Logo

Dynamics 365 User Interface Top Tips

We’ve had a few projects now to get really familiar with the new user interface (UI) of Dynamics 365 for Finance & Operations.  The team have shared their thoughts on some of the most useful, but not always obvious, features that might make your day-to-day use a little more slick.

Saving filters & pinning to the dashboard

To save time navigating Dynamics 365, we can pin saved, filtered forms to the main dashboard. First of all, apply your required filters to the form to capture the results you need. Then from the Options tab, select Personalise and Add to workspace option.

Select the workspace you wish to add the filtered form to and also how you would like the option to be presented (Tile, List or Link) and select configure.  Tiles sit to the left of the workspace, lists in the middle section, and links sit on the right.

Give the filtered form a name and select OK:

The saved filter can now be navigated to directly from the workspace:

To pin this to the main D365 dashboard, you will need to right click on the tile, select Personalise and tick the Pin to dashboard option:

 

The saved filters can now be accessed directly from the main D365 dashboard:

Copying security roles from a user profile

User security configuration can often involve tedious manual assignment of multiple roles to a user profile. We can take the approach of checking which roles another employee with similar responsibilities has and applying the same. Dynamics 365 helps us with this task by allowing us to copy security roles from another user.

Within System Administration / User setup, select the Assign roles option to open the role allocation pop-up:

In the ID field, type in the employee that you wish to copy roles from or select it from the drop down list:

Select the Name from the list, which will present you with the roles that the selected user has:

From here, we can apply all of the roles using the Select all tick box or cherry-pick the roles that we would like to apply to our user.

 

Skip fields in the tab sequence

For users that have roles that require lots of data entry in Dynamics 365, the tab button on the keyboard takes constant abuse helping us to jump fields without using a mouse or touchpad. If there are fields visible in forms that rarely require user input, we can opt for these to be skipped in the tab sequence.

On the example below, a user only needs to update 3 fields within the form as the other fields will be auto populated or do not require input.

In standard form, the tab button would need to be pressed 12 times to navigate between Item number and Unit price fields to capture required data:

We can personalise the UI to reduce the number of times a user selects the tab key by selecting the Options tab, Personalise and Personalise this form button:

Select the skip tab sequence button and then select each of the fields on the form that you would like to skip (they will be highlighted orange once selected).

When you have finished selecting, close the personalisation form, refresh the page and you will find that the tab sequence will now by-pass these fields.

Hide unused fields

Standard forms in Dynamics 365 will contain fields that may not always be utilised by the business. To help keep the forms clean and uncluttered we can hide fields.

On the below example, the highlighted standard fields are not being used by the business:

We can hide these from view by selecting the field and right click on the mouse to bring up the Personalise option:

When the personalise pop up opens, select the Hide tick box which will remove the field from sight for this user only.

 

The UI now only shows fields of importance to the user.

 

Date entry shortcuts

If you ever find yourself in the situation where you need to enter todays date into a Dynamics 365 date field, rather than selecting the calendar option and choosing Today, you can simply enter a “t” into the field which will input todays date when you tab away from the fields:

 

 

Dynamics 365 will also allow some date shortcuts to be manually keyed which can help speed up data entry. If you enter a number between 1 and 31 into a date field and tab away from the field, Dynamics 365 will assume you mean the date in the current month.

To enter an alternate month you can shortcut entry by typing in DDMM format. In most circumstances it is not necessary to use any separator.

Dashboard search function

New to Dynamics 365 is the ability to search for a table or form directly from wherever you are within the UI.

Using the search symbol on the toolbar you can enter the name of the table or form that you need and Dynamics 365 will return results matching the criteria:

 

Selecting the option from the search results will open up the table or form directly for you without the need to switch modules:

Security Diagnostics

Ever needed to find out which privileges and roles a user may require to gain access to a particular form? Dynamics 365 gives the ability to check this within the UI. When viewing a form, select the Options tab and Security diagnostics button. A pop-up will open giving detail of the privileges and roles required to access the form:

 

Page refresh options

You may be required to refresh the data on the form you are using within Dynamics 365 to ensure the values are current and updated. We can do a mini-refresh by using the refresh button on the action ribbon:

This will refresh the values on the form that you are looking at without reloading the whole page.

In some instances, you may be required to do a full refresh of the page to ensure changes are applied to the screen you are viewing. Refreshing the whole screen also re-authenticates the users and applies any new security (effectively logs you out and back in again).

To do a Full refresh you can use the F5 control key on your keyboard or use the browser refresh button.