Configure Dataverse Search in Power Platform Admin Center | Dynamics 365

October 25, 2021October 25, 2021 priyeshwagh777 Dataverse, Microsoft PowerApps dataverse search, Dynamics 365, model driven apps, power apps

Relevance Search in Dynamics 365 CRM recently got renamed to “Dataverse Seach” as you might have seen some updates.

Here’s how to configure the Dataverse Seach in the new Solutions Explorer!

Scenario

Now, in case you search on the Global Search bar for a record and the table which it lies in doesn’t show up – In this case table I’m looking in is ‘Subscription’ – that means that this entity is not configured for Dataverse Search

Dataverse Search

Here are some points on the Dataverse Search –

Dataverse search is enabled directly is you are opted in to 2021 Wave 2 Updates on your environment.
Go to https://admin.powerplatform.microsoft.com/ and open the desired environment’s Features section from Settings.

You’ll find that Dataverse Search is already ON.
Now, navigate to https://make.powerapps.com/ to configure the Dataverse Search for a specific entity.
Go to Solutions and look for the Solution which has your entity
In this example, I’ll use the custom entity I’ve created called as ‘Subscription’
In any solution which has this entity, I can click on Overview on the left.

And then if you look at the right hand side – click on Manage Index
It’ll show the entity which is not enabled for Search – But, notice that it is unchecked – means it is not enabled.

Now, enable and save it

Check if Table is enabled for Dataverse Search

Enable the Table for Search Results. Now, when you are in the Solution in the new Solution Explorer – Look for the Table. In my example, it is Subscription table.
I’ll open the Settings of the Table.
In the Settings of the Subscription table, you’ll need to expand the Advanced options.
Now, scroll below and you’ll see the option for Appear in Search Results is enabled.
And once this is enabled, the results will show up in Dynamics 365

Indexed Columns

Now, here’s how to understand the count of Indexed columns. Limit of 950 columns is imposed in a Dynamics 365 environment.
Refer Microsoft’s Official Post – https://docs.microsoft.com/en-us/power-platform/admin/configure-relevance-search-organization#select-tables-for-dataverse-search?WT.mc_id=DX-MVP-5003911

Here’s a snippet from the above mentioned Microsoft Docs to show the count of Indexed Columns calculated towards a Dataverse Search

Hope this helped!

Here are some more Canvas Power Apps posts you might want to check –

Thank you!

Single record and multiple record auditing in Dynamics 365 to Audit record access | M365 Compliance

July 13, 2021 priyeshwagh777 dynamics 365 administration Dynamics 365, o365 compliance, record access auditing in dynamics 365

One of the most important asks for organizations who are sensitive about tracking their data is – Which records are accessed by the user?
There’s a powerful tool in Compliance Center i.e. Audit that can record this as to when a certain D365 record was accessed and all the details about the same.

What is recorded?

Single record – Only access to Dynamics 365 record opening will be audited/captured.

Multiple record – Access to Dynamics 365 record as well as other controls that were in context of the record like sub-grid controls, timeline controls etc. will be audited/captured.

Pre-requisites

The User whose D365 Record Opening activities are to be logged must either have a O365 / M365 Enterprise E3 / E5 License assigned to them.
The environment should be a Production one.

Turn on Recording of Audit (Dynamics 365 & M365 Compliance Center)

Now, to be able to record Auditing of User Record Access, you’ll need to make sure the Auditing is turned ON at these places –

In Dynamics 365, make sure the Auditing is turned ON at the Global Level and that Audit Read Access is enabled too.
Next, make sure the entity’s whose record access you want to capture should have their Auditing as well as Single and/or Multiple Record Access Auditing turned ON as well.
Now, the M365 Admin Center (https://compliance.microsoft.com/) should also be enabled for recording the Audit of User access. This will start recording User and Admin Activity.

It’ll ask for confirmation and then start updating. In my experience, this failed a few times and I wasn’t able to know for sure when it actually got enabled.

Then, it takes a few moments

In my case, this resulted in an error.
Now, I’m not sure if I missed anything although I made sure everything was correct. And when I checked after some time, it was enabled even without me retrying it. But it could just be for me and might work correctly for you.

Recording of Auditing

Let’s test a scenario where a User is not an Admin User and they try to access the Account record on which we’ve enabled Single and Multiple User Access Auditing –

Please note that it takes about 3-4 hours to the log information to be available in (https://compliance.microsoft.com/homepage)

Now, if you navigate to Audit and search.
Make sure your criteria is as narrow as possibly by including only the user you really want to find if that’s the case
In my scenario, I was logged in as Priyesh Wagh user and opened a record in CRM.

So, just to look at what all was logged, my search criteria will look like this –
I’ll make sure All Dynamics 365 Activities is selected if you want to look at everything which is D365 CRM related.
Next, since I’m only looking for my own user who opened the CRM record, I’ll search and select the user in the below filter.
Not to mention the time frame is also narrowed to get limited results. 😊
Here, my results will show up.

If I zoom on in, I’ll see the different types of logs that are filed in the Compliance Center – The retrieve Account is the actual record where all the other events are registered based on the different controls that were loaded when I opened the record itself.
In my experiment, I opened the same record twice, so it recorded the Retrieve account twice along with other event logs.
If I open the record, I’ll see this info about everything that was tracked along with the link to the record as well –

You can refer the full Microsoft Docs reference – https://docs.microsoft.com/en-us/power-platform/admin/enable-use-comprehensive-auditing?WT.mc_id=DX-MVP-5003911

Hope this summary was useful!

Here are some more Dynamics 365 Administrator related posts you might want to check –

Thank you!

Disable Recent Records from Dynamics 365 Lookup Control | Model-Driven Apps [Quick Tip]

June 21, 2021 priyeshwagh777 Dynamics 365 CE advanced lookup, Dynamics 365, lookup field, recent records

Let’s take a quick look on how you can disable the Recent Records from a Lookup Control in Model-Driven Apps

Scenario

By Default, here’s how the Recent Records are shown for a Lookup control –

And it’ll show all the Recent Records for the Entity

Form Settings

Here’s how you can disable the same in Form Settings for the Lookup Control –

On the Field’s Properties, Disable this option called – Publish your changes and then check
And then the Recent Option will be gone.

Hope this was useful!

Here are Canvas Power Apps / Model-Driven Apps which you might like –

Thank you!

Language format for Whole Number field in Dynamics 365 CE

June 2, 2021 priyeshwagh777 Dynamics 365 CE Dynamics 365, language format, whole number in dynamics 365

If you create a Whole Number field in Dynamics 365 CE environment, you’ll notice a Format which is available for you to choose i.e. Language among other formats like None, Duration, Time Zone.

Let’s see what the field is and what it stores.

Language

Let’s say you are creating a field on the Contact i.e. Preferred Language.
And, it is represented in the below way – like a Drop Down
Now, if you wonder which all Languages are displayed? Well, the ones which are Enabled for the D365 Organization are displayed in the Drop-down. They simply are set as data and doesn’t affect the record apart from the data value itself.

So, if you go to the Settings > Languages

Any other language apart from the Base Language of the Organization which is enabled is considered.

You’ll find all the Microsoft Locale IDs here: https://docs.microsoft.com/en-us/previous-versions/windows/embedded/ms912047(v=winembedded.10)?WT.mc_id=DX-MVP-5003911

Data

Now, let’s see what the field stores.

I’ve written a short JS to pick what the field has stored as data. When I debugged, here’s what the field holds.
It stored
Also, if you try to set data which is not enabled i.e. tried to set Language which is not enabled for your Dynamics 365, you’ll see the below validation error which says that the value is out of the allowed range.

Hope this post was useful!

Here are some more posts for Dynamics 365 Customer Engagement / CRM you might find useful!

Thank you!!

Search Rows (preview) Action in Dataverse connector in a Flow | Power Automate

May 24, 2021 priyeshwagh777 Power Automate cds, common data service, Dataverse, dataverse connector, Dynamics 365, Power Automate, search rows

As Dataverse connector keeps getting updated from time to time, here’s a new Search rows (preview) Action which you must be seeing in the Dataverse connector in Power Automate. Let’s see how we can use this Action.

As it suggests, that this is still in preview! So kindly take a note of that.

Search Rows (Preview)

Search rows is an Action in the Dataverse connector and you’ll be able to see it like this

Enable Relevance Search

Let’s assume you went ahead and used this connector in your Flow without having Relevance Search enabled in your D365 CE organization, you’ll see the Search Rows throw the below error.

And the error is described as –
To make Search Rows work, Relevance Search must be enabled for you Dynamics 365 CE / CRM environment. Head over to the System Settings in Dynamics 365 under Settings > Administration > System Settings. And in General tab, look for Relevance Search option, check-mark it and save.
Here’s the full Microsoft Documentation on how to use queries for Relevance Search – https://docs.microsoft.com/en-us/powerapps/developer/data-platform/webapi/relevance-search?WT.mc_id=DX-MVP-5003911

Using Search Rows action

Let’s see how this Action from the Dataverse connector will work –

Now, once you have selected the Search rows action, below are the features which I’ll explain one by one –
Let’s first look at the last item i.e. Return row count. As it says, will result the count of results returned if set to Yes.
Will return -1 if set to No.
For Search Type and Search Mode to be covered, these need to be explained extensively since it covers several factors. To keep it short for now, I’ve linked the Search Type and Search Mode documentation as below
https://docs.microsoft.com/en-us/power-automate/dataverse/search#search-type?WT.mc_id=DX-MVP-5003911

And the short Summary of the same is:
Search Type: “simple | full” There are 2 types called as simple and full. Default = simple. Both have different functions within them that you can use on the Search Term.

Search Mode: “any | all” By Default – any. This defines if any criteria of the Search Term is to be considered or all must be true based on different syntax and operators used.
Row Count denotes how many records should the results Return which is standard across other Dataverse actionss.
Also, Row Filter uses OData style filtering which we’ll omit in this example to keep it simple. 😊
Now, let’s enter a Search Term and keep it simple, I’ll pick an example: “Contoso“.
Next, look at the Table filter – If I leave it blank it’ll search for Contoso across all Tables in Dataverse.

Result to show from all Tables as per the above Search rows term –

Now, I’ll add account and contact (I do have some records in the Opportunity as well which has the keyword ‘Contoso’. So those will be filtered out)

And the result will be as follows –

And if we look at the Raw Outputs to see how data is retrieved, we get the below –
Now, let’s look at Sorting.
Now, in the Sort by filter, I’ll enter the field name ‘name‘ and desc as the order of the Sort.
And then, we’ll check the results

And the results were as below –
Next, let’s look at Facet Query. basically, it drills down on the Results which are already returned as a part of the main query and serve as metadata for the same to gather similar information together.
Here’s how I enter a Facet query – Ex: contact.address1_city. Meaning, it’ll return Address 1: City from all the returned Data and store it under Facet Query.

Now, when we run this, we’ll get the following results –
Let’s look at what Skip Rows does.
It’ll only omit the records from the already returned Results. Example: Even if the Result returned 5 records, it’ll Omit/Skip first x records. But still show that the Results returned are whatever the Query is supposed to return.

In the below example, out of 5, I’ll skip 4 rows.

And when you run the Query, you’ll find that the Record Count is 5, but only 1 entry was available in the Output.

Which Columns are Searchable?

There are 2 points to keep in mind to know and configure which all columns will the Search be performed on.

If you are aware of how you can configure the Quick Find views in Dynamics 365 CE, same is applicable here since this works off of Relevance Search itself.
In any Table/Entity’s Quick Find view, make sure the columns are selected in the Add Find Columns
The ones selected in Find Columns are the ones on which the Search will be performed.

Here’s a YouTube video I made to demonstrate the same –

Hope this was useful!

Here are some more Power Automate / Cloud Flow posts you might want to check –

Thank you!

Read OptionSet Labels from CDS/Dataverse Triggers or Action Steps in a Flow | Power Automate

December 24, 2020December 24, 2020 priyeshwagh777 Power Automate cloud flows, Dynamics 365, optionset, outputs, Power Automate, triggerBody, triggerOutputs

Retrieving OptionSet Labels from CDS data in a Cloud Flow / Power Automate / Flow is an extra step than just picking from the Dynamic Values. Check this post!!

Scenario

While working with data that is either a result of a Dataverse Trigger (on Create/Update) or Action like (Get record, list record), the OptionSet fields from CDS/Dataverse return the Values of the OptionSet instead of the Text Labels –

Let’s say this is the OptionSet in Dynamics
And when you pick the OptionSet field from CDS either from an Action or a Trigger like this
Let’s say I’m capturing this in a variable to show you

I’m storing this in a variable for this example to show you
I’ll capture the Value of the OptionSet i.e. the Value part

Result –
What needs to be displayed is the Label of the OptionSet! Let’s see how we can do this –
1. Triggers
2. Actions – List records (Inside Loops)
3. Actions – Get record (Single record)

triggerOutputs() / triggerBody() to read the OptionSet values from Triggers

Let’s see how to read the OptionSet values from CDS Triggers, Create or Update –

When a Flow is triggered using CDS/Dataverse Triggers (I’m using Common Data Service Environment(Current Environment) trigger), you can read the OptionSet value by using triggerOutputs() / triggerBody() function –
Here’s a triggerBody() example

Now, notice that the name of the field is cf_accounttype. So, the label in Triggers can be retrieved as _cf_accounttype_label and NOT cf_accounttype.

Same way, you can also use triggerBody() function instead as well to yield the same result

Here’s a post on triggerBody() / triggerOutputs() for your reference – Using triggerBody() / triggerOutput() to read CDS trigger metadata attributes in a Flow | Power Automate

items() to read the OptionSet values from Action Step – List Records (Multiple Records)

Let’s look at this example where you are retrieving multiple records using List Records and now, you apply a loop on each of those to read individual records.

Assuming you are using List Records and you loop through the outputs of each of these records
Now, the value is represented by items() function on the Loop that you are in i.e. Apply to each.
Hence, the function is
items('Apply_to_each')?['cf_accounttype@OData.Community.Display.V1.FormattedValue']

This will show the label of the OptionSet in the results

outputs() to read the OptionSet values from Action Step – Get a record (Single Record)

Similar to items() function, we can use outputs() function to read from the Output’s of the Get a Record Action from Common Data Service (Current Environment)

Get an Account is a ‘Get a record’ Action in CDS/Dataverse Current Environment connector. It’ll only fetch a single record.
Now, let’s look at how outputs() function, similar to items() function used in case of Loops is used.
Formula is –
outputs('Get_an_Account')?['body/cf_accounttype@OData.Community.Display.V1.FormattedValue']

In the above scenario, I’m reading under body hierarchy for cf_accounttype@OData.Community.Display.V1.FormattedValue

Using JSON Parse to get the values

Finally, there’s also a method in which you can create a Parsed JSON from the Outputs

Pick JSON from the Actions, it is under Data Operations connector and is a very popular one.
Now, you’ll need to pass Outputs of the CDS Step to the Inputs of the Parse JSON step. Now, since you don’t already have a schema yet, Just put {} and save (else, you won’t be able to save)
Now, Run the Flow once where the CDS step was successful and copy the Outputs from the Body
Now, go to the same Parse JSON Step and click on Generate from Sample
Now, paste the copied Body to generate the schema.
Once you click OK, the schema will be generated.
Finally, you can select the Parsed schema and use it as Outputs.

And it will appear as below –

Again, this will also show the same results as the above approaches.

Hope this helps!

Here are some Power Automate / Cloud Flow posts you might find helpful –

Thank you!!

Calendar View for Work Order Bookings in Field Service | Wave 2 2020 Update [Early opt-in]

September 28, 2020September 28, 2020 priyeshwagh777 Field Service calendar control, Dynamics 365, dynamics 365 field service, Field Service

So here’s a nice improvement to see your Bookable Resource Bookings in a Calendar View as a part of the 2020 Wave 2 Update for Field Service!

Disclaimer: his is a preview feature and is planned, it’s no guarantee that this feature will make it to the final release of Wave 2 Updates.

Pre Requisites

Make sure Wave 2 2020 Updates are available to your either via Early Opt-in or having directly applied to Org if you’re reading this from the future 😊

Here’s the Microsoft Docs official link for the same – https://docs.microsoft.com/en-us/dynamics365-release-plan/2020wave2/service/dynamics365-field-service/calendar-view-booking-work-orders?WT.mc_id=DX-MVP-5003911

Switch to Calendar View

Here’s how you can leverage the Calendar View control for the Bookings.

When you are in your Bookable Resource Bookings view, you might not have this view by default. So, you look to switch the view.
look for Show As option on the ribbon button
Now, you can see that a BookingCalendarControl is available for you to select.
Once your switch, you’ll see the Calendar Control on the view with the Bookings arranged in a Calendar like control
The default Month view looks like below
You can even switch to look at 2 other views, Week and Day views.
The Day view looks like below
And the week View looks like the below
Selecting the Booking will simply open the record in Dynamics as usual.
And this is how you see it on the phone.

Config Options

To first address the most important question, it’s isn’t enabled by Default.

But, you can make it defaulted on the Web application of Dynamics by changing it at the Entity level as shown below.
These are the Properties that can be configured.

Hope this was helpful!!

Here are some more Dynamics 365 / PSA posts you might find useful –

Thank you!!

Generate Dynamics 365 record link in a Flow using CDS connector | Power Automate

June 13, 2020 priyeshwagh777 Power Automate common data service, Dynamics 365, Microsoft Flow, Power Automate

There are several ways to formulate a Dynamics 365 record URL and make it clickable in a Flow in Power Automate.

Here’s one of the ways I follow for most scenarios – Let’s say I want to open a PSA Time Entry record from my Flow, here’s how I do it

Get record action to retrieve URL

Since this post is focused on CDS connector, I can get the D365 record link in body of Get record action for Common Data Service connector.

Unfortunately, I didn’t see this if the trigger was a CDS action, so I made a separate Get record call.

But, we’ll retrieve the same without having to select/parse body object. So let’s see –

Generating Link

First, I’ve initialized a variable that’ll hold the String format of the end URL

Now, first – I’ve appended https://. This won’t come directly using the uriHost() method

Then, the uriHost() holds the formula ‘uriHost(body(‘Get_record’)?[‘@odata.id’])‘

Meaning, get the uriHost name i.e. Environment name itself.

Then, I’ve appended options for the window to open which are mentioned below in this post.

Finally, I’ve appended the Primary Key of the record itself at the end

Options

Now, let’s talk about the options –

cmdBar = [true | false]
It’ll show the ribbon on the record. If false is chosen, it’ll be hidden
navBar = [off | on]
It’ll show the Navigation Bar on top if on. If off, it’ll be hidden
newWindow=[true | false]
This didn’t affect in my case. It anyway opened in a new tab. This could be different is the link is not opened from Email but is used elsewhere
pagetype=entityrecord
Since we are targeting a Dynamics 365 entity record, the above is used.
etn= [name of the entity]
Name of the entity
id
GUID of the record itself.

Here’s an Email that I composed to show how the URL will end up looking –

Which will result in Email like this

And open the record like this.

As per my settings in the URL I created, I don’t have the Nav Bar or Command Bar visible. It’s up to you to decide your preference

Here are some more Power Automate / Flow content you might want to check –

Hope this helps!!

Dynamics 365 Solutions’ New Experience in Power Apps, Solution Checker and more

April 21, 2020September 26, 2020 priyeshwagh777 CRM with .NET Web Applications, Microsoft PowerApps, Power Platform Dynamics 365, dynamics 365 solutions, Power Platform, Power Platform Admin Center, solution checker

If you’ve recently noticed Settings > Solutions area in Dynamics 365, you’ll see a notification that this has been moved

And you’ll be redirected to Solutions Area in Power Apps –

Solution Checker

Solution Checker is a helpful feature where it runs a validation of components in the Solution itself –

If you see for your custom Solutions, if you haven’t ever Run a check on the solution, the status will be Hasn’t been run

I’ll zoom it below –
Now, you can run the Solution Checker against your entity to find potential issues and add/remove component that matter.
Once the Run starts, it will show the status of Running… for the solution as well as in the Power App ribbon.
Once the run is complete, you can see the time stamp it completed on and also View/Download the results –
You can see the results as below –

So basically, it’ll show what best practices should be followed in order for the Solution to be meeting highest standards of configurations and customization.
Another example from another solution is this –
Or something like – under Upgrade Readiness category

Full details can be found here on Microsoft’s official document – https://docs.microsoft.com/en-us/powerapps/maker/common-data-service/use-powerapps-checker#review-the-solution-checker-report

Solution Export Versioning

Now, every time you export a solution, by default it is set to Managed unlike Unmanaged in the Classic UI.

Also, notice the Version number is auto-incremented to x.x.x.1

And in further exports, the version keeps on auto-incrementing

Hope this helps!!

Show Loading Screen in Dynamics 365 using Client API reference

March 16, 2020September 26, 2020 priyeshwagh777 CRM with .NET Web Applications, D365 WebAPI / JavaScript Dynamics 365, dynamics crm, dynamics crm javascript, loading screen in dynamics 365

Suppose, you want to show a loading/waiting screen to let people know there’s some heavy processing going on in the back-end and they shouldn’t navigate away to do anything else with the record, you can use loading screen by using showProgressIndicator() and closeProgressIndicatory() methods.

Xrm.Utility methods

There are 2 methods are documented in the Xrm.Utility of Microsoft Docs that you can use to achieve this. Microsoft reference here.

In this scenario, let’s say you want to show the Loading page while your Action is being performed by the JavaScript code.

You can place the Xrm.Utility.showProgressIndicator(message); before you begin your code to invoke an action and place Xrm.Utility.closeProgressIndicator(); in your success and failure messages.

Execution

Whenever your JS code will call the action, the progress message will be displayed on the screen as below –

In Classic UI

In Unified Interface –

And once the process is complete, the Xrm.Utility.closeProgressIndicator will remove the message as below and bring back the form you were working on –

Side Note: If you are using action calling from JS using invokeProcessAction, as of the day of this post – This doesn’t work well and results in action not supported error on the UCI – invokeProcessAction does not work in UCI

Hope this helps!

D365 Demystified

A closer look at Microsoft Dynamics 365.

Dynamics 365

Configure Dataverse Search in Power Platform Admin Center | Dynamics 365

Scenario

Dataverse Search

Check if Table is enabled for Dataverse Search

Indexed Columns

Single record and multiple record auditing in Dynamics 365 to Audit record access | M365 Compliance

What is recorded?

Pre-requisites

Turn on Recording of Audit (Dynamics 365 & M365 Compliance Center)

Recording of Auditing

Disable Recent Records from Dynamics 365 Lookup Control | Model-Driven Apps [Quick Tip]

Scenario

Form Settings

Language format for Whole Number field in Dynamics 365 CE

Language

Data

Search Rows (preview) Action in Dataverse connector in a Flow | Power Automate

Search Rows (Preview)

Enable Relevance Search

Using Search Rows action

Which Columns are Searchable?

Calendar View for Work Order Bookings in Field Service | Wave 2 2020 Update [Early opt-in]

Pre Requisites

Switch to Calendar View

Config Options

Generate Dynamics 365 record link in a Flow using CDS connector | Power Automate

Get record action to retrieve URL

Generating Link

Options

Dynamics 365 Solutions’ New Experience in Power Apps, Solution Checker and more

Solution Checker

Solution Export Versioning

Show Loading Screen in Dynamics 365 using Client API reference

Xrm.Utility methods

Execution

Scenario

Dataverse Search

Check if Table is enabled for Dataverse Search

Indexed Columns

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What is recorded?

Pre-requisites

Turn on Recording of Audit (Dynamics 365 & M365 Compliance Center)

Recording of Auditing

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Scenario

Form Settings

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Language

Data

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Search Rows (Preview)

Enable Relevance Search

Using Search Rows action

Which Columns are Searchable?

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Scenario

triggerOutputs() / triggerBody() to read the OptionSet values from Triggers

items() to read the OptionSet values from Action Step – List Records (Multiple Records)

outputs() to read the OptionSet values from Action Step – Get a record (Single Record)

Using JSON Parse to get the values

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Pre Requisites

Switch to Calendar View

Config Options

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Get record action to retrieve URL

Generating Link

Options

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Solution Checker

Solution Export Versioning

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Xrm.Utility methods

Execution

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