Dynamics 365 CRM users interact primarily with forms to manage data, enter information, and navigate the system. Depending on business needs, they are customized for specific entities, ensuring that the right information is collected and displayed. It is crucial to understand the purpose and structure of various forms, such as Forms, Order Forms, and Fallback Forms, in order to enhance CRM productivity and the user experience.
We’ll discuss these three types of forms, their unique features, and when to use them in this article.
Forms in Dynamics 365 CRM
A Form in Dynamics 365 CRM is a structured layout that displays and captures data for an entity record, like Contacts, Accounts, or Cases. These forms provide users with a flexible interface to enter, edit, and view data.
Here are some common types of forms in Dynamics 365 CRM:
- Main Form: The default form type for detailed data entry and viewing. It contains multiple tabs, sections, and controls to capture all required information.
- Quick View Form: A streamlined form to show summary data from a related record. For instance, a quick view of customer data on an Order form.
- Quick Create Form: A minimal form for creating records quickly, capturing only the most essential details without opening a full form.
- Card Form: A compact form primarily used in mobile apps or in the Unified Interface to present an overview of the record.
Each form type offers flexibility and customization to meet the needs of different teams and processes within an organization.
Order Forms: Specialized Forms for Order Management
An Order Form in Dynamics 365 CRM is a specific form type tailored to manage sales orders or purchase orders. Sales orders, as a key CRM component, track customer purchases and ensure smooth transaction flow from order to fulfillment.
Order Forms contain elements specifically suited to handling order details, such as:
- Customer Information: Captures details such as customer name, contact, and associated account, so the sales or service team has immediate context.
- Product Line Items: Displays products or services ordered, including quantities, prices, discounts, and other essential information.
- Shipping and Billing Information: Provides fields for entering shipping addresses, billing information, and shipping methods.
- Order Status and Tracking: Includes status indicators like “Pending,” “Completed,” or “Canceled” to help track the order’s current state.
This form layout is ideal for managing orders because it streamlines processes like entering, tracking, and updating order-related information. Sales and service teams benefit from order forms by having all relevant details in one place, simplifying the workflow and reducing the risk of errors.
Fallback Forms: Default Forms for Controlled Data Access
A Fallback Form is a basic, default form that appears when a user does not have permission to view the primary form. This form provides essential information without displaying sensitive or restricted data, making it a valuable feature for secure CRM environments.
Fallback Forms are useful because they ensure that all users can access necessary records but with a restricted view. Key characteristics of a fallback form include:
- Minimal Information: Only displays general or non-sensitive information, avoiding any private or restricted fields.
- Basic Layout: Has a simplified structure, typically without multiple sections or tabs.
- Permission-Based Display: Automatically shown based on the user’s security role or permissions when they attempt to access restricted forms.
Fallback forms enhance security by ensuring that users only see what they’re authorized to access. They’re essential for organizations that want to limit data access based on roles and comply with data protection policies.
Benefits of Using Different Form Types
Implementing a variety of form types in Dynamics 365 CRM offers several advantages:
- Enhanced User Experience: Customizing forms based on roles or scenarios ensures users interact with the most relevant data without unnecessary details.
- Improved Efficiency: Order forms streamline the data-entry process, enabling sales and service teams to quickly capture and manage orders.
- Data Security and Compliance: Fallback forms ensure users only see what they’re allowed to do, reducing the risk of accidental exposure of sensitive data.
When to Use Each Form Type
- Forms: Use the appropriate form (main, quick view, quick create, or card) based on the level of detail and interaction your process requires.
- Order Forms: Ideal for handling any order-related entity that needs detailed tracking of customer information, order details, and status updates.
- Fallback Forms: Essential for users with limited permissions, ensuring they have access to basic information without violating security protocols.
Forms, Order Forms, and Fallback Forms each play distinct and essential roles in Dynamics 365 CRM. From detailed data entry to simplified views for quick insights and controlled access, these forms provide flexibility and security across various CRM processes. By choosing the right form type for each user scenario, organizations can improve data entry accuracy, enhance user experience, and safeguard sensitive information effectively.