Know Process Based forms in Microsoft Dynamics CRM 2011

Microsoft has introduced Process based forms with the release of  Polaris (Microsoft Dynamics CRM 2011 Rollup 12) in that we have completely different UI designs for the entities like Contacts, Opportunities, Leads, Accounts and Cases. Now we have two options to view the entity form.

  • Form Editor
  • Switch to Classic.

Basically the users who don’t have experience can Switch to Classic, so that they can view the form of particular entity. For example when we open Account entity form it looks as below.

1

Actually once this selection has been made it will be default, when the user opens this account form next time it will show in  “Classic mode” only. And this view has two different types of forms:

  • Process Form. (E.g. Account, Contact etc…)
  • Information Form.

Every user has to go through this Process from, this is nothing but an Updated default form for particular entities.

 2

The Information form is used to show the form for the particular entity, and this form can be customized and can be shown to the particular users according to the security roles assigned, whereas the Process form can also be customized and can be shown to the particular users, according to the security roles. We can create multiple forms for the particular entities like Contacts, Opportunities, Leads, Accounts and Cases. And that visibility can be controlled by use of assigning security roles to each form. Now the Process form for (Account Entity) is customized and assigning security roles for that as follows.

3 We can assign to a new security role or the existing one. Now let’s see how we can apply security on entity forms:

4

Click on New to create a new security role.

5

Now let’s assign this security role to the Process form.

6

When opening of assign security role it will be defaultly select all the security roles.

7

This will display this Process form to all the users, if needed to assign this Process form to only Particular assigned security role user as follows.

8

By selecting this, it can show this Process form only for the specified security role assigned user. After selecting (“Display only to these selected security roles”) option, if this Process form doesn’t need to show for any of the user, simply click on the checkbox as follows.

9

By clearing this checkbox Process form will not be shown to any of the user. Publish the customization. So now click New button in Account entity it will show the Information form defaultly, because of disabling the Process form from all users.

10

Now assign this Process form to a particular security role which created earlier, as follows.

11

Publish the customization. Now check whether the user has that particular security role assigned.

12

By selecting specified user assign security role.

13

Defaultly it will assign some security role, now need to add the newly created security role in order to show Process form in Account entity for this user.

14

Select Manage Roles in order to add the security role.

15

Select newly created Security role. After selecting the security role the Account form will look as follows.

16

Now we can see that there is dropdown in order to choose the Process form as well as Information form. This is done for showing example in Account entity, if needed to disable the Process form in all entities like Contacts, Opportunities, Leads and Cases do the same as above.

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