Dynamics CRM auto populate lookup values from custom field – Part 1

In most cases, organizations have their own unique ID’s to identify records.

As an example, ABC organization uses DBID as their unique internal account code. For each related custom record, they will use DBID as the foreign key to identify the specific account.

Here is the business case : We need to gather Registration Info as a separate record and later link it to the relevant account by matching the DBID of both the records.

Account(GUID)DBID (Internal ID)Other fields
f03dfb62-09b4-e911-a811-000d3af3a14aKKTEST0000001other fields
Accounts Entity
RegistrationInfo(GUID)DBIDOther fields
cdafbfc7-766f-ea11-a811-000d3af3a7c4KKTEST0000001other fields
Registration Info Entity

In order to link two entities, we have to create a lookup field. In this case, Account entity form should show registration info. Therefore, we need to create the lookup field within Account entity.

Here are the steps:

Dynamics CRM Configuration

  1. Go to https://make.powerapps.com > Data > Entities > Account
  2. Create new lookup field “Registration Info” and select related entity as the entity you need to link it with. In this case, I am selecting “Registration Info”.

3. Save the entity

4. Since we need to see registration info within account form. Now, let’s add this to account form as a quick view.

5. Go to “Account” > Forms and open the main form.

6. Add component > 1 column section. Then add the new field “Registration Info” to this section.

7. Add > Component > QuickView and select the created lookup field.

You can add this section to any place you like on the form. CRM configuration part is now done. To recap what we have done so far, we have created a lookup field within Account entity so that we can link a custom record and show custom record data on the account form.

Let’s test the form. Go to any account record on CRM and navigate to the new section of the form.

Now, select any record from the lookup field and it will populate the quick view section with relevant data.

Ok, now we know that if we pass the right value to lookup, it will show us all relevant data in the Account form itself.

In my next post, we will discuss how we can auto-populate the lookup value in this field after matching the custom (DBID) field value.

Happy Learning!

Categories: Dynamics 365, Power Automate

Tags: , ,

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