Entities in MS Dynamics CRM
- Ashissh P
- Apr 10
- 3 min read
What are entities in MS Dynamics CRM?
In CRM systems, entities help structure and organize business data. Entities such as Contacts, Cases, Accounts, Leads, Opportunities, and Activities represent various types of data records. Essentially, a CRM entity functions like a database table. For example, the Contacts entity stores records related to contacts, the Cases entity holds case records, and so on.
Types of Entities?
Microsoft Dynamics CRM offers three types of entities:
OOB (Out-of-the-Box) Entities: These are standard entities that come pre-defined with the CRM system. Examples include Contact, Case, Account, Lead, Opportunity, etc. They are ready to use and cover common business processes.
Custom Entities: Created to address specific business needs not covered by out-of-the-box entities. Organizations can create custom entities to store data unique to their operations. For instance, a company might create a custom entity for "Customer Feedback" or "Employee Performance".
Virtual Entities: These entities don't store data directly in the CRM database. Instead, they represent data stored outside the CRM system (e.g., in an external database or service). Virtual entities allow CRM to access and display external data seamlessly without duplicating or storing it within the CRM database. They are useful for integrating with third-party systems or external data sources.
How to Create Entity?
Steps to Create an Entity (Table) in Dynamics 365 CRM
1. Go to Power Apps Maker Portal
Ensure you're signed in with the correct environment selected (top-right corner dropdown).
2. Navigate to Dataverse > Tables
In the left pane, click on Dataverse.
Select Tables.
3. Create a New Table
Click + New table (top menu).
Fill in the basic info:
Display name: Friendly name for users (e.g., "Project").
Plural name: (e.g., "Projects").
Name (Schema name auto-generates but can be modified).
Optionally, enable Activities, Notes, or Attachments based on your needs.
4. Define Columns (Fields)
After creating the table, you’ll be taken to its configuration page.
Go to the Columns tab.
Add fields such as:
Text, Number, Date, Lookup (relationships), Option Sets, etc.
For each field, define display name, schema name, data type, required level, etc.
5. Set Up Relationships (Optional)
Go to the Relationships tab.
Create 1:N, N:1, or N:N relationships with other tables if needed.
6. Create Views & Forms (Optional but recommended)
Configure default Views (like "Active Projects").
Set up Forms for data entry (Main, Quick Create, etc.).
7. Publish Your Changes
Click Publish all customizations to make the new entity and changes available.
Alternative: Use Classic Solution Explorer
If you're using an older version or prefer the classic experience:
Go to Settings > Solutions.
Create or open a solution.
Click Entities, then New.
Enter the entity details, save, and add fields/relationships.
Entity Ownership?
🧩 Types of Entity Ownership
There are two primary ownership types in Dynamics 365 CRM:
1. User or Team-Owned (Most Common)
Description: Each record is owned by an individual user or a team.
Security: Access is controlled through security roles assigned to users and their business units.
Use Case: Suitable when data needs to be visible or restricted by user, team, or business unit. Common for sales, service, or custom activities.
Examples:
Contact
Opportunity
Case
Custom tables for tasks, follow-ups, or leads
Benefits:
Fine-grained control over who sees and edits what.
Supports sharing, reassignment, and collaboration.
Enables business unit-level security.
2. Organization-Owned
Description: Records are owned by the organization and not tied to any specific user or team.
Security: Access is controlled solely by security roles—there’s no concept of ownership, sharing, or reassignment.
Use Case: Best for reference or configuration data that should be globally available to all users.
Examples:
Product
Country
Currency
Custom tables for lookup/reference values
Benefits:
Simple security model.
Ideal for master data or system configuration entities.
Less overhead—no need for owner or team assignments.
⚖️ Choosing the Right Ownership Type
Consider the following questions:
Question | Go With |
Should data be segmented by users or business units? | User or Team-Owned |
Is this reference/config data accessible to all users? | Organization-Owned |
Do users need to assign or share records? | User or Team-Owned |
Is the table used for static dropdowns or system setup? | Organization-Owned |
Entity Components
Forms
Views
Charts
Fields
Key
Relationships
Messages
Business Rule
Hierarchy Settings
Dashboards
These components will be covered in detail in another blog.
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