Dynamics 365 Multi-Select Fields

Dynamics 365 Multi-Select Fields

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.
Dynamics 365 Multiple Fields

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.
Microsoft Dynamics 365 Multi Select Fields

Quick remove – You can now remove values by clicking an x next to any of the selected values.
Microsoft Dynamics 365 Remove Value

New query operator – You now have the option to select Contain Values and query on those options sets you specify.
Microsoft Dynamics 365 Operator Value

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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