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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / drop down list - make ...
Microsoft Dynamics CRM (Archived)

drop down list - make some values historic

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Posted on by jsteelecrm 365

I have a field which is a drop down list and has 5 values in it. I now need to add 10 more to replace the existing 5. The existing ones need to be removed from the drop down list but the information needs to be retained in existing records for reporting purposes. I cannot simply change the labels as this would amend old information.

Ideally I could make the 5 existing fields in the drop down list historic so they can no longer be chosen and users can only see the new 10 values. Thus preserving the old information. 

This does not seem possible though. It looks like I need to make the whole field inactive and create a new one. Analysis would then need to be done by reporting across 2 fields. Is that correct?

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  • Suggested answer
    Gopalan Bhuvanesh Profile Picture
    Gopalan Bhuvanesh 11,397 on at
    RE: drop down list - make some values historic

    If you want to do this only in the form you can use script.

    If you do not want to allow these values anywhere, then you can use a simple workflow and check the values during create and update.

  • Suggested answer
    ntn32 Profile Picture
    ntn32 401 on at
    RE: drop down list - make some values historic

    Hi,

    If the data in the optionset will be set manually on the CRM forms only, then you could go with a script, where it will hide the options whenever the form loads.

    In this way for old records the data will still be there for analysis and for new records values will be hidden in the optionset.

    Refer the below link to remove options from optionset using script.

    community.dynamics.com/.../187171

  • Suggested answer
    Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: drop down list - make some values historic

    The best way is to create a new entity to hold all the options as records. You can deactivate the old records you don't want to show so those will not be deleted. Also, in future you can easily tackle the similar requirements. Create new entity and you can use the existing dropdown values to populate the new lookup field.

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