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Dynamics 365 Community / Forums / Finance | Project Operations, Human Resources, ... / Recording information ...
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Suggested answer

Recording information about staff training - the learning tab doesn't include such fields

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Posted on by maria kartou 20

Hello fellow consultants, 

I am working on a set of requirements by our HR departments that requires them to record and analyze on a regular basis some information regarding staff training/certification etc. 

The requirements go as follows: 

The HR department wants to upload a set of custom fields (related to training of employees) i.e cost, of course, training provider, location, duration in hours, etc.) and record this information under each employee's record. 

Once they upload this information, they want to: 

a. download this information from the system back into an Excel 

b. Each employee to be able to access this information (about their own training) 

I have investigated the following options so far. 

a. create custom fields in the Learning Tab 

b. create custom fields in the Personnel Management Tab 

c. create a custom entity via PowerApps?

None of them so far seems to work for me but since I am not sure how to deal with this thought to give it a try here. 

Any ideas, suggestions would be highly appreciated. 

Kindest Regards,

Maria 

 

  • Suggested answer
    Bhartendu B Pandey Profile Picture
    Bhartendu B Pandey on at
    RE: Recording information about staff training - the learning tab doesn't include such fields

    Hello maria kartou

    Thank you for your reply . I apologize I initially thought we were making use of Dynamics 365 customer engagement or Model driven apps and I have my skill set in those. Please do correct me if I am wrong i believe we are using https://www.dynamics-hr-management.com/en/index.htm .

    Still I believe if the fields exist on the forms of any particular entity the information contained in them should be able to export using excel files . Normally in CRM or in Model driven Apps we get all the fields to be part of a certain View (created using an advanced find) Once the view is created and we see the required data being retrieved -- on export to excel the data is present in them.

    In case the fields contain value on the form and do not show up in the export to excel , I guess it would be best to raise an investigation with Microsoft support . 

     

     

    Bhartendu Pandey

    Dynamics CRM support Engineer - Customer Engagement/PowerApps/PowerAutomate

    Microsoft

  • maria kartou Profile Picture
    maria kartou 20 on at
    RE: Recording information about staff training - the learning tab doesn't include such fields

    Hi Bhartendu,

    thank you for taking the time to respond to my question.

    Regarding your answers.

    I have indeed created the custom fields in the Learning Entity (or tab) or however, we should call it Dynamics 365 for HR.

    No, we are not currently using any model-driven app. I have only created the custom fields in the Learning entity. However, if I export the information into an excel file, it doesn't show me all the information our HR department needs.

    To give you a better picture of the concept, our users require to view

    a. Information from the worker entity - Name/Surname + Employee ID

    b. Learning Type, Location, duration, cost, status, etc.  

    a. + b. all in one excel spreadsheet so they can further analyze it

    When creating these fields in the Learning entity - we don't get information related to workers but solely information related to the course.

    On a second option, if I create the same custom entities in Personnel Management, we are not being able to record multiple courses per person which is the logic behind these requirements.

    Overall we want to be able to have a complete view of courses, types, cost, duration, etc (custom fields) per employee overall and for a specific time frame (which will be also recorded using a custom field.

    I hope it makes sense but I am happy to share with you an excel file and show you exactly what type of information we want to record - import-export. 

    Kindest Regards,

    Maria 

  • Suggested answer
    Bhartendu B Pandey Profile Picture
    Bhartendu B Pandey on at
    RE: Recording information about staff training - the learning tab doesn't include such fields

    Hello @Maria,

     

    Thank you writing to us.

     

    I think the approach of creating the custom fields is an excellent approach , Yes you can use the Power app however It would be best to use a Model driven app. You can go through the links below

    https://powerapps.microsoft.com/en-us/blog/introducing-model-driven-apps/

     

    Considering you have mentioned "Tabs" I am assuming we are already making use of the Model driven app.

    Now the fields can be created as below

     

    Cost - Currency field  ,

    Training provider- Possibly a separate custom entity having its own set of records which can be a lookup field on the Employee entity form.

    Location - same as Training Provider

    duration in hours - A numeric field.

     

    Now once you have added these fields to the form . You can publish them on the entity form and then you can use the advanced find feature in the Model driven app to export data , for the records make changes to them and re import.

     If you would want some specific people to use the entity then you can also create a custom security role and then --  you can give the required permissions to the newly created custom entities.

     

    Please let me know if you have any further follow up questions or Please mark my answer as verified if you found it helpful.

    Bhartendu Pandey

    Dynamics CRM support Engineer - Customer Engagement/PowerApps/PowerAutomate

    Microsoft

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