Personalize Lock Fields | D365 Platform

The ‘Loch Ness Monster’ is not that kind of ‘Lock’. Regardless, you want to lock monsters from ruining your system with bad data entry.


Lock Fields

In personalization, Lock allows users to view fields, but not change their values. To lock a field, right click, select personalize, and then check the lock button.

As with all personalization features, these locked fields can be distributed to other users as published saved views.


Can’t This Be Done Through Security?

Yes. Without personalization, controlling who can see or edit what fields is managed through security. If you click on security diagnostics for the Vendor form, you can see there are two security privileges: one to view vendors and one to maintain (edit) vendor data.

To lock down a subset of fields through security, a system administrator would need to create a new security privilege (or modified copy of the maintain vendors privilege) and assign it to the desired duties or roles.

An advantage of locking fields through personalization is that it is easier to see which fields are being locked through the UI. Also, users can have multiple views – It’s possible have a default view where the data is not editable, but allow the user to toggle to another view where the data can be edited. This would be a more difficult proposition to manage through security. Pro tip – if you care very much about tracking edits to a particular field, consider enabling database logging on that field.


Lock Many Fields

Personalizations can be applied to individual fields, as well as Field Groups or FastTabs. If you want to lock lots of fields on a form, the easiest way to do this is by opening the personalization toolbar, clicking Lock and then clicking on the desired Field Group or FastTab.

Clicking on the Payment group controls all fields in the Payment group

Clicking on the Payment FastTab controls all fields in the Payment FastTab


That’s pretty much the whole concept – Lock, Stock, and Barrel.

Additional Reading
Personalize the user experience
D365 security topics
Database logging

Personalize Labels | D365 Platform

Campbell’s Soup Can by Andy Warhol

You say ‘Tomato’, I say ‘Tomato’ ” …a phrase better sung than read. No matter what label you wrap around a can of tomato soup – it’s still a can of tomato soup. In D365, buttons and headers have labels. The flexibility of having labels allows D365 to be useable in 46 different languages (including 9 types of English!). All the buttons are the same, but each has a set of language-specific labels. Custom labels can also be created through personalizations, then distributed to individuals or groups of users through saved views.


Personalize Labels

Right click on the desired button or header and select Personalize.

The label name will appear in the white field of the personalize box.

This text is editable, edits will change the label presented to the user.

These personalizations can be saved as a view (note the asterisk after “Standard view” in the last image) and the view can then be used individually or published to other users as desired.


Is This a Good Idea?

Well, maybe.

Without personalizations, label changes are a development task. A developer has to update the label file. That code has to get promoted up to the production environment. These changes then affect all system users of that language Want a label for only some users of that language? – just create a 10th version of English…then have that subset of users change their language preference. Personalizations is clearly a lighter touch for changing the name of a button.

But what is the purpose of a language? Common language facilitates communication. When I point to a can and tell you “tomato soup”, it’s only helpful if you also know it as “tomato soup” (Gazpacho…What’s that?). If sub-groups start referring to something by a new name, it can be difficult to talk about it across the whole organization – or describe to support technicians.

If Bob wants to rename the “Adjust transactions” button to “Bob’s Oh-no Button,” and have that on his own view…good news! That functionality exists.

Bob will have trouble describing “his” button to other members of that organization that know it as “Adjust transactions” in the standard view.

Clicking Bob’s Oh-no Button will still take Bob to the same Adjustments form (remember, this is the same button for everyone, only being viewed with a different label).

However, if accommodating a special request like this can facilitate change management, or win Bob as a champion of D365 throughout his organization, the exercise might be worthwhile.

So, Maybe.

Additional Reading
Personalize the user experience
How to create a label in Dynamics 365 for finance and operations
How to create a new language in Dynamics 365 for Operations

Personalize Required Fields | D365 Platform Update

Photo: Charge of the Light Brigade by Richard Caton Woodville Jr.

For want of a nail the shoe was lost;
For want of a shoe the horse was lost;
For want of a horse the battle was lost;
For the failure of battle the kingdom was lost—
All for the want of a horse-shoe nail.


Little things matter. Sometimes little things matter a great deal. Adding required fields helps prevent little bits of data from being lost on the great battlefield of D365.


Personalize Required Fields

In Platform Update 10.0.12. Require has been added as an option to the personalization toolbar.

As long-time readers will remember, the personalization toolbar can be accessed through the option tab, or by pressing the Ctrl+Shift+P hotkey. Once open, the user clicks on Require, then clicks on the fields to be required, and then closes the personalization toolbar.


Saved Views

As Saved views, these personalizations can be published to the desired members of the organization through security roles (see Publish saved views link below in additional reading for more details).

In addition to being a no-development solution, an advantage to this approach is that different fields can be required from different users. Imagine a business process where a general projects team create new projects across the company, but project managers are expected to enter a projected start and end date for visibility once they are specifically assigned to and begin maintaining their project.

Requiring the field through a saved view makes it easy for the project team to create and update other elements of the project through a standard view, while the Project manager’s view requires these data points to be entered.

Project manager view requires project start / end dates

Error message for Project manager not entering required fields

With fields populated, happy projects are all the same.

Additional Reading
Platform updates for version 10.0.12 of Finance and Operations
Personalize the user experience
Publish saved views

Enable Saved Views

As regular readers know, Saved Views enhance the Finance and Operation experience, empowering users to save sets of personalizations and navigate forms more efficiently.

In earlier versions, this preview feature had to be enabled through SQL code – starting in Platform update 33, Saved views can now be activated in the Feature management workspace.

Go to Feature Management Workspace

If you do not see the Saved views feature, click Check for updates. Depending on how far in the future you are, you may also need to toggle from the “New” tab to the “Not enabled” tab.

Hello readers in the future. How is it there?

Select Saved Views Feature

Click “Enable now” at bottom right.

Saved Views Feature Will Now Be Enabled

A green check mark and enabled date will now display next to the feature.

When activating the Saved views feature, also consider enabling the Grouping in grids and New grid control features.

Additional Reading
Saved Views
Grouping In Grids
New Grid Control

D365 Platform Update 33 Preview: It Publishes Default Saved Views?

The preview release of Platform update 33 for Finance and Operations is now available (general availability is scheduled for March). This is part of a series highlighting features in the new platform update.


Published Views!!!

A quick refresher: saved views enable users to save sets of personalizations on a given form. Forms have a standard “classic” view. When personalizations are made, an asterisk identifies that the classic view has changed, providing the user with the option to save the new view.

In manage my views, users have the option of reordering, renaming, and setting the desired default from their personally available views. Additionally, the publish button in manage my views allows users to share their views with the larger organization by role and legal entity.

(The ability to publish views is limited to system administrators and those with the “Saved views administrator” role)


Publish as Default View

Platform Update 33 extends the publish view functionality, the publish as default view toggle enables a published view to be the first view a user sees when accessing a form – instead of the form opening in “Classic view” and the user having to select the desired view or configure the default individually.

In the example below, I have a “Simple view” for the project form where infrequently used buttons and fields are hidden. I would rather users be direct here first, with the option to view the full “Classic view” information if necessary, so I have published the “Simple view” as the default.


Managing Published Views

All views are visible in the personalization form. Clicking the publish button on a published, unpublished, or personal view allows management of access and presentation of the view.


I would be grateful if you take a screenshot of this post and share it on social media. You’ll be publishing a view – saved from my published, saved view on saved view publishing.

One can only hope that will lead to more views.

Additional Reading
What’s New Platform Update 33
Saved Views
Saved View Feature Details

D365 Platform Update 33 Preview: It Groups!

The preview release of Platform update 33 for Finance and Operations is now available (general availability is scheduled for March). This is part of a series highlighting features in the new platform update.


It Groups!!!

Grouping brings some pivot table-like functionality to D365 grids. Similar to how numeric columns can be totaled, non-numeric columns can be grouped. Right click on the column and select “Group by this column”


Posted Project Transactions, Grouped by Project Name


Posted Project Transactions, Grouped by Date


Save Groupings as Views

Once grouped, these new grid layouts can be saved as views.


Grouping is a promising UI experience. In the Platform Update 33 preview, users are able to group on a single column. Future plans include the ability to group on up to five different columns, expand/collapse groupings, and group subtotaling.

If You Still Really Want a Pivot Table

If you find yourself in need of the full pivot table experience, remember that grid data can still be downloaded to Excel.

Ctrl+Shift+E, Enter

Our D365 hotkey to download data to excel.

Alt+N+V, Enter

Our Excel Hotkey to build a pivot table.

Then select your fields as desired.


Best of luck, my Excel power-user friend.

additional reading
What’s New Platform Update 33
Grid Capabilities
Grouping With Subtotals in Grid

D365 Platform Update 33 Preview: It Totals!

The preview release of Platform update 33 for Finance and Operations is now available (general availability is scheduled for March). This is part of a series highlighting features in the new platform update.


It Totals!!!

What’s the sum of this column? No need to dump it to excel anymore – right click and select “Total this column”. D365 will then do the hard work to calculate the total and return the number of rows.


Even Large Totals!

When a grid is so large that all records are not returned at once, a calculate button presents below the total button with dashes at the bottom of the columns pending calculation. Clicking the calculate button processes the totals.


Filtered Totals!

When grid columns are filtered, totaling takes place on the filtered values. This is handy when investigating subsets of form data.

In the example below, the Trial balance form already has summary totals at the bottom as part of its standard design. By adding column totals, I am able to filter for a specific project dimension and quickly calculate the totals for that dimension value.


In sum, this is the total functionality.

additional reading
What’s New Platform Update 33
Grid Capabilities
Total Recall

D365 Platform Update 33 Preview: It Does The Math!

The preview release of Platform update 33 for Finance and Operations is now available (general availability is scheduled for March). This is part of a series highlighting features in the new platform update.


It Does The Math!!!

The ability to calculate inside of cells (instead of on external calculators) was a handy feature in AX2012 that we were sad to lose in the great D365 migration to the cloud.

Well put your 10-keys back in your deskdrawers because D365 does the math again!

When entering data into numeric cells, start your entry with the equals sign (=) and let D365 handle the rest.

1+1 = 2

(2×3) + (4×5) = 26


It Even Does The Advanced Math!!!

Dynamics recognizes pi, e, factorials, logarithms and trig functions. A complete list of the supported math expressions can be found here.

5! (5x4x3x2x1) = 120

Cos(pi) + ln(e) = 2


The supported math expressions don’t include imaginary numbers (remember i ?). Fortunately, accountants have been handling imaginary numbers on their own for centuries.

additional reading
What’s New Platform Update 33
Grid Capabilities
Supported Math Symbols