How to Auto Populate Field using Business Rule in Dynamics 365?

Follow the below video to see the full implementation-

In Dynamics 365, a Business Rule is a tool that allows you to define and apply logic to automate and customize the behavior of your CRM system. It lets you set up conditions and actions without writing code, enabling you to create a set of if-then-else statements to guide user interactions and data manipulation. Business Rules are particularly useful for enforcing data validation, controlling field visibility, and triggering automatic field value changes based on user input or other conditions.

By combining conditions and actions, you can do any of the following with business rules:

Set field value
Clear field values
Set field requirement levels
Show or hide fields
Enable or disable fields
Validate data and show error messages
Create business recommendations based on business intelligence.

Set up an Auto Populating Field with a Business Rule in Dynamics 365:

Make sure that you have the System Administrator or System Customizer security role or equivalent permissions.

1. Access Business Rules:
Log in to your Dynamics 365 instance and navigate to the entity (record type) where you want to create the Business Rule.

Open solution explorer.

2. Create a New Business Rule:

- In the entity's customization area, go to the "Business Rules" section.

- Click on "New" to create a new Business Rule.

The Business Rule designer window opens with a single condition already created for you. Every rule starts with a condition. The business rule takes one or more actions based on that condition.

3. Define Conditions:

-Drag the Condition component from the Components tab to a plus sign in the designer.

-To set properties for the condition, click the Condition component in the designer window, and then set the properties in the Properties tab on the right side of the screen. As you set properties, an expression is created at the bottom of the Properties tab.

-To add an additional clause (an AND or OR) to the condition, click New in the Properties tab to create a new rule, and then set the properties for that rule. In the Rule Logic field, you can specify whether to add the new rule as an AND or an OR.

-When you're done setting properties for the condition, click Apply.

4. Add Actions:

- Under the "Actions" section, add an action that will be triggered when the condition is met.

- Select the action type "Set field value" to populate a field automatically.

- Choose the target field you want to populate and set its value based on your predefined condition.

5. Define Actions and Values:

- For the selected field, set the value you want to populate when the condition is met. This could be a fixed value, a formula, or a value from another field.

6. Apply and Publish:

- Save your Business Rule configuration.

- Publish the changes for the entity to make the Business Rule active.

7. Test the Business Rule:

- Create or edit a record in the entity you configured the Business Rule for.

- Input the necessary data to meet the condition you defined in the rule.

- Verify that the target field is automatically populated based on the condition you specified.

8. Adjust and Fine-Tune:

- If needed, revisit the Business Rule settings to adjust conditions, actions, or values.

- Test the rule thoroughly with different scenarios to ensure it works as expected.

It's important to note that the exact steps might vary slightly based on the specific version of Dynamics 365 you are using and the customization options available in your instance. Always refer to the official documentation or user guides provided by Microsoft for detailed and up-to-date instructions.