Module 04 - Customizing Fields Flashcards
1
Q
What is a field in CRM?
A
Attribute, in CRM. A column, in the SQL database in the table for the entity.
2
Q
Each field in CRM requires two things, what are they?
A
A name that is unique and a type that describes the data that can be stored in the field.
3
Q
What is the SQL data type equivalent of a CRM single line of text?
A
nvarchar(n), 2 times n bytes
4
Q
What is the SQL data type equivalent of a CRM Option Set?
A
int, 4 bytes
5
Q
What is the SQL data type equivalent of a CRM Two Options?
A
bit (yes no, true false, etc), up to 1 byte
6
Q
What is the SQL data type equivalent of a CRM whole number?
A
int, 4 bytes
7
Q
What is the SQL data type equivalent of a CRM floating point number?
A
float, 8 bytes
8
Q
What is the SQL data type equivalent of a CRM currency?
A
money, 8 bytes
9
Q
What is the SQL data type equivalent of a CRM decimal number?
A
decimal, 13 bytes
10
Q
What is the SQL data type equivalent of a CRM multiple lines of text?
A
nvarchar(max), 2 times number of characters used bytes
11
Q
What is the SQL data type equivalent of a CRM Date and Time?
A
date time, 8 bytes
12
Q
What is the SQL data type equivalent of a CRM Lookup?
A
uniqueidentifier, 16 bytes, value links to another record (GUID)
13
Q
What is the SQL data type equivalent of a CRM Image
A
uniqueidentifier, 16 bytes, value links to an image record (GUID)
14
Q
When do you need a good understanding of the structure of the SQL database?
A
When you’re analyzing / improving performance.
15
Q
What are single line text fields used for?
A
Text box controls containing small amounts of data.
16
Q
Single line text format; email?
A
Validated to conform to an email address. Will open email in email client if clicked.
17
Q
Single line text format; text?
A
Plain text, simple line.
18
Q
Single line text format; text area?
A
General format for any text, multi-line scrolling text box.
19
Q
Single line text format; URL?
A
Store text as URL to start separate browser window if clicked.
20
Q
Single line text format; Ticker Symbol?
A
Display quote for stock ticker symbol, as link
21
Q
Single line text format; Phone?
A
Supports automatic dialing through Microsoft Lync.
22
Q
Max length of single line of text fields?
A
100 characters by default. Can enter value between 1-4000.
23
Q
What is IME and what do you use it for?
A
Input Method Editor. Use it to enter Chinese, Japanese, Korean characters. Can active/inactive.
24
Q
What are option sets and what are they also known as?
A
Displays list of options from which a user can select on option, aka. picklists.
25
What is a local option set?
Defined in an entity and cannot be used in other entities.
26
What is a global option set?
Defined outside an entity, can be used in multiple.
27
What does Use an Existing Option set do?
If set to yes, global option set will be used. If no, local option set to be defined.
28
What is the default value in an option set?
Default value. Unassigned value means field will be left blank when a user first opens the form.
29
What does the Options field do, in an option set?
Lets you add options.
30
What is the label for the option set?
When a new item is added to the option set, the label is what is presented to the user.
31
What is the value of an option set?
Each option set item has to have a value in addition to a label. The value is a number, and when the record is saved the number is stored in the database, not the label.
32
Description of an option set?
Not shown to user, but each option set item can be given a description.
33
Publishers have an Option Set Prefix property, why is this useful?
Used to generate values of the options added to option set fields in a Solution that is associated with that Publisher to avoid multiple Solutions from using conflicting Option set values.
34
Why does setting the two option field as Business Required it will have no effect?
Because the field cannot have an unassigned value anyway.
35
If you have to force users to decide between two options, what do you do?
Use option set with two choices, set the default value to Unassigned Value and requirement level to Business Required.
36
List view for two options option set is useful because?
You can see preview and toggle, as opposed to a check box, where the labels of the option are not displayed on the form.
37
If a whole number field is set to none as format, what shows?
Displayed as a number.
38
If a whole number field is set to duration as format, what shows?
Field displays list of duration options, displayed in the appropriate format. i.e. 24 hours = 1 day.
39
If a whole number field is set to time zone as format, what shows?
Drop-down with time zone values.
40
If a whole number field is set to language?
Drop-down with language values.
41
What is the difference between whole number fields and floating point number fields?
Floating point number fields can contain a decimal. Though they are subject to rounding and are inexact.
42
What is the difference between a decimal number field and a floating point number?
Decimal number field; value is exact, not subject to rounding.
43
Why does deciding whether to use Decimal numbers or Floating Point numbers require more thought?
Because decimals are stored in database exactly as they are specified, floating point numbers offer close approximation of value that is converted to a binary representation.
44
When should you use decimals?
When you must store and calculate values that require accurate answers, where a small error could be magnified by later calculations. If you expect to use queries that search for values that are equal or not equal to another value.
45
When should you use floating point numbers?
When you store data that represents fractions or values you typically query if you are comparing fractions or values to another value by using greater than or less than operations.
46
What consideration should you give to format of storage when bringing in values from another system or database in to CRM?
Storing values in same format as another application or database will improve performance of integration code be avoiding the need to convert.
47
What is the "round-trip" and why is it a concern?
Being converted multiple ways across systems can compound minor inaccuracies of floating point representation depending on the number of trips.
48
What is the Currency format?
Contains a financial amount.
49
When adding a currency field to an entity, what happens in CRM?
Four fields added, prefix_price, currency, exchangerate, prefix_price_base
50
What happens when additional currency fields are added?
Creates another two fields -- ie. Discount field, Discount and Discount_Base will be added. Additional currency lookup or exchange rate is not added.
51
When to use multiple lines of text?
When you need to store multiple lines of text.
52
Date and time fields store date and time. What do their properties include?
Format; date only, or date and time. Regardless of format chosen, the datetime data type is used in SQL.
53
What does the Lookup field do?
Features a button clicked to display list of records for user to select suitable related record.
54
What kind of relationship does a lookup field represent?
A 1:N relationship.
55
What does the Target Record Type property on a Lookup field do?
Select the record type that will be displayed when lookup button is clicked.
56
What does the Relationship Name mean in a Lookup field?
Each lookup field is associated with a N:1 relationship between the entity the field belongs to, and the primary entity in the relationship. You can name the relationship here.
57
Best practice when configuring lookup fields?
Create the relationship field first and give details on the lookup field that is part of the process, instead of creating Lookup first, to avoid forgetting to change these important details.
58
What can you not add an image to?
You cannot add an image field to any system entity.
59
What prevents any entity from having more than one image field?
When an image field is created, the schema name is always set to entityimage which prevents any entity from having more than one image field.
60
How do you create custom fields in CRM?
Solution > Entities > Expand entity > Fields > New > Complete form as required.
61
Where is the Display Name of a field used?
Default label for field when added to a form, column name for a field when added to a view, name of field in Advanced Find queries.
62
Can the display name of a field be modified after it is created?
Yes.
63
What is the property of a field that is used as the column name in in SQL server database?
The Name.
64
Where are requirement levels enforced?
Only when data is entered in forms. Not enforced anywhere else.
65
What is the optional field requirement level?
Field can be left blank or populated. Default setting.
66
What is the Business Recommended field requirement level?
Field can be completed, ideally should be populated.
67
What is a Business Required field?
The field must be completed. Will prevent the record from saving.
68
Requirement levels are enforced only on what?
On forms. Other ways of updating data such as Workflows or Dialogs, plugins, external integration ignores this property.
69
Marking a field as Business Required will also prevent it from what?
Being removed from forms or entities.
70
How do you hide fields that are not used/not displayed on any forms?
Change the value of the Searchable property.
71
What is Field Security used for?
It is used to add another level of security that is applied to fields to restrict access to specific fields.
72
What happens when auditing is enabled?
Changes made to the values in the field will be audited.
73
How does the description property displayed in CRM when a user points to a field label on a form?
As an infotip.
74
Which properties can be modified after fields are created?
Display name, field requirement, field security, auditing, description.
75
What are properties that cannot be changed after a field is created?
Name, type, and depending on field data type.
76
How do you modify a field(s)?
Solution > Entities > Fields > Modify > Make necessary changes > Publish all customizations
77
How can you Edit Multiple Fields?
Use the Edit Multiple Fields dialog box to modify the following properties; field requirement, searchable, auditing.
78
Why are option sets more efficient than test fields even if the result is similar?
Because option set values are stored as integers, and can change labels without having to find and replace values in dataset.
79
How is a local option set created?
It is defined in an entity by creating a field of the option set type and defining its values.
80
How is the global option set created?
Additional component defined in the Solution and can be used in multiple fields on one or more entities.
81
Why does it take less effort to maintain a global option set?
Because you only have to maintain a single option set rather than several.
82
Why are global option sets also beneficial when considering changes?
You can change the global option set and deploy a change to another system independently from entities by using the option set. If you use local, the only way to update the change would be to deploy and publish the entity that contains that field.
83
Why is it easier to update values of fields with a global option set?
You can update the value of a field from the value in another field, including using a field from an associated record as the source field. Ideal because it reduces the options available for the source field to only those using the same global option set.
84
What is the main advantage of using a local option set?
It controls the scope of the effect on the changes.
85
What is field mapping?
You can configure field mapping to copy values from a record to a new "child" record in a 1:N relationship.
86
How does field mapping work?
Option set fields are stored as integers, when values are copied from one record to another using field mapping, the integer value is copied, not the label. Need to ensure alignment of identical/equivalent options and using same integers.
87
What happens when you sort a view by using an option set column?
The values are sorted alphabetically by their label.
88
What happens when option sets are used to sort in charts?
The numeric value is used.
89
Can you modify local and global option sets after they have been created?
Yes. You can add new options, modify the labels, change display order, will not have impact on existing records.
90
What should you be aware of when deciding to delete an option from a local or global option set?
Could lead to data integrity issues, as records that use the deleted option will no longer have data. But the underlying stored integer value will still be in the database.
91
Better alternative to deleting an option from an option set?
Modify it to do not use, use a business rule to test unwanted values when a form is opened or updated, use a real time workflow to prevent the record from being saved and guide users to make better choices.
92
What another alternative approach to option set that gives user more control in management of available options?
Using a lookup value, so then users can create and modify records for the custom entity, inactive records will not show as selectable, and approach keeps historical data intact and limits user's current selections for correct values.
93
What are two basic statuses for a record in CRM?
Inactive and active.
94
What are the two status fields on an entity?
Status; the main state of the record. Status Reason; reason for status to provide additional detail.
95
You can edit the Status Reason field similarly to...?
An option set.
96
What else is the Status known as?
Statuscode
97
What else is the Status reason known as?
Statecode
98
What do you need to search for before making changes to fields in entities?
Dependencies. Modifying properties of fields can stop workflow or dialog processes from working.
99
Show Dependencies may not show all dependencies, why?
It will not always list all possible components that might be affected by changes to or the deletion of a field. Reports and JavaScript web resources are not searched.
100
Can system fields be deleted?
No, you can only configure system to not display them.
101
Can you delete custom fields?
Yes, and all data stored in the fields is deleted and operation is irreversible.
102
Which custom fields can you not delete?
Those referenced by Workflow or Dialog processes / other dependencies.
103
What is not a supported field data type?
Date.
104
What field requirement should you configure on a field to make sure that a user must enter a value?
Business Required.
105
Which of the following properties cannot be changed after you save a field?
Data Type.
106
What are the steps you must follow to delete a field from an entity?
Search for dependencies, remove field from any forms, views reports, publish customizations, delete the field from the entity. Repeat for other environments with same Solution containing the field.
107
Why should dependencies be verified before a field is deleted?
The field might be required by forms, views, processes or relationships, and if field is deleted items might not work.
108
Which can you customize labels of and add more options to; status or status reason?
Status reason.
