How to filter Dynamics 365 Entities within the Dynamics 365 App for Outlook

If you are a business that uses the Dynamics 365 App for Outlook (we covered how to install this app in a previous blog) on a regular basis you will find more often than not when saving Outlook emails to existing Dynamics 365 records that there realistically only needs to be few different entities where you can attach the messages to. In addition to contacts this also often includes cases, projects, leads, accounts as well as certain customised entities.

Within the Dynamics 365 App for Outlook on desktop or mobile, you will see that users have the ability to be able to work their way through a whole host of different entities to which an email could be set as regarding.

Trawling through endless lists of entities can be quite time consuming so it’s reassuring to know that a new update can make this experience much smoother by providing admins with greater control over which entities are exposed within the Outlook app.

To make your life much easier and stop your users wasting time on looking at every entity, in this tips and tricks article we will show you to filter Dynamics 365 Entities within the Dynamics 365 App for Outlook. This will make use of the PowerApp Designer to determine which individual entities will be shown in Dynamics 365 App for Outlook’s Quick Create menu and the ‘set regarding’ lookup.

This will make it easier for users to find the records and emails they are looking for in Dynamics 365. The filtering of Dynamics 365 entities can be achieved by following these steps:

Step 1: From within the main menu in your Dynamics 365 solution, click on ‘Settings’ followed by ‘Customisations’ and then go to ‘Apps’.

Step 2: From within here, select the ‘Dynamics 365 App for Outlook’ option to open up the App Designer.

Step 3: Once in this window, select ‘Add’ followed by ‘Entities’ to pick which entities you wish to include going forwards and then complete the addition by including all assets.

Step 4: Once you have completed the above step, review the list of views that are shown for the entity and remove any that you don’t want to see in the Dynamics 365 App for Outlook. This will show what results appear based on the selected entity views.

Step 5: After you have completed this, save your changes and publish the customisation and you are done!

If you are a business wanting to explore the possibility of implementing a Dynamics 365 solution, need dedicated Dynamics 365 support for your solution or require specific Dynamics 365 training then get in touch with our team of CRM experts today.

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