Dynamics 365 (CRM) has a neat feature, Record Hierarchy, that can be easily overlooked, but can provide great visual insight into your customers. In this post, we will explore the components that make up this feature.
What Is Record Hierarchy?
The Record Hierarchy in Dynamics 365 is actually a simple concept. It boils down to parent/child relationships. For example, "Fictional Company" is the headquarters which has multiple branch offices, or companies that it owns, in different locations.
Account Records Hierarchy
Parent Accounts within Dynamics 365 (CRM) have been around for a while. However, with the Hierarchy options available, you can visualize the relationships between accounts. So, let's explore this set-up.
Below, you will see a list of Accounts with the Hierarchy Icon at the left of the Account Name.
Due to the Parent Account field being populated on the Account record the hierarchy icon is displayed. For example, on the "Alpine Ski House" account, the Parent Account is "Fabrikam, Inc.".
User Records Hierarchy
In addition to Account Records, User Records can be visualized with hierarchy. So, let's review how this works.
How this icon is displayed is based on the Manager being added to the User Record.
You can add a manager to a user by clicking the "Change Manager" button at the top of the User Record.
The Hierarchy visualizations and connections are achieved through the Hierarchy Settings on the entities. You can check the current Hierarchy Settings of an existing entity, or add a new Hierarchy, from the solutions area.
First, you will need to navigate to Settings>Customizations>Customize the System, or Settings>Solutions and select the appropriate solution file.
Next, double-click on the "Account Hierarchy" listed and you will see how this is set up.
As you can see in the "Hierarchical Relationship" field, this setting is based on the "Parent Account" relationship. So, let's look at where this is found.
First, you will need to navigate to the One-to-Many (1:N) Relationships under the Account entity.
Next, double-click on the relationship listing, and you will see how this is set up.
Hierarchy in Advanced Finds
The last area we will cover is Advanced Finds. Once hierarchies have been set up with all the appropriate entities, you can utilize Advanced Finds to find data. In the below examples, we will look at Accounts and Opportunities.
First, navigate the "Active Accounts" View in Dynamics 365. Then, click on the "Advanced Find" icon to open the "Advanced Find" window. Next, select "Accounts", "Under", and then in the last field select the Parent Account which is "Fabrikam, Inc.".
Now, the results returned will be Active Accounts that are under the Parent Account of "Fabrikam, Inc.".
By the way, these results can be checked by viewing the Hierarchy Visualizations area.
The next area we will look at is Opportunities under a specific Account. So, you will need to open the Advanced Find window again. But, if you already have it open, just change the "Look for" field to "Opportunities".
In the query area, select "Status equals Active", and "Account under Fabrikam, Inc.". Due to these query settings, the results will show all Active Opportunities under the Parent Account of "Fabrikam, Inc.".
The Hierarchy options can help you visualize or find important customer data within Dynamics 365. Because many people consume data in different ways, having a visual method to see the data is a great "tool" to have at your fingertips. So, the next step is for you to try these things in your system!
Rather than just building technology or implementing software, we deliver real business value through industry knowledge and understanding each client’s business. We make it our business to know your business.
For more information or assistance with Dynamics 365 (CRM) contact