Create and edit fields for Common Data Service using PowerApps portal

The PowerApps portal provides an easy way to create and edit entity fields with the Common Data Service.

The portal enables configuring the most common options, but certain options can only be set using solution explorer.
More information:

View fields

  1. From the PowerApps portal, select either Model-driven or Canvas design mode.
  2. Select Data > Entities and select the entity that has the fields you want to view.
  3. With the Fields tab selected, you can select the following views:
View Description
All Shows all the fields for the entity
Custom Shows only custom fields for the entity
Default Shows only the standard fields for the entity

Create a field

While viewing fields, in the command bar, click Add field which will show the Field properties panel.

Field Properties

Initially, just three field properties are available:

Property Description
Display Name The text to be displayed for the field in the user interface.
Name The unique name across your environment. A name will be generated for you based on the display name that you've entered, but you can edit it before saving. Once a field is created the name cannot be changed as it may be referenced in your applications or code. The name will have the customization prefix for your Common Data Service Default Publisher prepended to it.
Data type Controls how values are stored as well as how they are formatted in some applications. Once a field is saved, you cannot change the data type with the exception of converting text fields to autonumber fields.

You can set additional options depending on your choice of Data type.

Field Data types

There are many different types of fields, but you can only create some of them. For more information about all types of fields, see Types of fields and field data types.

When creating a field, Data type provides the following choices:

Text

Standard text fields can store up to 4,000 characters. The default Max Length option is set to a lower value you can adjust.

Data type Description
Text A text value intended to be displayed in a single-line textbox.
Text Area A text value intended to be displayed in a multi-line textbox. If you require more than 4,000 characters, use a Multiline Text data type.
Email A text value validated as an e-mail address and rendered as a mailto link in the field.
URL A text value validated as a URL and rendered as a link to open the URL.
Ticker Symbol A text value for a ticker symbol that will display a link that will open to show a quote for the stock ticker symbol.
Phone A text value validated as a phone number rendered as link to initiate a phone call by using Skype.
Autonumber A customizable combination of numbers and letters that is automatically generated by the server whenever the record is created. More information: Autonumber fields

Max Length

Fields that store text have an absolute maximum depending on the type. The Max Length option sets a value lower than the maximum specific to your environment. You can increase this max length but you should not lower it if you have data in the system that exceeds the lower value.

Whole Number

These fields store data as a number but include different presentation and validation options.

Data type Description
Whole Number A number value presented in a text box.
Duration A number value presented as a drop-down list that contains time intervals. A user can select a value from the list or type an integer value that represents the number of minutes.
Timezone A number value presented as a drop-down list that contains a list of time zones.
Language A number value presented as a drop-down list that contains a list of languages that have been enabled for the environment. If no other languages have been enabled, the base language will be the only option. The value saved is the Locale Identifier (LCID) value for the language.

Date Time

Use these fields to store time values. You can store values as early as 1/1/1753 12:00 AM.

Data type Description
Date and Time A date and time value.
Date Only A date and time value that only displays a date. The time value is stored as 12:00 AM (00:00:00) in the system.

You can also set specific Behavior for Date Time fields in the Advanced options.

  • User local : Displays values converted to in the current user’s local time zone. This is the default for new fields.
  • Date only: This behavior is available for the Date Only type. Displays values without time zone conversion. Use this for data like birthdays and anniversaries.
  • Time zone independent: Displays values without time zone conversion.

More information: Behavior and format of the Date and Time field

Other Data types

Data type Description
Currency A money value for any currencies configured for the environment. You can set a level of precision or choose to base the precision on a specific currency or a single standard precision used by the organization.More information: Using currency fields
Decimal Number A decimal value with up to 10 points of precision. More information: Using the right type of number
Floating Point Number A floating point number with up to 5 points of precision. More information: Using the right type of number
Image Displays a single image per record in the application. Each entity can have one image field. The Name you enter when creating an image field will be ignored. Image fields are always named 'EntityImage'.
Multi Select Option Set Displays a list of options where more than one can be selected.
Multiline Text A text value intended to be displayed in a multi-line textbox. Limited to a maximum of 1,048,576 characters. You can also set a lower Max Length.
Option Set Displays a list of options where only one can be selected.
Two Options Displays two options where only one can be selected. You choose which labels are displayed for each option. The default values are Yes and No.

Save new field

Once you have set the Display Name, Name and Data type properties you can click Done to close the Field properties panel.

You can continue to edit the entity and add additional fields or return and continue editing this field. The fields will not be created until you click Save Entity to save all the changes to the entity.

Save Entity Button

You can also click Discard to discard the changes you have made.

Edit a field

While viewing fields, select the field you want to edit. You can modify the Display Name but you cannot change the Name and Data type if you have saved changes to the entity to add the field.

General Properties

Every field has the following properties you can change:

Property Description
Required When this is selected a record can't be saved without data in this field.
Searchable De-select this for fields for the entity that you don’t use. When a field is searchable it appears in Advanced Find and is available when customizing views. De-selecting this will reduce the number of options shown to people using advanced find.
Description Found within Advanced Options. Enter instructions to the user about what the field is for. These descriptions appear as tooltips for the user in model-driven apps when they hover their mouse over the label of the field.

Note

Making fields required: Be careful when you make fields required. People will resist using the application if they can’t save records because they lack the correct information to enter into a required field. People may enter incorrect data simply to save the record and get on with their work.

Set requirement dynamically: In model-driven apps you can use business rules or form scripts to change the requirement level as the data in the record changes as people work on it. More information: Create business rules and recommendations to apply logic in a form

Advanced Find availability: Advanced Find is currently only available for model-driven apps using the Web Client. Advanced find is not currently available in Unified Interface clients.

Calculated or Rollup

You can set a custom field to be a Calculated or a Rollup field. Fields that are not calculated or rollup fields are sometimes referred to as simple fields.

Calculated

With a calculated field you can enter a formula to assign a value to the field. These data types can be set to calculated fields: Currency, Date and Time, Date Only, Decimal Number, Duration, Email, Language, Multi Select Option Set, Option Set, Text, Text Area, Ticker Symbol, Timezone, Two Options, URL, and Whole Number.

More information: Define calculated fields to automate manual calculations

Rollup

With a rollup field you can set aggregation functions that will run periodically to set a number value for the field. These data types can be set to calculated fields: Currency, Date and Time, Date Only, Decimal Number, Duration, Language, Timezone, and Whole Number.

More information: Define rollup fields that aggregate values

Number field options

Each type of number field has absolute minimum and maximum values. You can set appropriate Minimum value and Maximum value within these absolute values. Do this to have Common Data Service validate the values for the data you want to store in the field.

For Floating Point Number and Decimal Number data types, you can specify a number of Decimal places.

Option Set field options

Fields that provide a set of options can include their own set of local options or refer to a common set of global options that can be used by multiple fields.

Using a global option set is valuable when you find yourself creating the same set of options for multiple fields. With a global option set, you only need to maintain the set of options in one place.

When you choose Multi Select Option Set or Option Set data type the designer will list a set of available global option sets for you to choose from and provide the option to create a New option set.

Choose  option set type

If you choose New option set the default behavior is to create a new global option set.

Note

While you are editing options for a new global option set, the Display name and Name values are for the global option set rather than for the field. The default values match the field values, but you can edit them while you edit the global option set to be different from the field you are currently creating.

If you want to create a local option set you must click View more and choose Local option set.

Local option set

Note

If you define every option set as a global option set your list of global option sets will grow and could be difficult to manage. If you know that the set of options will only be used in one place, use a local option set.

Warning

If you remove an option which has been used by an entity record the data for that record will become invalid after you save your changes to the global option set.

Before you remove an option that has been used, you should change the data in any entity record that uses that option to a valid value.

Delete a field

With the system administrator security role, you can delete any custom fields that aren’t part of a managed solution. When you delete a field, any data stored in the field is lost. The only way to recover data from a field that was deleted is to restore the database from a point before the field was deleted.

Note

Before you can delete a custom field, you must remove any dependencies that may exist in other solution components.

While viewing fields, if you select a custom field that can be deleted in the list, the Delete field command appears and is enabled.

Delete a field using the portal

Use the Delete field command to delete the field. After deleting the field you must save the changes to the entity.

Save entity after deleting field

Note

If you get an error related to dependencies, you must use solution explorer to detect dependencies. More information: Check field dependencies

IME Mode

Any of the fields that provide direct text input have an IME Mode. The Input Method Editor (IME) is used for east asian languages like Japanese. IMEs allow the user to enter the thousands of different characters used in east asian written languages using a standard 101-key keyboard.

See also

Create and edit fields for Common Data Service
Create and edit fields for Common Data Service using PowerApps solution explorer
Types of fields and field data types
Define calculated fields to automate manual calculations
Define rollup fields that aggregate values
Behavior and format of the Date and Time field