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Use OOTB Fields as a Filter

  • 1.  Use OOTB Fields as a Filter

    Posted Dec 01, 2021 11:43 AM

    The Opportunity Entity includes an out-of-the box (OOTB) field called "Pipeline Phase".

    It is defined as a field Type "Single Line of Text". I can include this field as a column in a System View, however I CANNOT include it as a filter.

    I can include other fields of the same Type, such as "Code Name" and "Archived FY".

    It appears that there must be a setting (flag) somewhere in the field attributes to include them in the list of fields available as a "filter".

    How can I make this OOTB field available as a filter in a System View?

     



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    Randy Sales
    SAIC
    Reston VA
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  • 2.  RE: Use OOTB Fields as a Filter

    SILVER CONTRIBUTOR
    Posted Dec 02, 2021 10:19 AM
    Open the field settings and see if "Searchable" is set to "Yes"

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    Libby George
    Sr. CRM Sales Analyst
    Milwaukee Tool
    Brookfield WI
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  • 3.  RE: Use OOTB Fields as a Filter

    Posted Dec 03, 2021 12:10 PM
    Yes, this helped.

    Thanks for your input.

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    Randy Sales
    SAIC
    Reston VA
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  • 4.  RE: Use OOTB Fields as a Filter

    Posted Dec 03, 2021 02:34 PM
    I want to change the Data Type of an existing field in the Opportunity entity, however I found this message in Power Apps:

    If a field in an entity is already defined with a Data Type "Text", is it at all possible to change the Data Type (to "Choice") without deleting the field and adding it again with the new Data Type?

    Thanks in advance for your support.

    ------------------------------
    Randy Sales
    SAIC
    Reston VA
    ------------------------------



  • 5.  RE: Use OOTB Fields as a Filter

    TOP CONTRIBUTOR
    Posted Dec 06, 2021 09:29 AM
    Hi Randy,

    Once the data type is defined you can't change the data type of a field. if you want to change the data type you have to delete the field and add the field as different data type but then data stored in the field is gone for ever.


    ------------------------------
    Jeebo Mathews
    Agricorp
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  • 6.  RE: Use OOTB Fields as a Filter

    Posted Dec 06, 2021 09:44 AM
    Jeebo, thanks for confirming.

    ------------------------------
    Randy Sales
    SAIC
    Reston VA
    ------------------------------



  • 7.  RE: Use OOTB Fields as a Filter

    Posted Dec 07, 2021 06:10 AM
    Edited by Jacob L Dec 07, 2021 06:12 AM


  • 8.  RE: Use OOTB Fields as a Filter

    Posted Dec 07, 2021 08:10 AM
    Jacob, thanks for providing this process.

    ------------------------------
    Randy Sales
    SAIC
    Reston VA
    ------------------------------



  • 9.  RE: Use OOTB Fields as a Filter

    SILVER CONTRIBUTOR
    Posted Dec 07, 2021 09:25 AM
    You can use the "Attribute Manager" in XRMToolbox to do this. It will create a temporary field to store your data, delete the old field, create the new field, populate the new field with data, and then delete the temporary field.

    ------------------------------
    Libby George
    Sr. CRM Sales Analyst
    Milwaukee Tool
    Brookfield WI
    ------------------------------



  • 10.  RE: Use OOTB Fields as a Filter

    Posted Dec 07, 2021 12:29 PM
    Absolutely a great idea to work with the XRMToolbox.

    ------------------------------
    Randy Sales
    SAIC
    Reston VA
    ------------------------------



  • 11.  RE: Use OOTB Fields as a Filter

    TOP CONTRIBUTOR
    Posted Dec 07, 2021 05:44 AM
    Randy,

    Don't ever change anything on an OOB field, except the searchable flag, for any reason ever.  If you have an OOB text field, like Account.Address1_Country and you want it to be an option set, but you don't want to have to chase down every OOB report, chart, and view that uses the OOB country field.  Create a Country Global Option set, add it to the Account form.  Then remove the OOB country field and have a workflow that writes the custom country to the OOB country field on change of the custom field.  You can also create a business rule, but i believe both fields would need to be on the form, so you would need to stash the OOB field on some unused tab and lock/unlock/update it as necessary.  If you don't lock/unlock as part of the business rule, a User will find the text field and they will change the value, simply because they can.

    Also, there are couple of tools in the xrmtoolbox, Attribute Manager and Dataverse Format Changer, that may be able to 'change' the datatype of a field, again never, ever, ever, do this to an OOB field.

    Hope this helps,

    ------------------------------
    Jim Corriveau
    A.W. Chesterton Company
    Groveland MA
    ------------------------------



  • 12.  RE: Use OOTB Fields as a Filter

    Posted Dec 07, 2021 08:09 AM
    Jim, thanks for your input.

    ------------------------------
    Randy Sales
    SAIC
    Reston VA
    ------------------------------



  • 13.  RE: Use OOTB Fields as a Filter

    TOP CONTRIBUTOR
    Posted Dec 08, 2021 02:44 AM
    While Jim is 100% correct about changing OOB fields, for what it's worth, I don't thing XRM Attribute Manager will work here, as it has to be able to delete the target field, which you can't do with OOB fields.

    ------------------------------
    Donal McCarthy
    Digital Marketing Administrator
    BrightWork
    Galway
    ------------------------------



  • 14.  RE: Use OOTB Fields as a Filter

    SILVER CONTRIBUTOR
    Posted Dec 09, 2021 04:15 AM
    I totally agree with Donal.

    just create another field of the appropriate type and migrate - not that hard.

    Also, be extremely careful about repurposing OOB entities - there are lots of things going on in the background - just create a new entity and redesign.

    Pete


    ------------------------------
    Peter Hale
    Naish Pty Ltd
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  • 15.  RE: Use OOTB Fields as a Filter

    Posted Dec 09, 2021 08:05 AM
    Great! Thanks for your advice.

    ------------------------------
    Randy Sales
    SAIC
    Reston VA
    ------------------------------



  • 16.  RE: Use OOTB Fields as a Filter

    Posted Dec 09, 2021 08:07 AM
    Thanks for your input. My team will review your advice.

    ------------------------------
    Randy Sales
    SAIC
    Reston VA
    ------------------------------



  • 17.  RE: Use OOTB Fields as a Filter

    TOP CONTRIBUTOR
    Posted Dec 10, 2021 08:30 AM
    Edited by Donal McCarthy Dec 10, 2021 08:30 AM
    Just came across an interesting related situation.
    We had a Whole Number that we needed to switch to Decimal, so we deleted the column and added it back with the same name.
    When we tried to import this change in a managed solution to a test environment, the import failed because the attribute type had changed.


    Although, as mentioned, you won't be able to delete an OOB column, it looks like you can't delete and replace a custom column either!

    ------------------------------
    Donal McCarthy
    Digital Marketing Administrator
    BrightWork
    Galway
    ------------------------------



  • 18.  RE: Use OOTB Fields as a Filter

    SILVER CONTRIBUTOR
    Posted Dec 10, 2021 03:31 PM
    One of the reasons I don't like managed solutions except in very controlled circumstances - eg an ISV application - otherwise they are a disaster.

    Now, it that had been unmanaged you could have delete the field in the target and then imported.

    I know MS love managed solutions and the jury is 50/50 but you give control away and donal example is just one of the issues.

    ------------------------------
    Peter Hale
    Naish Pty Ltd
    ------------------------------



  • 19.  RE: Use OOTB Fields as a Filter

    Posted Dec 13, 2021 09:24 AM
    The only way to re-use the schema name on a field would be to delete the existing field and push the managed solution. The managed solution would delete that column in the next environment.
    Only then would you want to create the new field, and then push that solution into the next environment.
    Alternatively, if you were using unmanaged solutions, you could delete the field within the target environment and then push the unmanaged solution.
    At this time you will require someone to adjust the xml within your solution to be able to fix this current issue.

    Tara Sinclair
    CE Functional Consultant
    NTT Data

    ------------------------------
    Tara Sinclair
    Amerongen Consulting Inc
    calgary BC
    ------------------------------



  • 20.  RE: Use OOTB Fields as a Filter

    SILVER CONTRIBUTOR
    Posted Dec 13, 2021 11:23 AM

    Donal,

     

    You're removing an attribute and re-adding it with the same name but different data type isn't going to do trick when you import your changes to another environment. You will need to remove that attribute from the target environment prior to importing your changes there. It may be a bit painful since there may be many dependencies, but this way you don't need to make a lot changes to your code.

     

    Tony Suslovich

    Client Systems Team Lead | Client Services | Digital Technology

    PMP

     ____________________________________________________________
    Electronic mail messages entering and leaving Arup business systems are scanned for viruses and acceptability of content.





  • 21.  RE: Use OOTB Fields as a Filter

    Posted Dec 13, 2021 12:52 PM
    Thanks everyone for your input.

    The field in now searchable and available to be used as a filter. If my team decides to use the "choice" option, we will review your advice.

    ------------------------------
    Randy Sales
    SAIC
    Reston VA
    ------------------------------



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