Allow user ability to add new option to option set

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Posted on by Community Member Microsoft Employee

Hello,

I have an option set pick-list with different locations. But, I also want to allow the user to create a "new" location to that option set if he/she does not find the desired location to choose from.

How may I do this preferably with no coding?

Thank you,

Karim

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Syed Ibrahim 6,257 on at

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RE: Allow user ability to add new option to option set

Best way is to create as lookup (Custom entity) with create and write permission for all the users.

Below advantages if you use as lookup

1. User no need to have admin privileges to add values

2. There wont be any limitation on the number of lookup values

3.You can control who can add or write new values

Some cons are:

1. You cant have multiple values in the field like multiselection Optionset
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Community Member Microsoft Employee on at

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RE: Allow user ability to add new option to option set

Hi karimo,

when users need to add values that means you need a Lookup not a Picklist.

Read Picklist as: "these values are engraved in the rock, values are added or removed very rarely by administrator and a value does not contain any other logic (like category or subvalues)"; a clear example is gender: male, female

Read Lookup as: "these values are dynamics, users can add or remove or deactivate records, belong to their role. Records can have a category and/or subvalues"; a clear example is a lead source: expo, webform, list, etc. Each record could has a category (live events, internet) or subvalues (year, location, etc.).

Hope it helps.

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Aric Levin 30,188 on at

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RE: Allow user ability to add new option to option set

When you add items to an option set, they are added to your customizations/solution file, and have to be published. These changes are permanent, but require System Customizer or System Administrator security roles to modify them, and cannot be easily added by just any user.

The recommendation that I would have to you is replace the Option Set field with a lookup field. That way, if the value that your user in looking for does not exist in the Lookup, the simply click on the New button, and are able to add a new value. You can add a Quick Create form to the lookup so that it is even easier to add new values.

Also, when you create the Entity for the Lookup control, set it to organization and not user/team ownership.

Hope this helps.
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ashlega 34,475 on at

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RE: Allow user ability to add new option to option set

Hi,

you'll either have to give your users system customizer permisisons(since that's whay they need to be able to modify the optionsets in the customizations area), or you'll have to start using lookups instead of optionsets.

Another option would be to create some sort of custom "option set customization" solution (a web resource + a plugin, maybe). But that would be coding.