We frequently encounter the need to change or replace fields in CRM after the application has been in use. For example, we might decide to replace a text field like State, Country or Zip Code with a lookup field that gives the user a defined set of values from which to select.
Below is a list of key items to consider before making this type of change:
- Update existing records with the value from the replaced field
- Update field level mapping
- Check to see if the existing field is mapped to fields on other entities
- Create a new mappings needed
- Update existing reports that use the field
- Update existing workflows that use the field
- Update existing system views that use the field
- Create a workflow to update the existing system or default field if it is used as a sync field for the Outlook Client
- Follow the process for eventual deletion of the field from the entity
- A process should be identified for custom fields only.
- System or default created fields should never be deleted
- Notify CRM User to make them aware of the upcoming change and all them the opportunity to update their personal views
Keeping the above in mind when changing or replacing fields on an entity should minimize the risk for confusing or negatively impacting CRM Users