Month: July 2024

Polymorphic Lookup in Dynamics 365: Streamlining Your CRM with Flexible Relationships

In Dynamics 365, a Polymorphic Lookup is a powerful feature that allows you to associate a single lookup field with multiple different entities. This feature is particularly useful when you want a field to reference multiple related entities, providing greater flexibility and efficiency in your CRM applications.

What is a Polymorphic Lookup?

A Polymorphic Lookup is a special type of lookup field that can refer to multiple entities rather than just one. For example, a single “Related Entity” field can refer to either a Contact, Account, or Opportunity, making it versatile for various business scenarios. This capability is referred to as “polymorphism” because the lookup field can resolve to different types of entities at runtime.

Example Scenario:

Consider a sales scenario where a “Related Entity” can be a Customer, but the customer could be either an Account or a Contact. Rather than having two separate lookup fields (one for Account and another for Contact), you can create a polymorphic lookup field, which makes your user interface simpler and more streamlined.

How Does Polymorphic Lookup Work in Dynamics 365?

In Dynamics 365, polymorphic lookup fields are implemented as part of the Relationship between entities. The key concept here is the EntityReference, which dynamically resolves to the appropriate entity type (e.g., Account, Contact, etc.) based on the actual value selected by the user.

  1. Field Definition:
    • When defining a lookup field, you define a Relationship where the field can refer to multiple target entities.
    • The system uses the Type and Id to determine the related entity.
  2. Lookup Resolution:
    • At runtime, when a user selects a value in the polymorphic lookup field, the system dynamically resolves which type of entity to link to.
    • The field displays the appropriate name (e.g., Account or Contact) based on the entity that the user selects.

Creating Polymorphic Lookups in Dynamics 365

Polymorphic lookup fields are typically used in the following types of scenarios:

  • Custom Relationships: When you need to create a lookup that can reference multiple different entities.
  • Shared Relationship: For cases where one relationship applies to more than one entity, such as a lookup that could refer to either a Contact or an Account.
Steps to Create a Polymorphic Lookup Field:
  1. Navigate to the Customization Area:
    • Go to the Settings area in Dynamics 365 and select Customizations.
    • Select Customize the System to open the solution where you want to add the polymorphic lookup field.
  2. Create a New Field:
    • In the relevant entity, click on Fields, and then select New.
    • Choose the Lookup data type for the field.
  3. Define the Polymorphic Lookup:
    • Under the Related Entity section, select Custom to define the multiple entities this lookup should support.
    • Select the Entity Relationships where this lookup should point to multiple entities.
  4. Save and Publish:
    • Save the field and publish your customizations to apply the changes.

Example: Setting Up Polymorphic Lookup for Customer

Suppose you’re designing a custom Case entity and you want to add a lookup for the Customer. Instead of creating separate lookups for Contact and Account, you can create a polymorphic lookup that links to either an Account or Contact as the Customer.

Steps:
  • Create a Customer Lookup field in the Case entity.
  • Define the Customer Lookup field to support both Account and Contact entities.
  • After publishing the field, the user will see the lookup field and will be able to choose either an Account or Contact as the Customer.

Use Cases for Polymorphic Lookup

  1. Consolidating Related Data:
    • Polymorphic lookups help streamline user experience by consolidating multiple lookups into a single field, especially when dealing with common relationships across different entities.
  2. Reducing Redundancy:
    • Rather than having separate lookup fields for Account and Contact in every related form, you can reduce redundancy by using polymorphic lookups, which allows referencing both entities in one field.
  3. Improved Reporting and Analytics:
    • When data is related across multiple entities, using a polymorphic lookup can make it easier to pull reports and perform analysis without requiring multiple joins or complex queries.

Considerations and Limitations

While polymorphic lookups are powerful, they come with certain limitations:

  • Limited to Certain Fields: Polymorphic lookups are supported only in certain system fields (like Regarding in activities), but may not be available for every custom scenario.
  • API Handling: When working with the Dynamics 365 Web API, the polymorphic lookup is handled through special attributes that require careful parsing to identify the correct entity type.
  • UI Considerations: Although polymorphic lookups streamline the user interface, they can also confuse users who are unfamiliar with the concept. It’s important to have clear documentation and training for users on how to use these fields.

Conclusion

Polymorphic lookups in Dynamics 365 provide an elegant solution for scenarios where a lookup field needs to refer to multiple entity types. By understanding and using polymorphic lookups effectively, you can streamline your CRM solutions, reduce redundancy, and improve your application’s flexibility. It’s important to consider the limitations and ensure that users are properly guided in utilizing these fields within your system.

You can easily create this Polymorphic Lookup from XrmToolBox as well…

https://pascalcase.com/Home/Blog/understanding-and-using-polymorphic-lookups-in-dynamics-365-with-xrmtoolbox

Hope this helps.

Cheers,

PMDY

Master Canvas Power Apps – #Canvas Apps Learn Series

Hi Folks,

This is a blog post series on Canvas Apps where you can learn and grow from Zero – Hero in Canvas Power Apps…and boost your knowledge on Canvas Apps.

  1. Introduction to Canvas Apps – What they are, why they matter, and real-world use cases.
  2. Setting Up Your First Canvas App – Step-by-step guide for beginners.
  3. Understanding Screens and Navigation – How to structure an app with multiple screens.
  4. Working with Data Sources – Connecting to SharePoint, Dataverse, Excel, and other sources.
  5. Forms and Galleries – Displaying and capturing data effectively.
  6. Mastering Power Fx – Key formulas and best practices.
  7. User Experience and UI Design – Creating a responsive and user-friendly interface.
  8. Using Components for Reusability – Making apps scalable and maintainable.
  9. Working with Media and Attachments – Adding images, videos, and file uploads.
  10. Performance Optimization Tips – Best practices to make apps faster.
  11. Offline Capabilities in Canvas Apps – How to work with apps when offline.
  12. Integrating Power Automate with Canvas Apps – Automating processes.
  13. AI and Copilot Features in Canvas Apps – Adding intelligence to apps.
  14. Advanced Security and Role-Based Access – Controlling user access and permissions.
  15. Publishing and Managing Your Canvas Apps – Deployment, versioning, and governance.

Firstly, let’s start with some simple introduction for this post…

What Are Canvas Apps?

Canvas Apps are a powerful low-code development tool within Microsoft Power Platform that allows users to build custom business applications with a drag-and-drop interface. Unlike model-driven apps, which rely on structured data models, Canvas Apps provide full control over the user interface, enabling developers and business users to design highly customized applications tailored to specific business needs.

Canvas Apps can be used to create simple applications for internal business processes or sophisticated applications with multiple screens, data interactions, and integrations with other Microsoft and third-party services. Users can design these apps using Power Apps Studio, a web-based development environment that provides a range of components, such as buttons, galleries, forms, and media controls, to create intuitive and responsive applications.

Why Are Canvas Apps Important?

Canvas Apps bring significant value to businesses and developers by providing:

  1. Low-Code Development – Build applications with minimal coding, making app development accessible to both developers and non-developers. Power Fx, a formula-based language, enables business logic implementation with ease.
  2. Customization & Flexibility – Unlike model-driven apps that follow a predefined data structure, Canvas Apps allow users to freely design screens, layouts, and controls, ensuring the app meets unique business requirements.
  3. Seamless Data Integration – Connect to over 800+ data sources, including SharePoint, Dataverse, Excel, SQL Server, and third-party APIs, ensuring seamless access to enterprise data.
  4. Cross-Platform Compatibility – Run apps on web browsers, mobile devices (iOS & Android), and embedded within Microsoft Teams, SharePoint, and Dynamics 365.
  5. Integration with Power Platform – Enhance apps with Power Automate for automation workflows, Power BI for data visualization, and AI Builder for AI-driven insights and intelligent automation.
  6. Rapid Prototyping & Deployment – With the drag-and-drop interface and prebuilt templates, businesses can quickly prototype and deploy applications without long development cycles.
  7. Security & Compliance – Apps built using Canvas Apps inherit Microsoft’s security infrastructure, allowing role-based access control (RBAC) and compliance with enterprise security standards.

Real-World Use Cases

Canvas Apps can be leveraged across industries to improve efficiency and streamline operations. Some common real-world use cases include:

  • Expense Management App – Employees can submit expenses with receipts, managers can approve them, and finance teams can generate reports.
  • Inventory Management System – Track stock levels, reorder inventory, and generate reports in real-time.
  • Incident Reporting App – Employees can report workplace incidents with photos, location, and real-time status updates.
  • Customer Feedback App – Collect customer feedback through mobile-friendly forms and analyze responses with Power BI.
  • Field Service Management – Field workers can access work orders, update job statuses, and capture customer signatures through mobile devices.
  • HR Onboarding App – Manage the onboarding process for new employees with guided forms, policy documents, and task checklists.

Getting Started with Canvas Apps

To start building a Canvas App, follow these steps:

  1. Sign in to Power Apps (https://make.powerapps.com)
  2. Click on ‘Create’ and select ‘Canvas App from Blank’
  3. Choose a layout (Tablet or Mobile) based on your app’s intended use
  4. Design your app using Power Apps Studio:
    • Add Screens: Home screen, forms, galleries, etc.
    • Insert Controls: Buttons, text inputs, dropdowns, and images
    • Connect Data Sources: Link to Dataverse, SharePoint, SQL, etc.
    • Apply Business Logic: Use Power Fx formulas to create dynamic interactions
    • Test the App: Use Preview mode to validate functionality
  5. Publish and Share Your App: Deploy the app and control access using Microsoft Entra ID (Azure AD)

Best Practices for Building Canvas Apps

  1. Plan Your App Structure – Define screens, navigation, and key functionalities before starting.
  2. Optimize Performance – Reduce unnecessary data calls and use delegation-friendly queries.
  3. Use Components for Reusability – Create custom components for commonly used UI elements.
  4. Ensure Responsive Design – Design layouts that work across multiple device sizes.
  5. Leverage Power Automate for Automation – Automate approvals, notifications, and data processing.

What’s Next?

In the next post, we’ll walk through setting up your first Canvas App from scratch, covering app layout, adding controls, and connecting to a data source.

Stay tuned! Don’t forget to follow along…

Cheers,

PMDY