Filtering lookup column options in a table View? (Hiding inactive records)

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Posted on by TomEdinburgh

Hi everyone - hoping to get some help on this one,

I have a system View setup for a custom table, which simply shows active records for that table. One of the columns is a lookup to the Contacts table.

For context, our system has a lot of inactive Contact records. That's because we have an external system which merges our duplicates. So if we have 3 Jogn Doe's for example, they'll be merged, and we'll keep 1 Active John Doe, and have 2 Inactive John Does

The issue I'm having is if I try to filter the view by the Contact column, when I hit Filter By and type in a name, e.g. John Doe, I see all 3 records.

Is there a way for me to filter this list to ACTIVE records only?

I believe there is a way to do this for sub-grids, but this is not a sub-grid.

Many thanks,

Tom

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Thomas Van Dyck @Pr... 5 on at

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RE: Filtering lookup column options in a table View? (Hiding inactive records)

Is there still no other way to manage the records showing up in this 'Filter By' field (e.g. choose what view should be used when filtering on a certain entity/table or by changing a setting to hide inactieve records by default or something)? Is there any chance this could get picked up bij Microsoft to fix this? It is a very nice feature to be able to search in each view, on the column, but only if we can control the available options for our users, in stead of 'every option in the related table'.

Thanks for your reply...
TomEdinburgh 25 on at

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RE: Filtering lookup column options in a table View? (Hiding inactive records)

Thanks for that. Disappointing that Dynamics doesn't have this functionality built in, but I think your workarounds should work for our needs
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meelamri 13,204 User Group Leader on at

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RE: Filtering lookup column options in a table View? (Hiding inactive records)

Sorry, I misunderstood your need. I'm afraid it's not configurable; You can use some workarounds.

First Workaround:

The first one is to use the filter I suggested on the Quick Find:

Second Workaround:

The second option is to tag your Inactive Contact's last name. This will make it possible to distinguish which contact is deactivated when the filter is applied with the (Filter By) option.

For example, you can add "(Inactive)" to "John Doe lasts" name.

For existing data: on demand workflow

New merged data: automatic workflow which will be executed when a contact is deactivated.
TomEdinburgh 25 on at

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RE: Filtering lookup column options in a table View? (Hiding inactive records)

Hi Mehdi - thanks for your suggestion. I just gave it a try but unfortunately, it didn't work for me.

I added the filter to only show records with Active linked Contact, went to filter by, type in the name, but unfortuantely it still shows me both Active and Inactive John Doe's in the result.
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meelamri 13,204 User Group Leader on at

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RE: Filtering lookup column options in a table View? (Hiding inactive records)

Hi Tom,

If I understand your needs, I believe you can configure your Quick Find view filter. Please refer to the images below: