 Test the custom entity by navigating through the CRM.
✏️ Create, edit, and delete records to ensure everything works as expected.

Publishing the Changes:
✅ Once satisfied, ensure all changes are saved and published.

Conclusion

Microsoft Dynamics 365 CRM offers robust customization capabilities that allow businesses to tailor the platform to their unique needs. Custom entities are a powerful feature within Dynamics 365, enabling organizations to extend the CRM’s functionality by creating new data structures that align with specific business processes. By following the step-by-step guide provided, users can effectively set up custom entities, add fields, design forms and views, and integrate these entities into the CRM system.

These customizations not only enhance the CRM’s ability to manage data but also improve overall efficiency by ensuring that the system reflects the specific needs of the organization. As a result, businesses can better manage customer relationships, streamline operations, and drive growth, all while leveraging the full potential of Microsoft Dynamics 365 CRM.