Trying to create a sub-grid to show items from a child on the parent?

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Posted on by ScottLindsoe

I've created an equipment entity to track equipment. I've then added equipment to specific account locations where they physically are located. I now want the HQ account to have an equipment sub-grid that shows all the equipment from all the specific locations. I can't seem to figure out how to create that view?

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awalters 3,079 on at

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So to confirm, the equipment is connected to child account records (the locations), and you essentially want a rollup view of them all on the parent account record (HQ)? Since it's an extra hop away it does add a bit of difficulty getting those. A couple of options would be:

1. In the relationship between account and equipment, under Relationship Behaviour, select Rollup View to "Cascade All" (if you're on a newer version that has this option). Then you can see them all as per your requirement, but only in the Associated View pane. See www.inogic.com/.../configure-rollup-view-for-activities-with-dynamics-crm365 for more info.

2. On the equipment record, have an additional lookup field for the parent account that is either calc'd or set via workflow from the location record info. Then you could create a normal subgrid from this second account relationship. This is an extra step but offers more flexibility.

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ScottLindsoe on at

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Thank you I'll give it a try!

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gdas 50,091 Moderator on at

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Hi,

I am trying to understand your question. What is the relation between equipment and locations entity ? If my understanding is correct that you want to show a subgrid of equipment entity in an Account form with all equipment and locations details .

If equipment entity having lookup reference of Locations then you can create view in equipment with related location details . Anyway it will be good if you can give some more details about your requirement .

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ScottLindsoe on at

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Thank you for your help. Yes the equipment is connected to child locations and yes I want the HQ location to be able to see all child locations equipment from a sub-grid that can open up any of the child location and review their equipment. I like option #2. I created a workflow like you recommended that when something now changes on the equipment record it adds the HQ location to a newly created lookup field I added to the equipment form. Works great! I can’t seem to figure out how to create a sub-grid that is able to show both the HQ locations equipment & child locations grids now? I need to do this for many different HQ locations with child locations, not just one or two. So I need the view the sub-grid uses to be able to show related equipment to the HQ the users is on. I’ve tied the child locations to the HQ location via hierarchy field, parentaccountid, and yet the associated view isn’t showing child location equipment, only the HQ locations equipment?

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ScottLindsoe on at

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Goutam, think of it this way. A bank has many branches. The banks HQ location and all the branch locations have printers. At each location, HQ or branch, there is important information unique to each printer. The Dynamics sales rep wants to be able to see a summary view of all the printers at all the bank locations summarized at the HQ location. It needs to be on the Account entity, not the Equipment entity. It wouldn’t make sense to open a random equipment record (of which there might be many) at the banks HQ to then see a sub-grid of all the related printers that the bank may or may not have at other locations. The Dynamics sales rep calls on potentially hundreds of bank HQ’s, so it has to be a dynamic view based on the HQ the Dynamics sale reps is currently reviewing.

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Alok Singh 910 on at

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Hi Scott

If I understood question correctly , you have 2 custom entities (Equipment & Locations) as of now and you want to show the complete list of equipment located for each account including HQ account (Parent account)

I would suggest to have one more custom entity lets say ,Equipment Location, and can have following fields. This entity can be used for adding Equipment for an account with location

1. Equipment

2. Location

3. Account

4. Parent Account (Hidden or Read only) populate this field with help of workflow. This field will ensure that you can view the complete list of installed equipment with locations from HQ Account

Use this new 'Equipment location' entity on Account form as sub grid or by default it will be shown in account navigation due to relationship between account & Equipment location entity.

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ScottLindsoe on at

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Alok, thanks for the reply. No I only have one custom entity, Equipment. For locations, HQ's & branches, I am only using the Account entity. The custom entity, Equipment, I can get it to show me all the information I want about the Account/locations. What I can't seem to do is create a sub-grid with a view that shows equipment located at the HQ's branch Accounts/locations?

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Alok Singh 910 on at

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Hi Scott,

Thank you for your the information. I believe location is a option set field on account.

Considering location field as an option set field on account, I would suggest to create a new look up field 'HQ Account' on equipment field and populate 'Parent (HQ) account' of account with help of workflow . This will create a relationship between HQ account & equipment .

Add Account, Equipment and Location in a view either by creating a new view or updating existing associated view, use this view in sub grid.

If still you have issue, can you please share the screen shot of the account with subgrid

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awalters 3,079 on at

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Scott - can you show a screenshot of your sub-grid configuration on the form?

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ScottLindsoe on at

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1. Here is the Equipment entity form showing a printer.

2. Here the equipment is tied to a branch Account/location and a I have quick view showing some of the branch locations details.

3. Here I have created the lookup that has the HQ's Account/location populating from a workflow that grabs the branch Account/location's HQ if their is one. Leaves it blank it there isn't one.

4. Here is the HQ in my example scenario and it has an equipment sub-grid. The equipment showing is the equipment at the HQ's location, it is not showing the branch locations equipment and I would like it to.

5. Here is the sub-grids details

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