[CRM2013] Transform a Local Picklist into a Global Option Set

In a recent post we’ve seen how to populate an option set via an external file and an example of a list of countries was given to illustrate it (See https://dynamicscrmcenter.com/2014/10/26/populate-an-option-set-with-new-values-from-an-external-file/). The bad news is that it was only possible to populate local picklists but not global optionset. Today we come up with good news: We can turn a local picklist into a global option set.

Pre-requisites:

  • Toolbox for Dynamics CRM 2011/2013: This is a free multi-purpose and very useful tool that you’ll need in this tutorial. Click on the following link to download it : https://xrmtoolbox.codeplex.com/
    You can also look for further information regarding this tool at the same given link.
  • Local to Global Option Set Converter Plugin: This is an additional plugin of Toolbox that you need to download here https://xrmoptionsetconverter.codeplex.com/ . Copy the .dll files in the root directory of Toolbox (where you can see other .dll files).

How-To:

Open the application XrmToolBox.exe and create a new connection as shown below. Check “Use Office 365” if you use an online instance then click Get Orgs then OK to Connect.

 

xrmtoolboxconnection

Once connected click on “Local To Global Option Set Converter” feature:

localtoglobaloptionset

 

Now you can retrieve entities and pick the entity in which you have the local picklist to transform to a global option set. Leave Check Data & Convert Values to Global checked then click Execute Steps.

 

executesteps

 

Was it helpful? Hope it was!

 

 

 

 

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Mass import values from Excel file for your Option Set field

We usually need to populate an option set field with a numerous values (Countries for example). So typing 100 or more countries is at the same time a tedious and time wasting job. Here is a tip that can help you automatically populate an optionset without typing all the values. Let’s take for this example a list of countries and an option set field Country in Account entity.

  • First prepare your CSV file which contains your list of countries, give an easily recognizable name to Account Name column in order to delete all the records created later, then create this empty optionset field Country in Account.

countr_account country field

  • Now open the navigation bar and go to Settings->Data Management->Imports and start a new Import by clicking “Import Data”, click on browse to choose your CSV file to import then next to map your file with Account entity. Dynamics CRM automatically suggests to populate the field with the source values, otherwise you should map them yourself as you can see it in the screenshot below. mapped fields
  • Once the import is completed, you’ll notice that the Country_accountX records are created. You can open one of them check the Country values my accounts record created NOW DON’T FORGET TO DELETE THE Country_AccountX records to keep your CRM clean… Hope this can be helpful for you.

Dynamics CRM 2013 : Accounts & Contacts Import

Importing data to Dynamics CRM can seem easy by using Data Management tools included in the CRM and mapping simply data in your files to Dynamics Fields. However, I’ve recently had to import some Accounts and Contacts Data that cannot be imported separately because of the native relation between these 2 entities. Making a separate import will not link your Accounts to their Contacts and Contacts to their Companies. Thus, to succeed importing complete Accouns and Contacts Data, making a compressed package is necessary.

First let’s give a brief reminder about the supported formats for data import in Dynamics CRM with the maximum file size allowed for each format:

  • Comma-separated values (.csv) [Maximum 8MB];
  • Text (.txt) [Maximum 8MB];
  • Excel Spreadsheet 2003 (.xml) [Maximum 8MB];
  • Compressed (.zip) [Maximum 32MB].

When your data is ready and in the right format, make a zip package of your Accounts and Contacts files and launch the Dynamics CRM Import Data Wizard.

Once your zip package is uploaded, the Import Data Wizard gives you an upload summary with information about files contained in your package  (As you can see in my example my zip package’s name is crm.zip and it contains two files in the csv format : “Accounts.csv” and “Contacts.csv”). Before going next, make sure you’ve selected the right Field and Data Delimiters.

review file upload summary

You’ll next asked to select System Data Maps, choose SampleDataMap if you think fields names in your files are not exactly the same as Dynamics ones. Click next and match your source data files with Dynamics CRM Record Types as you can see below.

record types

Now finally you can map all your fields belonging to both Account and Contact entities by ensuring that data will complete and every record from each entity will have exactly the right information.

map the unmapped

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Please don’t hesitate to leave a comment if you have any suggestion or if you find something inaccurate in this post.