How to tell what records are tied to what form

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Posted on by USA80

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I have a contact entity and on this entity there are 2 forms. Lets call them Form 1 and Form 2. Is there a way to see all the records that are using Form2? Wasn't sure if XrmToolBox had something or not or if there is another way to do this. It appears

Please let me know. Thank you.

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meelamri 13,204 User Group Leader on at

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RE: How to tell what records are tied to what form

Hi,

To support Wahaj's answer. A record is opened in that last used form, this behavior is specific to each user. Indeed, the CRM has the capacity to store the last form used for each entity and for each user.

Let's take the example of user A and user B.

User A modifies an account with form 1, then the form 1 is used the next time when User A will open an account.

User B modifies an account with form 2, then the form 2 is used the next time when User B will open an account.

I think there is a way to know which last form was used for each user using Impersonation. In fact, this information is stored at the level of the "userentityuisettings" entity.
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Wahaj Rashid 11,319 on at

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RE: How to tell what records are tied to what form

Hi,

Thank you for your query.

Please note, records are not directly tied to a form.

Forms are shown as per the following criteria:

Security Role: you can select the Roles, which should see these forms.

Form Order: if a user's security role has access to multiple forms, or the user has multiple roles, the form is shown based on the form order number.

You can review the roles assigned and form order:

Go to Advanced Settings -> Customization -> Entities -> <Entity Name> -> Forms.

Click on the form to see Enable Security Roles and Form Order:

Another factor is a custom code, you can register an onLoad (or field's onChange) event to switch the form using JavaScript.

For example,

if Account Type is Retail, show form A.

If Account Type is Wholesale, show form B.

You can review code in form properties (on load event).