Curious Case of the locked fields in D365 – Quote ID example

So, I struggled some time in trying to make something just work as it was supposed to work. And for no conscious reason, I was able to figure out why.

As to why my Quote wouldn’t save and auto generate the usual Quote ID? It kept asking me to enter it!

Problem

OOB, Quote ID is locked and is auto-generated when you save the record.
newForm

Instead, I got this
cantSave

And asks me to enter Quote in the field again.
enterQuote

Ideally, if you have a required field locked, you can save it and the form won’t force you.
fieldIsLocked

But, nothing would work.

After much hassle, I finally noticed the culprit lying in plain sight. Let’s look at why this was happening.

Culprit

This happened because the same field was on the Business Process Flow and was unlocked
quoteOnProcess

That was the issue. As a part of the requirement, I had put it there, but either didn’t lock it or shouldn’t be there.

I just removed it since it wasn’t a big deal and things were fine now.
savedQuote

Hope this helps you! 🙂

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Import Time Entries in PSA from your Bookings in D365 PSA v3

Often, one of the real-life scenarios is making time entries by either remembering what you did the whole week or looking at the Schedule Board and based on what you were booked, making each Time Entry in PSA manually.

Tiresome and inefficient, right? Not any more, a cool feature let’s you just create Time Entries in PSA v3 by a single click.

Now, let’s say your Bookings look like the below. I’m booked on 2 projects across the week.

scheduleBoard

And now let’s see how we import these.

Import Time Entries

  1. Let’s see you want to make time entries now based on you Bookings in D365. On the Time Entries scree, drop down to the arrow besides Import.
    dropDown
  2. Select Resource Bookings. (Obviously, like this method – you can import from Resource Assignments and Outlook Sync too! But we will keep that for some other day)
    importFromBookings
  3. Then, you can select what all Time Entries should actually make it to the records. So you can select the ones you need and leave the rest.
    summaryOfImport
  4. Once you click on Import, it’s done! Time Entries are created.
    imported

Works like a breeze!

Geo Coding addresses in D365 v9.1 with Unified Interface

Very straight-forward and useful feature is Geo Coding addresses on Sales, PSA & Field Service entities. Like, on Account, Work Order etc. entity. Let’s take an example of Account in this article.

button

Enable Geo Coding

Geo Coding first, needs to be enabled in D365. If you try to access the Geo Coding feature, you’ll be treated with this error –

error

So, let’s do the following –

  1. Navigate to the Resource Scheduling app –
    resScheduling
  2. If you are in the Unified Interface, make sure you switch the Area to Settings and then select Administration
    settingsSwitch
  3. Then, Scheduling Parameters
    schedulingParameters
  4. In Resource Scheduling, flick the Connect To Maps to Yes, read the warning specified and confirm if you are ok
    connect.png
    warning
    That’s it.

Using Geo Code

  1. Once enabled, you can click on the Geo Code ribbon button on the Account record.
    button
  2. And, it will pick the address you entered and show the Latitude and Longitude for the same. You can simply click OK once the details look correct to you
    latLong
  3. The same will show on the fields on the Account entity
    actualFields

Hope this helps!

D365 Quick Tip: Hide Dashboards in D365

This being an obvious approach to how Dashboards are by default seen by all. And how you can disable/hide for users. Even for D365 System Administrators!

Unlike usual forms, view or other records,

ribbon.png

And Deleting the Dashboard isn’t an option.

Enable Security Roles way

So a simple trick is to remove entire access from Enable Security Roles

enableSecurityRoles

Make sure Display only to these selected security roles
selected

And then just untick if you want to provide no access to anyone

removed

Hope this works!

D365 PSA: Restrict Project access only to their Project Managers

Out-of-the-box PSA’s Project Manager security role provides complete access to even other Project Managers. But then, what if you want to bring down the access of the Project Managers to their own Projects only?

Remember, access in D365 PSA is provided for Owner (ownerid) field and not Project Manager (msdyn_projectmanager) field.

PSARoleRestrict

Scenario

Now, I don’t want a Project Manager to have access to others Projects and looks like this can’t be controlled from the Security Level perspective, given the Project Manager is a separate field than Owner of the Project.

So, I’ll limit the access to only the User level (the one who created the record would have the access, obviously)

PSARoleRestrict2

But this remove the access from even the Project Managers since they don’t own the Projects. To overcome this, I’ve written a simple plugin to provide access to the Project Manager whenever they are updated by Sharing and giving PMs the access.

For this, I’ve written a plugin code that will grant all permissions to the Project Manager of that Project and I would like to share this with you all to consume it.

GitHub Project

Here’s the GitHub repository I’ve created which has the plugin code and the Unmanaged Solution that contains only the plugin assembly and the registered step –

Link: D365PSA-PMAccessRights

gitProj

The D365 Unmanaged Solution resides here –

unmanagedSoln

This will work in the following scenarios –

  1. When a Project Manager is changed from Person A to Person B, the access rights of Person A will be removed and granted to Person B.
  2. You can even create a trigger field and use an on-demand workflow to set the trigger. This trigger should be included in the filtering attributes of the plugin step to update the existing records.

This will provide access to the Project Manager of the Project automatically apart from the Owner so that they see/access only Projects that concern them
accessGiven

Make sure no other security role is overriding your restricted access.

Hope this helps! 🙂

D365 Quick Tip: Simple & Detailed Mode in Advanced Find

If you ever wanted to refine your Personal Settings and ever came across this setting that asks your to set the default mode in Advanced Find
setting

But didn’t observe the Advanced Find well? Here’s what it does

Simple Mode

As per Advanced Find behavior, the view which you are on is pre-selected in the Advanced Find.

And observe that the query is locked and you actually need to click on Details to expand it or make it editable
simpleMode

And then it expands like this
expanded

Detailed Mode

In Detailed mode, if you click on Advanced Find button, the query will already be in detailed view ready for you to be edited directly without you needed to click on Details as in Simple mode
advancedMode

 

Hope this quick tip saves you that extra bit of second. 🙂

Get SharePoint Document Location link on field on create in D365

I’ve been working on getting the SharePoint Document’s link to get back into D365 but looks like it can’t come back and get tagged to the record it was created from.

I tried to fire off a plugin on SharePoint Document record create, but in vain. Flow didn’t do justice since SharePoint Document entity doesn’t support Change Tracking.

So, I retrieved the Absolute URL of the “SharePoint Document Location” entity on it’s create itself so that I have the link once the record is created. And click that link to open the folder in SharePoint.

Workflow to wait and then fetch

So if you immediately make a call to retrieve the Absolute URL in the plugin code you’ve written on Create won’t work because Absolute URL gets created moments after the actual Location record is created unlike being passed in the execution context.

My approach is to fire the workflow on the create of the SharePoint Document Location record and Wait for 1 minute.

wfBody

After 1 minute, set off the flag to call the plugin and fetch the Absolute URL as shown below –

updateFlag

Retrieve Absolute URL in Plugin

You can use RetrieveAbsoluteAndSiteCollectionUrlRequest message to retrieve the SiteCollection URL and the Absolute URL of the document folder of the record

retrieveAbsolute

 

Working

  1. When you open the Document sub-grid on the record for the first time, a Document Location record is created –
    openForFirst
  2. The workflow designed above will run and fire off the plugin after 1 minute. The plugin will then make the message request go through to get you the Absolute URL as below –
    link2
  3. And probably you can use that link to open up the folder by clicking on the field that has this URL or send it across in email to internal users (whatever suits your requirements)
    linkInField
  4. It will open up the SP folder for that record and will have all the documents you attach in the Document sub-grid on the record.
    spFolder

Hope this helps!