Manage personalizations in Dynamics 365 for multiple users

In the past, I had written two blog posts about personalizations in Microsoft Dynamics 365 for Operations (at that time still called Dynamics AX). Some features are already enhanced and expanded in the past year. With the release of Platform update 5, Microsoft added the option to centrally upload a saved personalization file to multiple users at once. Before this update, each user had to import a smart personalization done by a user manually. In this post, I will guide you through the new options.

Create a personalization

As the personalization options have been evolved since I wrote the previous blog posts about personalization, I will show a small example to personalize a form. The Teams form will be taken as example. When you open the standard form, it looks like this:

We would like to include the Description in the list and also rename the Administrator field to Primary contact. As last change, I thought it would be a good idea to have the primary contact in the fast tab summary. You can see the result below.

We are very happy with this result. By the way: Did you know it was possible to include more fields in the overview list?

Now we would like to use this as a default for multiple users. To be able to distribute these personalizations, we have to export the changes to a file first. You can do it using the Manage drop down button and click Export. Then you can download the file with the form personalization.

Manage personalizations

Once you got the personalization file, the system administrator can distribute it to one, more or all users at once. To do so, you need to go to the menu path: System administration > Setup > Personalization.

On the form that opens, you have to perform 4 steps.

1. (Optional) Provide a role to filter the user list with users assigned to a particular role. Otherwise the list with users will contain all users.
2. Select one, multiple or all users which should get the personalizations pushed.
3. Click Import to start selecting the file with personalizations.
4. Click Browse to select the file with personalizations. After closing the file dialog it will directly start importing the file and distribute the personalizations to the selected users:

When the import is complete, the other users can directly benefit from the new enhanced lay-out.

There is more…

Using the main Personalization form, a system administrator would be able to delete all personalizations for all users with one action.

Another feature is removing individual personalizations from several users. Support for this can be found on the tab page Clear. You can select a form or workspace name. If the list with users is too large, you can filter users by role or using filter options on the User list. Then you can select one, multiple or all users and click the Clear button. Note that there is no support to delete personalizations from multiple forms together, unless you want to remove all personalizations as described above.

To prevent users from making personalizations, even restrict it per form, you can use the features available on the Users tab page.

That’s all for now. Till next time!

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