Step-by-Step Guide to Creating Custom Entities in Dynamics 365

You can Create Custom Entity in Dynamics 365 for your business needs. When you Create Custom Entity, you can track data that doesn’t fit into the standard modules. For instance, city governments Create Custom Entity to manage citizen cases, while retail stores Create Custom Entity for loyalty programs and inventory alerts. The table below highlights how different industries Create Custom Entity for their unique requirements. This guide provides simple steps to help you Create Custom Entity, even if you’re new to Dynamics 365.

Tip: When you Create Custom Entity, you can save time and achieve better results, no matter your role or experience level.

Key Takeaways

• Custom entities help you track special business data. Standard modules do not always cover this data. This lets you change Dynamics 365 to fit your needs.

• Always work inside a solution when you make custom entities. Use clear and unique names. This keeps your system neat and easy to use.

• Set important properties like ownership and activity type with care. Some settings cannot be changed later. These choices affect who can see your data.

• Add fields and relationships to your entity. Change forms to collect the right information. This makes your entity simple for your team to use.

• Test your custom entity in a sandbox first. Do this before you use it for real. This helps make sure it works well and keeps your data safe.

Custom Entities Overview

What Are Custom Entities

Custom entities in Dynamics 365 help you use business data that does not fit the normal system. You make these entities for your own business needs. A custom entity is like a special table in a database. You pick what information goes inside and how it links to other data.

• Dynamics 365 has three types of entities:

  • System entities are built-in and you cannot change them.

  • Business entities come by default, but you can change them.

  • Custom entities are made by you for your business.

You can change the name, add fields, and set up custom entities. You also pick who owns the data. It can be a user, a team, or everyone in the organization. This choice changes who can see or use the data. Once you pick the owner, you cannot change it later.

Custom entities can also work as activity entities. These have special features. They can link to many records and show up in activity menus. You decide if your custom entity is in these menus.

Note: Custom entities let you make new data models, change forms, and build dashboards for your work. This helps your team do tasks faster and makes the system easier to use.

When to Use

You should use a custom entity if your data does not fit any standard entity. For example, if you need to track equipment maintenance and there is no standard entity for it, a custom entity is best. Custom entities also help you keep your changes away from the main system. This makes updates and fixes easier.

• Use custom entities when:

  • Your data is special and does not fit standard entities.

  • You need to connect new data to main records, like accounts or contacts, without changing them.

  • You want a simple and easy-to-manage solution instead of big changes to standard entities.

Custom entities help you work faster by making things automatic and simple. They also help your business be different by letting you make special solutions. But, if you make too many custom entities, your system can get slow and hard to handle. Always think and plan before you add new entities.

Prerequisites

Permissions Needed

You need the right permissions before you make custom entities in Dynamics 365. Dynamics 365 uses a role-based security system. You do not get permissions by yourself. Instead, you get a security role. Each role has certain jobs and rights. These control what you can do.

To make and manage custom entities, you usually need one of these roles:

1. System Administrator
   This role gives you full access. You can make, change, or remove any entity. You also set security for others.

2. Security Administrator
   This role lets you handle security roles and permissions. You can use tools like the Security Diagnostic Tool and Security Configuration Tool. These help you set up new roles or change old ones.

3. Custom Security Role with Entity Customization Privileges
   Sometimes, your company makes a special role for customizing entities. This role must let you create and manage entities.

Tip: If you do not know your permissions, ask your Dynamics 365 admin. They can check your role and help you get the access you need.

Tools and Environment

You need the right tools and setup to make custom entities safely. Dynamics 365 gives you many choices:

• Internal Customization Tool
  Use the built-in tool to add new entities, fields, and forms. You do not need to write code.

• Solution Packages
  Put your changes into solutions. This helps you move custom entities between places.

• Sandbox Environments
  Always use a sandbox for testing and building. This keeps your real data safe.

• Preview and Publish Modes
  Check your changes before you make them live.

• No-Code Configuration
  Make layouts, dashboards, and forms with easy drag-and-drop tools.

• Custom Development Tools
  For harder tasks, use Microsoft Visual Studio and the Dynamics 365 SDK. These tools need a Windows computer with the .Net Framework.

Using sandbox environments and solution management helps you test changes. This keeps your live system safe from mistakes. This setup lets you customize safely and deploy changes smoothly.

Create Custom Entity

Access Solution Explorer

First, you need to go to the right place in Dynamics 365. You can use the classic interface or the Power Apps Maker Portal. Both let you Create Custom Entity, but the steps look a bit different.

Classic Interface Steps:

1. Sign in to your Dynamics 365 Customer Engagement.

2. Go to Settings. Then pick Customizations. Next, choose Customize the System.

3. Solution Explorer will open. You can see all your solutions and entities here.

Power Apps Maker Portal Steps:

• Sign in to the Power Apps Maker Portal.

• Pick your environment.

• Click Solutions on the left menu.

• Open a solution or make a new one.

Tip: The Power Apps Maker Portal is modern and easy to use. You can see changes right away and set up fields fast. Some advanced features are only in the classic interface. You can switch if you need those features.

Add New Entity

When you are in Solution Explorer or the Maker Portal, you can Create Custom Entity by adding a new entity. Always work inside a solution. This keeps your changes neat and makes it easy to move them.

Steps to Add a New Entity:

1. In your solution, click New and pick Entity.

2. Fill in the needed information:

   • Display Name: This is what users see.

   • Plural Name: This is how it shows in lists.

   • Name: This is the unique system name. Dynamics 365 adds a prefix to keep it unique.

Best Practice: Use a clear and special name for your entity. Do not use the same name as others. Always write a description so people know what your entity does.

Set Properties

When you Create Custom Entity, you must pick some important settings. These choices change how your entity works in Dynamics 365.

• Primary Field: The system makes a field called 'name'. You can change it before saving. The primary field must be one line of text.

• Ownership: Pick User/Team or Organization ownership. User/Team lets you control who can see the data. Organization is good if everyone should see it. You cannot change this later.

• Activity Entity: If you want to track things like emails, set it as an activity entity. You can only do this when you first Create Custom Entity. Activity entities must be owned by a user or team.

• Other Properties:

  • Turn on offline use if you want users to work without internet.

  • Decide if you want the entity in the interactive service hub.

  • Pick a color to help users find your entity in the app.

Note: Some settings, like ownership and activity, cannot be changed after you Create Custom Entity. Think carefully before you save.

Configure Options

After you set the main properties, you can pick more options for your custom entity.

• Relationship Behaviors: Set how your entity connects to others. For example, you can let activities from your custom entity show up in the parent record’s activity view. This helps users see all actions in one place.

• Cascading Actions: Pick what happens to related records when you assign, delete, or share your custom entity. For example, you can set actions to "Cascade All" so changes go to all linked records.

• Activity Sorting: Choose which date field sorts activities in the Social Pane. This helps keep activity history clear.

• Add to Solution for Deployment: Always add your custom entity to a solution. This bundles your changes and makes it easy to move them. When you finish, publish all customizations to make your entity live.

Tip: Always add all related parts, like forms and fields, when you add your custom entity to a solution. This stops errors when you move your changes.

Table: Key Configuration Options

Creating a custom entity in Dynamics 365 helps you control your business data. By following these steps, you can Create Custom Entity that fits your needs and works well with your system.

Customize Entity

Add Fields

After you Create Custom Entity, you need to add fields to capture the right data. Fields let you store information like names, dates, numbers, or choices. You can pick from many field types, each with its own use.

To add a field:

1. Go to your custom entity in Solution Explorer.

2. Select Fields and choose New Field.

3. Pick the field type and fill in the details.

4. Save and publish your changes.

Tip: Use clear names for fields so users know what data to enter.

Set Relationships

Relationships connect your custom entity to other entities. This helps you link data and keep your system organized. You can set up one-to-many, many-to-one, or many-to-many relationships.

1. In Solution Explorer, select your custom entity.

2. Go to Relationships and choose the type you need.

3. Add related entities, like Accounts or Contacts.

4. Set rules to keep your data accurate, such as validation steps before saving.

These links help you see related records and keep your data clean. Using foreign keys and validation rules protects your data and makes reporting easier.

Edit Forms and Views

Forms and views control how users see and enter data. You can change layouts, add fields, and show related records.

• Open your custom entity and select Forms.

• Drag fields onto the form to build the layout.

• Add sub-grids to show related records, like activities or contacts.

• Use visibility settings to show or hide fields based on user actions.

• Save and publish after each change.

You can also edit views to control which columns appear in lists. Choose the best form type for your users, such as Main, Quick Create, or Card forms. This makes your app easier to use on both desktop and mobile.

Assign Security Roles

Security roles control who can see or change your custom entity. Assign roles to users or teams to protect your data.

• Go to Settings > Security > Security Roles.

• Pick a role or create a new one for your custom entity.

• Set privileges like Create, Read, Write, Delete, Assign, and Share.

• Choose the access level: Organization, Business Unit, or User.

Best Practice: Give users only the permissions they need. Use templates for common roles and adjust as needed. Review roles often to keep your system safe.

Advanced Options

Activity Entities

When you Create Custom Entity, you can make it an activity entity. This lets you track things like payments or custom tasks. It works like tracking emails or phone calls. To do this, pick "Define as an activity entity" when you set up your new entity. After you save and publish, your custom activity shows up in the social pane. You can log details such as subject, owner, due date, and status. This helps you watch time-based events and share activity status with your team. You also keep a clear record for audits or reviews.

Tip: Activity entities help you organize business processes. They make every event easy to find and manage with your team.

Import Data

You can quickly fill your custom entity with data by using import. Dynamics 365 supports files like CSV, XML Spreadsheet 2003, and text files. Here is how you import data: First, prepare your data file in a supported format. Next, match your file’s columns to your custom entity fields. Then, upload the file and start the import. Dynamics 365 reads and changes your data in the background. Check the results and fix any errors you find.

All custom entities are ready for import by default. For best results, keep each import under 20,000 rows. You can use rules to split or combine data if needed.

Importing data helps you get started fast and keeps your records current.

Add Icons and Controls

Custom icons help users spot your entity and support your company’s branding. You can add a custom SVG icon by uploading it as a web resource. Assign it in the table settings. Use a simple design and keep the size at 32x32 pixels. Match the style of other Dynamics 365 icons. This makes your app look professional and helps users find things quickly.

You can also add custom controls to make data entry easier. For example, add a calendar picker for dates or a slider for ratings. These controls make your forms more interactive and user-friendly.

Custom icons and controls help you build a system that fits your business. They make work easier for everyone.

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You have learned how to Create Custom Entity in Dynamics 365 by using easy steps. First, you set up fields and make links between data. Next, you change forms and pick where your entity will show up. Then, you save and publish your changes. Custom entities help you keep special business data in order and make some jobs automatic. After you finish, test your entity in a sandbox to check if it works. Make sure everything is set up right and save a backup of your system. If you want to learn more, look for online classes or try adding web resources and new tools to your custom entities.

FAQ

How do you delete a custom entity in Dynamics 365?

Go to Solution Explorer. Pick your custom entity. Click Delete to remove it. Publish your changes so they take effect. Always make a backup before you delete. Deleting an entity erases all its records.

Can you change the ownership type after creating a custom entity?

No, you cannot change the ownership type later. Pick the right option when you first set up your custom entity.

What happens if you forget to add your entity to a solution?

If you do not add it, you cannot move or export your custom entity easily. Always put new entities in a solution to keep things organized.

How do you make your custom entity show up in the main menu?

Open the app designer tool. Add your custom entity to the sitemap. Save and publish your work. Now users will see it in the main menu.

Can you restore a deleted custom entity?

Note: You cannot get back a deleted custom entity from Dynamics 365. Always export your solution or back up your data before you delete anything.