Types of Fields and its Data Types in CRM

Field defines the individual data items that can be used to store data in an entity. Fields are sometimes called attributes by developers. In solution explorer, customization tools are used to edit system fields that allows customization, and to create or edit a custom field.

Basically, the concept of Field types in CRM are involved with 3 categories as follows:

  1. Simple field: It is a traditional field which contains data.
  2. Calculated field: It can be defined with the calculations based on formula that use fields from the current entity or related parent entities.
  3. Rollup field: It can be defined with an aggregate value computed from the records related to a record, or a value computed over a hierarchy.

Currently, Microsoft supports 14 data types in field are as follows.
 1.   Single Line of Text
 2.   Option set
 3.   MultiSelect Option set
 4.   Two Options
 5.   Image
 6.   Whole Number
 7.   Floating Point Number
 8.   Decimal Number
 9.   Currency
 10.  Multiple Lines of Text
 11.  Date and Time
 12.  Lookup
 13.  Customer
 14.  File

lets have a brief look on each that is available.
 

1. Single Line of Text: This field can contain up to 4,000 text characters and can set the maximum length to be less than this limit. This field has several format options that will change the presentation of the text. These options are Email, Text, Text Area, URL, Ticker Symbol, and Phone.

The corresponding field types are as follows:

  •   Simple: Here, a simple custom field is created with format option as Email in Account entity.   

In Account form, the created field is reflected that displays only input value of email as selected format option is email. 

  • Calculated: A calculated custom field named Test Calculation is created with format option as Text in Account entity.   

Select input value of Calculated in Field Type. Click on Edit button.

It will raises a popup window where condition (i.e., use fields from the current entity or related parent entities) would be provided.

For eg: A condition is considered that a Parent Account’s field of Account Rating equals to “Default Value” then the calculation value must be Account Number.

Here, A Datum Corporation is the parent account of A Datum Integration in which the given condition satisfies and the calculated value displays in Test Calculation field as shown.

2. Option Set: This field allows users to opt only one value at a time.
  • Simple:   Here, a simple custom field is created with existing option set as Billing Type in Account entity.   

In Account form, the created field is reflected that displays a control of input options of Billing Type as selected. 

3. Multi Select Option Set: This field provides a set of options where multiple options can be selected. It provides a control for users to select multiple options when it is added to form.

  • Simple:  A Simple Multi Select Option Set is build using either with existing or non –existing option set.

Here, a simple custom Multi Select Option set field is created with existing option set as Billing Type in Account entity.   

The created field is reflected which allows user
to select multiple options as shown.

4. Two Option:  This field provides two options. Each option represented with a number value of 0 or 1 corresponding to false or true. Each option is labelled as true or false values can be represented as “Yes” and “No”, “On” and “Off” or any pair of labels to display.

This field didn’t provide the format options at the field level. But allows to choose display them as radio buttons, a check box, or a select list.

  • Simple: A Simple two option is build using either values of “Yes” or “No”.

The created field is reflected which allows user to select either yes or No as shown.

 

  • Calculated: Here, custom field named Test two Option is created in Account entity.  

Select Calculated as field type. Click on Edit button to provide the condition.


The given condition had met which results to display the value as “Yes”.

5. Image:  This field is used to store an image of the entity record.

Create new field where select Data Type as Image.

Open the form of entity to which Image field is created, and make a click on image picture. It raises a popup window where choose the file from local computer and click on OK.

The uploaded image is being reflected as changes are applied.

Note: Only one image field per entity is allowed.

6. Whole Number: This field allows value of integers between -2,147,483,648 and 2,147,483,647. Also, allowed to restrict the maximum or minimum values in this range. It has format options None, Duration, Time Zone, and Language that change depending on how the field is presented.

This field is involved with 3 Field Types are as follows:

  • Simple: It must allowed to enter whole numbers without depending on formula.


Here, the created Whole Number Test field must be entered with whole Numbers but not characters that throws an error as shown.

  • Calculated: Here, a calculated field on whole number is created where condition is provided.

The above changes are reflected as shown.
  • Rollup: Aggregate the data for a row/record from all related activities.

Create new field where select Data Type as Rollup. And click on Edit button. it will raises a popup where conditions are given to calculate the Rollup field.

In this example, the total time spent and billed from all activities related to an account is calculated. It includes time spent on the phone calls, appointments, or on custom activities.

Below is the form of Account where Rollup field named Rollup Test is placed that satisfies the condition of sum of all time spent/duration of calls from all activities related to an account is displayed.

7. Floating Point Number: This field allows up to 5 decimal points of precision that would be used for the values between -100,000,000,000 and 100,000,000,000. Also, allowed to specify the level of precision and the maximum and minimum values.

Create a field with data type as Floating Point Number. And choose the required precision.

The changes are being reflected in field of Floating Point as shown.

8. Decimal Number: This field allows up to 10 decimal points of precision that would be used for the values between -100,000,000,000 and 100,000,000,000. Also, allowed to specify the level of precision and the maximum and minimum values.

  • Simple: Create a field with data type as Floating Point Number and field type as simple, and choose the required precision.


The above created simple field with precision as 4 is being reflected in the form.

  • Calculated: Here, a calculated field on decimal number is created where condition is provided.

Below is the created Decimal Number Calculated field with which condition is met.
  • Roll up: A Rollup field is created to calculate the count of open activities that are related to account record.

Here, a field is created with Decimal Number as data type, Rollup as field type. Click on save which enables the Edit button.

The input value of Decimal Number Rollup field is automated with “2” as count of activities related to account record is 2 as highlighted below.

9. Currency: This field allows monetary values between -922,337,203,685,477 and 922,337,203,685,477. It availed to set a level of precision or choose base the precision on a specific currency or a single standard precision used by the organization.

  • Simple: Create a field with data type as Currency and field type as simple, and choose the required precision.

The above created simple field with precision as 1 is being reflected in the form.
  • Calculated: Here, a calculated field on currency is created where condition is given.

Below is the created Currency calculated field with which condition is met.

10. Multiple Lines of Text: This field can allows the text characters up to 1,048,576. It can set the maximum length to be less than this limit. When this field is added to a form, can specify size of the field.

Create a field with data type as Multiple Line of Text, and choose the Maximum length (i.e., length of characters size) as required.

Below is the created Multiple lines of Text field in the form where it allows given input size.

11. Date and Time: This field is used to define the working time of users in different time zones.

Under Simple field type, availed with the behaviors are as follows: 

  • User Local:  This field values are displayed in the user’s local time and formatted as per their current portal language/locale. The values are stored in UTC time zone format in Dataverse. When a user in Dataverse (or another portal user) in a different time zone views that value, they can see it converted to their own time zone.

  • Date Only: This field values only contain the date and are displayed with no time zone conversion. The time portion of the value is always 12:00 AM. The value entered by one user is seen the same by other users in different time zones (for example, birth dates).
  • Time-Zone Independent: This field values contain date and time, and are displayed with no time zone conversion. The value entered by one user is seen the same by other users in different time zones.

12. Lookup: This field allows setting a reference to a single record of a specific type of entity. Some system lookup fields behave differently.

Lets create a sample lookup field of contact in account form.

Below is the form of Account where lookup field of contact is placed that allows to fetch and place contact records only.

13. Customer: A lookup field that you can use to specify a customer, which can be an account or contact.

In Previous experience: Two custom lookups i.e., Account and Contact had need to be created for customer.

In Enhanced experience: Only one custom lookup is required that allows either Account or Contact.

Below is the Account form in which customer field is placed. This customer lookup is availed with two entities, can select either Account or Contact as shown.

14. File:

Recently, Microsoft introduced a new data type named File to the common data service (CDS). In this release, file field is added to form that enables users to upload/download a file i.e., images, documents. And it allows to upload only one file for a current record in the entity.

Below is the simple example of which added a file field in CDS of Power Apps by just navigate to make.powerapps.com . Select Data > Tables > Entity (e.g., Account) > Columns > Add Column. Then, the file field is to be add in form.

The file field is added to the form as shown.

Note: It may need to use the new UI or the Legacy UI.

Below is a simple example of Canvas App with the “File” field type. Click on “Upload file” to select a file from local drive.

In this image, the file has been uploaded and saved. Now, click on the file name that allows to download it to the device.

If you need any further help, write to us at salesteam@mtccrm.com