An exciting new addition to Microsoft Dynamics 365, as of the July update, is a long-requested feature: multi-select fields (in other words, a drop-down menu that allows for multiple selections). Each of the selections in a multi-select field is known as an option set. With this new release, multiple option set values may now be selected in a single field.
Until the addition of multi-select fields, the primary method of selecting multiple option sets was with related entities, which is often used for many-to-many relationships. A more complex alternative – requiring a programmer – would have been to roll relationships into a single field from which to query.
Multi-Select abilities and features
There are a few features that multi-select brings to CRM:
Selection by search – You can search for values from an option set, which can greatly narrow the options being seen. This means less scrolling through values.
Quick remove – You can now remove values by clicking an x next to any of the selected values.
New query operator – You now have the option to select Contain Values and query on those options sets you specify.
Use existing (global) option sets – If you’ve created a global option set in the past, it can be used in the new multi-select feature.
Relationship mapping – The values in multi-select can be transferred from parent to child during record creation.
Downsides
While there are many upsides added with multi-select, there are a few downsides.
Selectable options should not be removed If an option set is removed from the multi-select list, there will be no historical data in your records for that value.
Selectable options are not easily updated If you are not in the system customizer/admin role, you may not have access to update the list of values (or option sets) that are selectable in the multi-select drop-down. More than likely, you will have to request a change and wait for an expert with appropriate credentials to update it.
Multi-select is rarely the correct option The appeal of this brand-new feature is great, however as consultants we must determine the best way to store data to increase system value. Multi-select may be easy for the user, but selections can quickly get out of hand as your multi-select list gets larger.
Conclusion
Given its pros and cons, multi-select becomes a great implementation choice when:
- a many-to-many relationship exists,
- your list is likely to remain static (i.e., options sets will never need to be deleted), and
- your option set selections are very high-level (with minimal detail).
While the new multi-select feature has its challenges, it is a field type that can enforce specific options in a new way. As a hotly requested item, it’s sure to delight many CRM users.
If you would like to know more about CRM options in Microsoft Dynamics 365 or Salesforce, please give us a call (1-800-880-1960) or send us an email at info@toplineresults.com. We’d be happy to help you decipher which platform and feature sets will best meet the unique needs of your organization.
About the Author
Chuck Wojciuk is a CRM Engineer for TopLine Results. Chuck specializes in developing CRM databases for clients and supporting Microsoft Dynamics 365.
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