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How to make Email Address Field Unique in Dynamics 365

  • 1.  How to make Email Address Field Unique in Dynamics 365

    Posted Feb 05, 2020 09:08 AM
    ​Hi,

    We are using Dynamics 365 and would like to make the email address field unique for each of our contacts in our CRM system. Although we have duplicate detection rules turned on, users are ignoring the warnings and still entering duplicate emails in the system.

    Can someone please advise on how we can make the email address field unique so no one can enter a duplicate email address against a contact?

    I have had a look and currently cannot find any way to do this.

    Kind Regards,

    ------------------------------
    Deepak

    ------------------------------
    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 2.  RE: How to make Email Address Field Unique in Dynamics 365

    TOP CONTRIBUTOR
    Posted Feb 05, 2020 09:16 AM
    Deepak.

    There are different strategies on how to resolve your issue.
    1. You can create a plugin that will block create/update of the contact is email is not unique.
    2. Codeless way is to set email field as an alternate key but obviously this approach will not be that flexible as approach suggested in point 1 - https://crmtipoftheday.com/1028/prevent-duplicate-contacts-the-viking-way/

    ------------------------------
    Andrew Butenko
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    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 3.  RE: How to make Email Address Field Unique in Dynamics 365

    Posted Feb 05, 2020 11:07 AM
    ​Hi Andrew,

    Option 1 sounds like a better route though I am not a developer so may need to ask our consultant to do this for us. I just thought their maybe a way to do it just by setting some rules within the system but it does not look like this is possible.

    Regards,
    Deepak

    ------------------------------
    Deepak
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 4.  RE: How to make Email Address Field Unique in Dynamics 365

    TOP CONTRIBUTOR
    Posted Feb 05, 2020 10:44 AM
    Deepak

    Would it be helpful if the email field would display all of the duplicate emails as the user types it into the field?

    ------------------------------
    Rex Kenley Tan, MCSA, MCSD
    Tallmadge OH
    https://www.youracclaim.com/users/rex-kenley-tan

    *Always be CURRENT with JavaScript & C#, NEVER be obsolete.

    DISCLAIMER: All views expressed on this site are my own and DO NOT represent the opinions of ANY entity whatsoever with which I have been, am now, or will be affiliated.
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 5.  RE: How to make Email Address Field Unique in Dynamics 365

    Posted Feb 05, 2020 11:10 AM
    Hi Rex,

    This sounds like a better option then what we have at the moment which is the system suggesting that the email address *MIGHT* be a duplicate.

    Is this easy to implement and do you have steps please?

    Regards,
    Deepak​

    ------------------------------
    Deepak
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 6.  RE: How to make Email Address Field Unique in Dynamics 365

    TOP CONTRIBUTOR
    Posted Feb 05, 2020 11:26 AM
    Deepak

    I develop custom pcf controls for crm. This is one of those "features" that many users seem to want to have. When I have something I will let you know.

    ------------------------------
    Rex Kenley Tan, MCSA, MCSD
    Tallmadge OH
    https://www.youracclaim.com/users/rex-kenley-tan

    *Always be CURRENT with JavaScript & C#, NEVER be obsolete.

    DISCLAIMER: All views expressed on this site are my own and DO NOT represent the opinions of ANY entity whatsoever with which I have been, am now, or will be affiliated.
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 7.  RE: How to make Email Address Field Unique in Dynamics 365

    SILVER CONTRIBUTOR
    Posted Feb 06, 2020 08:47 AM
    Hi Deepak
    Be careful of group/team email addresses, a number of our clients use these so the First name and Last name in CRM is Sophie Marsh but the email is training@campdenbri.co.uk
    I'd love to make email addresses unique too, so like your thinking - good luck!
    Sophie

    ------------------------------
    Sophie Marsh
    Campden BRI
    Chipping Campden
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 8.  RE: How to make Email Address Field Unique in Dynamics 365

    TOP CONTRIBUTOR
    Posted Feb 06, 2020 10:17 AM
    Edited by Ryan Perry Feb 06, 2020 10:18 AM
    Hi @Deepak Karavadra,

    There are several free workflow activity packages that make this easy. I like one by @Aiden Kaskela called Workflow Elements.
    https://kaskelasolutions.com/

    In there, yoiu can use the Query - Get Results activity to find records with matching emails. Then just stop the workflow with an error if the number of results >0.
    It is also includes a very useful "Run Workflow on Results" activity that allows you to execute logic on related records, which isn't really possible out of the box.

    Good luck.

    ​​

    ------------------------------
    Ryan Perry
    Business Systems Analyst
    Auric Solar
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 9.  RE: How to make Email Address Field Unique in Dynamics 365

    TOP CONTRIBUTOR
    Posted Feb 07, 2020 07:02 AM
    Deepak,

    You could also just get a better duplicate detection tool.  Take a look at Cowia Solutions in appsource.  It allows you to prevent duplicates from being saved into CRM.

    Thanks,

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

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


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