Creating Record Templates to simplify new data setup

Dynamics has a neat feature that allows us to create templates from pretty much any record within the system that will then be used when creating new records. It works great, but the trick with this feature is knowing where the feature is hiding because it is not hiding in plain sight.

How to do it…

To create a record template all we need to do is select the record that we want to use as the template and then click on the Record Info link within the Options action bar.


When the Record Information panel is displayed, we will see that there are two buttons at the bottom of the form for creating new templates.

The Company Accounts Template option will allow you to create a template that will be available to everyone within the organization.

The User Template option will allow you to create a private template that only you have access to.

In this case we will click on the Company Accounts Template button to create a global template.


This will open up the Create Template panel.


All we need to do here is assign our template a Name and then give it a Description that will help the users understand what the template does and when they should use it.

After we have done that we can just click on the OK button to save the template.


When we return back to the Record Information panel, we can click on the Close button to exit from the form.


How it works…

Now when we create a new record, we will be asked if we want to use a template. We can use the default Blank template if we like.


Or we can select any of the other templates that we have created and then click on the OK button.


Now when we start setting up the new record we will see that all of the main codes have been defaulted in from the template record.


Also for the larger records like the Customers table we will also see that a lot of the sub codes have already been populated for use.


If we spend a little more time creating some more templates then we will be able to save a lot of time.


Review

Creating record templates is a great way to save time when setting up new records within Dynamics because we don’t have to worry about all of the specific flags and codes that we need to configure for specific groups of records. Also this is a way that we can help new users set up data correctly by giving them optional template formats.

About the author

Murray Fife is an Author of over 25 books on Microsoft Dynamics AX including the Bare Bones Configuration Guide series of over 15 books which step the user through the setup of initial Dynamics AX instance, then through the Financial modules and then through the configuration of the more specialized modules like production, service management, and project accounting. You can find all of his books on Amazon at http://www.amazon.com/author/murrayfife.

Murray is also the curator of the Dynamics AX Companions (www.dynamicsaxcompanions.com) site which he built from the ground up as a resource for all of the Dynamics AX community where you can find walkthroughs and blueprints that he created since first being introduced to the Dynamics AX product.

Throughout his 25+ years of experience in the software industry he has worked in many different roles during his career, including as a developer, an implementation consultant, a trainer and a demo guy within the partner channel which gives him a great understanding of the requirements for both customers and partner’s perspective.

For more information on Murray, here is his contact information:

Email:
mcf@dynamicsaxcompanions.com
Twitter:
@murrayfife

Facebook: facebook.com/murraycfife
Google: google.com/+murrayfife
LinkedIn: linkedin.com/in/murrayfife

Blog: atinkerersnotebook.com

Docs: docs.com/mufife
Amazon: amazon.com/author/murrayfife

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