Dynamics 365/CRM Tips

If you feel you’re at the advanced admin stage of managing your Microsoft Dynamics 365/CRM training, this post will help improve your skills and give you the key insight you need to succeed with data mapping, specifically with how to set up a Data Map the correct way to ensure a successful data transfer.

How will your newly-found knowledge of data mapping affect you as an admin?

Before you dive into setting a data map up, it’s important that you understand the concept and functionality of data mapping within Microsoft Dynamics 365/CRM, itself.

That in mind, let’s dive into definitions first, before the how-tos …

What is Data Mapping?

Data mapping, in Dynamics, is used to copy data over from a field on one entity to a field on another entity. 

It only works when a record for the second entity is created from a record of the original entity. For example, if you qualify a Lead record, certain fields are mapped to the Account, Contact, and Opportunity from the Lead.

Data mapping helps to reduce the need to enter the same data twice, across multiple entities.

How to Set Up a Data Map:

To set up a data map in Microsoft Dynamics 365/CRM and take advantage of its full capabilities, follow these steps …

  1. Open solution explorer
  2. Under Components, click on “Entities”, then expand the Entity you want to work with (The entity you want to map the fields FROM)
  3. Select 1:N Relationships
  4. Sort by Related Entity column
  5. Pick the Related Entity (row) you want to map the fields TO
  6. Select Mappings from the left side menu
  7. Click “New”
  8. Select the one appropriate field from the Source Entity field list
  9. Select the field that matches in the Target Entity field list
  10. Click “OK”
  11. Repeat steps 7 through 10 for every field you want to be mapped
  12. Select Save and Close from the Relationship menu once all fields have been mapped
  13. Publish your customizations

Congrats, you’ve done it!

Keep these Gotchas in Mind:

  • The Data Types must match for the Source and Target Fields
  • The length of the Target field cannot be shorter than the Source Field
  • The format should match
  • The Target field cannot be used in another mapping
  • The Source Field must visible on the Entity Form
  • The Target Field must be a field that a user can enter data into
  • Address ID’s cannot be mapped

If you still need help with this process or any other function in your Microsoft Dynamics 365/CRM system, reach out to Ledgeview for help.

Our CRM Support Consultant team is ready to help.

Learn more when you attend any of our upcoming Microsoft Dynamics 365/CRM user group webinars.

Register for the next one here.

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