Entering lists of Option Set values into MS CRM

A co-worker recently shared this project with me as we’ve had some experience with clients who had large number of options that needed to be added to Picklists.

List showing state abbreviations

Fifty US States, maybe some Canadian Provinces

Unfortunately, Dynamics CRM doesn’t offer a way to batch import these lists, rather it’s up to the administrator to add them one-by-one.  Adding in a dozen of these isn’t so bad…especially since you should only have to do it once…but when you start looking at two dozen, fifty, or more of these it becomes a real hassle (and a hotbed for fat-fingered garbage data).  That’s where the CRM Option Set Utility comes into play.

The goals of the project are simple enough:

  1. Provide a resource for the download and maintenance of the CRM 2011 Option Set Import tool which is available for download.
  2. Community resource library of contributed Options Sets that can be used by any Dynamics CRM Organization free of charge.
Application Screenshot

You mean all I need is an Excel spreadsheet with the values in it? Count me in!

After spending some time with the application, specifically testing it using on-premise CRM Organizations, there are a few things that I’ve found worth highlighting:

  • It not only imports the option set, it creates the field from scratch (so you can go straight from an Excel list without having to first create a placeholder in CRM). 
    • Once connected to a CRM Organization, it the UI presents a list of entities you want the Option Set created on.
    • You choose the entities, and whether the option set should be Local to each entity or Global.
    • Note, I had some issues during my testing when I tried to specify a global option set and selected entities at the same time.
      • My workaround for global option sets was to import the option set via the tool, then manually create the attribute on each entity linking it to the global option set.
      • I plan to seek assistance in the forum, but have not been able to get a forum account as of yet.
  • There is good flexibility with respect to setting both the “Label” and “Value” for each item
    • 3 options exist.
      • 1) Start with 1, 2, 3…..
      • 2) Use the defined numbering prefix from a selected Solution in the CRM Organization.
      • 3) Define in Column B of the source spreadsheet.
  • The tool is meant to Create these option sets, not to Update existing option sets.

The bit I like is the community aspect of hosting a repository of common option sets.  There’s about a dozen so far, but as this builds out it will hopefully be a first-stop when looking for a cleansed list like this.

Matthew C. Anderson
 

I'm an enthusiastic speaker, creator, and problem-solver.

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