Configure notes for entity forms and web forms on portals

Just like with subgrids, adding notes to your managed forms on the portal is easy—just add the notes control to the Dynamics 365 form through the out-of-the-box Dynamics 365 form designer and you’re done. You can configure the behavior of the notes control by using metadata.

Note

Explicit Entity Permissions are required for any notes to appear on the portal. For read and edit, the 'Read' and 'Write' privileges must be granted. For create, two permissions must exist, a permission with the 'Create' and 'Append' privileges must be granted for the note (annotation) entity, the second permission must be assigned to the entity type the note is being attached to with the 'Append To' privilege granted.

Notes Configuration for Entity Forms

  1. Sign in to Dynamics 365.
  2. Go to Portals > Content > Entity Forms. A list of active entity forms is displayed.
  3. Select the Entity form to which you want to add note configuration.
  4. Navigate to Entity Form Metadata either by using the top drop-down list or the subgrid on the main form of the Entity form record that you are working with.
  5. Select Add New Entity Form Metadata to add a new record.
  6. From the Type drop-down list, select Notes. The notes configuration–specific settings are displayed. Most of the settings are collapsed by default. You can expand a section to see additional settings.
  7. Fill in the fields by using appropriate values. For information about fields, see Attributes, Create dialog options, Edit dialog options, and Delete dialog options.
  8. Save the form.

    Add notes configuration for entity forms

    After adding the configuration, the Note control will render with the appropriate options enabled on the portal.

Attributes

Name Description
Basic Settings
Create Enabled Enables the ability to add new Notes to the entity.
Create Dialog Options Contains settings for configuring the dialog when Create Enabled is true. See Create Dialog Options for more details.
Edit Enabled Enables the ability to edit existing Notes on the entity.
Edit Dialog Options Contains settings for configuring the dialog when EditEnabled is true. See Edit Dialog Options for more details.
Delete Enabled Enables the ability to delete Notes from the entity.
Delete Dialog Options Contains settings for configuring the dialog when DeleteEnabled is true. See Delete Dialog Options for more details.
File Attachment Location Select the location of the file attachment:
  • Note Attachment
  • Azure Blob Storage
Accept MIME Types(s) Allows you to specify a list of accepted MIME types.
Restrict MIME Types Select whether to allow or restrict MIME types.
Maximum File Size (in KB) Allows you to specify the maximum size of a file that can be attached.
Advanced Settings
List Title Overrides the title over the Notes area.
Add Note Button Label Overrides the label in the Add Notes button.
Note Privacy Label Overrides the label denoting that a note is Private.
Loading Message Overrides the message shown while the list of notes is loading.
Error Message Overrides the message shown when an error occurs while trying to load the list of notes.
Access Denied Message Overrides the message shown when the user does not have sufficient permissions to view the list of notes.
Empty Message Overrides the message shown when the current entity does not have any notes that can be viewed.
List Orders Allows you to set the order in which notes will be displayed. The List Orders settings allows you to set the following:
  • Attribute: the logical name of the column by which you wish to sort
  • Alias: the alias for the attribute in the query
  • Direction: Choose Ascending (smallest to largest, or first to last), or Descending (largest to smallest, or last to first).
Set attributes for list orders To add a sorting rule, select "Column" (4) and fill in the details. List Orders will be processed in order from the top of the list having highest priority.

Create dialog options

Name Description
Basic Settings
Display Privacy Options Field Enables a checkbox in the Add Note dialog that allows the user to mark a note as Private.
Privacy Option Field Default Value Specifies the default value for the Display Privacy Options Field checkbox. The default value of this field is "false".
Display Attach File Enables a file upload field in the Add Note dialog, allowing a user to attach a file to a note.
Attach File Accept The MIME type accepted by the file upload input.
Advanced Settings
Note Field Label Overrides the label for the Note field in the Add Note dialog.
Note Field Columns Sets the cols value in the Note <textarea>
Note Field Rows Sets the rows value in the Note <textarea>
Privacy Option Field Label Overrides the label for the Privacy Option field (if enabled).
Attach File Label Overrides the label for the Attach File field (if enabled)
Left Column CSS Class Adds the CSS class or classes to the left column containing labels on the Add Note dialog.
Right Column CSS Class Adds the CSS class or classes to the right column containing field inputs on the Add Note dialog.
Title Overrides the HTML text in the header of the Add Note dialog.
Primary Button Text Overrides the HTML that appears in the Primary ("Add Note") button on the dialog.
Dismiss Button SR Text Overrides the screen reader text associated with the dialog's dismiss button.
Close Button Text Overrides the HTML that appears in the Close ("Cancel") button on the dialog.
Size Specifies the size of the Add Note dialog. The Options are Default, Large, and Small. For the Add Note dialog, the default size is Default.
CSS Class Specify a CSS class or classes that will be applied to the resulting dialog.
Title CSS Class Specify a CSS class or classes that will be applied to the resulting dialog's title bar.
Primary Button CSS Class Specify a CSS class or classes that will be applied to the dialog's Primary ("Add Note") button.
Close Button CSS Class Specify a CSS class or classes that will be applied to the dialog's Close ("Cancel") button.

Edit dialog options

Name Description
Basic Settings
Display Privacy Options Field Enables a checkbox in the Edit Note dialog that allows the user to mark a note as Private.
Privacy Option Field Default Value Specifies the default value for the Display Privacy Options Field checkbox. The default value of this field is "false".
Display Attach File Enables a file upload field in the Edit Note dialog, allowing a user to attach a file to a note.
Attach File Accept The MIME type accepted by the file upload input.
Advanced Settings
Note Field Label Overrides the label for the Note field in the Edit Note dialog.
Note Field Columns Sets the cols value in the Note <textarea>
Note Field Rows Sets the rows value in the Note <textarea>
Privacy Option Field Label Overrides the label for the Privacy Option field (if enabled).
Attach File Label Overrides the label for the Attach File field (if enabled)
Left Column CSS Class Adds the CSS class or classes to the left column containing labels on the Edit Note dialog.
Right Column CSS Class Adds the CSS class or classes to the right column containing field inputs on the Edit Note dialog.
Title Overrides the HTML text in the header of the Edit Note dialog.
Primary Button Text Overrides the HTML that appears in the Primary ("Update Note") button on the dialog.
Dismiss Button SR Text Overrides the screen reader text associated with the dialog's dismiss button.
Close Button Text Overrides the HTML that appears in the Close ("Cancel") button on the dialog.
Size Specifies the size of the Edit Note dialog. The Options are Default, Large, and Small. For the Edit Note dialog, the default size is Default.
CSS Class Specify a CSS class or classes that will be applied to the resulting dialog.
Title CSS Class Specify a CSS class or classes that will be applied to the resulting dialog's title bar.
Primary Button CSS Class Specify a CSS class or classes that will be applied to the dialog's Primary ("Update Note") button.
Close Button CSS Class Specify a CSS class or classes that will be applied to the dialog's Close ("Cancel") button.

Delete dialog options

Name Description
Basic Settings
Confirmation Override the confirmation message to delete the note.
Advanced Settings
Title Overrides the HTML text in the header of the Delete Note dialog.
Primary Button Text Overrides the HTML that appears in the Primary ("Delete") button on the dialog.
Dismiss Button SR Text Overrides the screen reader text associated with the dialog's dismiss button.
Close Button Text Overrides the HTML that appears in the Close ("Cancel") button on the dialog.
Size Specifies the size of the Delete Note dialog. The Options are Default, Large, and Small. For the Delete Note dialog, the default size is Default.
CSS Class Specify a CSS class or classes that will be applied to the resulting dialog.
Title CSS Class Specify a CSS class or classes that will be applied to the resulting dialog's title bar.
Primary Button CSS Class Specify a CSS class or classes that will be applied to the dialog's Primary ("Delete") button.
Close Button CSS Class Specify a CSS class or classes that will be applied to the dialog's Close ("Cancel") button.

Assign entity permission

You must create and assign the appropriate entity permission to the records as follows, otherwise the Add, Edit, and Delete buttons for the note will be hidden:

  • Read, Write, Create, Append, and Append To privileges for the Activity (activitypointer) entity with the scope as Global. This entity permission must be associated with a web role for the user.
  • Read, Write, Create, Append, and Append To privileges for the entity that has the Notes control enabled in it. The scope should be set to Global. This entity permission must be associated with a web role for the user.

    Add entity permissions

    Add web roles to an entity permission

If you create a custom form in Dynamics 365, and added the notes section in it, ensure to select Notes as the default tab to be visible.

Notes in a custom form

Notes Configuration for Web Forms

Web Form Notes are configured in an identical fashion to Entity Form notes. You must first create a metadata record for the Web Form Step that has notes, and then add the notes configuration metadata.

See also

Configure a Dynamics 365 portal
Define entity forms and custom logic within the Dynamics 365 portal
Web Form properties for portals
Web Form steps for portals
Web Forms metadata for portals
Web Form subgrid configuration for portals