Getting Started with Field Level Mapping in Dynamics 365

Getting Started with Field Level Mapping in Dynamics 365

As a CRM System Administrator, you have many incredible, out-of-the-box configuration super powers in your toolkit. Today, I want to focus on one of these super powers: field level mapping.

What does field level mapping do in CRM?

Great question! Field level mapping (or mapping entity fields) allows you to map attributes between entities that have an entity relationship. It’s a tool that allows you to eliminate end users to enter data in multiple places.

Let’s provide an example to illustrate how this could work. Today, your organization is capturing Lead Type on the lead form and also asking for users to select Opportunity Type on the opportunity form. Even though it’s using the same values (Commercial/Industrial or Residential), it is two separate fields that users have to enter.

To simplify the user experience, you can edit the relationship between Lead and Opportunity, apply field level mapping and have the Lead Type value automatically move over to Opportunity Type when the lead is qualified.

Some fields move over automatically using field level mapping on the relationship. One good example is when you add a Contact to an Account. The Contact automatically inherits the address and phone number from the Account. Is it magic? No, it’s field level mapping!

How can I add my own custom field mapping?

Simple! In a solution file in your Sandbox environment, add the appropriate relationship (1:N or N:1). If a relationship does not yet exist between the two entities, you will have to build one. In the below screen shot, we are editing the Lead to Opportunity relationship. On the left-hand side, click the Mappings icon:

Within the entity relationship (1:N or N:1), click the circled icon for Mappings.

This opens up a new window where you can create field mapping from Lead to Opportunity (or which ever entities you have selected). The left-hand column shows all fields eligible to be mapped from the Source Entity (in our example, the Lead). The right-hand column shows all fields for the Target Entity (in our example, the Opportunity). Select the appropriate field(s) and click OK.

Make the magic happen! Select field mapping here, then click OK.

Once you’ve published changes to the relationship, have your user group log in and test to ensure this is all working as you expected it to. With their approval, go ahead and move these changes into Production and celebrate the magic you created!

The Field Level Mapping Playbook & Rules

With all features like this, I think it is extremely important to share the rules and lessons learned. Here are a few things you should know about field level mapping before you get started:

Fields must be the same type and format
Length of the Target field must be equal or greater than the length of the Source field
You can only apply field level mapping to a field one time
This will not work with hidden fields: the source field must be visible on the form
For Option Sets to be mapped, they will need to have matching integer values (not just matching text!)
(Global option sets make this simple!)
Where can I learn more?

If you need any help with field level mapping, feel free to reach out to us or email me directly at heidi@reenhanced.com. We’re happy to help if you have questions or get stuck. You can also check out this user guide from Microsoft documentation. Happy mapping!!

Heidi Neuhauser
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Heidi is Director of CRM Projects at Reenhanced. With more than ten years experience in CRM, she has a wide variety of industry and product knowledge working with organizations of all sizes (from small non-profit organizations to Fortune 100 companies) to implement and rescue CRM and train end users. Heidi is a Microsoft Certified Professional with numerous Microsoft CRM Certificates and a CRMUG All-Star.
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