Microsoft Dynamics CRM

{Quick Tip} When to Pick Option set and Lookups in Dynamics CRM

This post is on when should we use Option set (Pick list field) and when we should use Lookup field in Dynamics CRM when it comes

to using them for making choices, i.e., the end users need to be given a choice of options or a selection.

Working on different projects across different clients, geographies, consultants and developers- I still notice that

people have a tendency to choose this types differently Some example are:

· Category

· Sub-Category

· Territory

· County

· Town

· Country

The list can keep growing.

So, my blog’s main focus is to understand when to pick what:

· Option set Fields:

Ø This should be picked when the number of option set values are smaller (typically up to 10 values).

Ø This should be used when there are not many changes required to the values or new additions to the possible

values is not needed by the users.

Ø Global option sets provide additional benefit of using common type of picklist across different entities.

Ø From user perspective, this should be chosen if end user group intends to pick a set of drop-down values.

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· Lookup Fields:

Ø This should be picked when the number of choice values are larger (typically greater than 10 values).

Ø This should be used when there are many changes required to the values or new additions to the

possible values is needed by the users.

Ø Global option sets provide additional benefit of using common type of picklist across different entities.

Ø From user perspective, this should be chosen if end user group intends to pick a set of recently chosen

drop-down values and if not found users are ok to select a search bar to find the intended value.

Ø This should be also user if user intends to search the possible values using wild card searches.

Ø From Relationship perspective, Lookup is a relationship between two entities.

This should be a consideration during field creation.

Ø In Various Grid views, is users intend to be able to click through and reach the option value and the

option has additional details than just display text.

For e.g., Country might have Country code, Description etc.

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Some more considerations from a great MVP Jukka Niiranen:

 

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Hope it helps and Happy CRMing!