Metadata Documentation using XrmToolBox

Metadata Document Generator: XrmToolBox

Introduction

When working on a Dynamics 365 project, you often need to understand all the entities, fields, and relationships before making changes. Doing this manually can be time-consuming and error prone. The XrmToolBox Metadata Document Generator helps by quickly creating a complete document of your system’s metadata. It saves time, reduces errors, and the generated documents are useful for audits, compliance, and data migration.

Step 1: Install XrmToolBoxn

XrmToolBox is a popular tool used in Dynamics 365 for various purposes like- customizations, data management, and administration tasks. Basically, it provides a collection of tools and plugins that can make our Dynamics 365 work easier and more efficient.

1. Download XrmToolBox from XrmToolBox website and install it in your system.

2. We need to unlock the zip file first and then extract it. To unlock and extract the zip file, right-click on the file, select "Properties," check the "Unblock" checkbox, and click "OK"

3. Ensure you have access to your Dynamics 365 environment.

Follow this blog to know all steps with snapshots XrmToolBox from Scratch

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Step 2: Install Metadata Document Generator

1.  In the "Tools Library" section, search Metadata Document Generator and click on install button.

2. Go to tool section now and open Metadata Document Generator from the list..

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Step 3: Connect to Dynamics 365 Environment

1. To establish a new connection, select the "New Connection" option from the Connection Manager pop-up.

2. Choose your Dynamics 365 environment and sign in.

3. Once connected, the tool is ready to load entities.

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Step 4: Load Entities

After opening the Metadata Document Generator, the first step is to load the metadata from the connected environment. Click on the "Load Entities" button, which retrieves all tables from the connected environment. 

If you want to select entity from a particular solution, then you can click on dropdown option next to Load Entities, which will allow you to select specific tables from one or more solutions

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Step 5: Configure Document Options

Document Format

The Metadata Document Generator offers two primary output formats: an Excel Workbook and a Word Document

Language

The tool supports generating metadata in various languages, provided those languages are installed within the Dynamics 365 environment. A user can simply select the desired language from a dropdown menu to ensure the output aligns with the target audience.

Generate For Options

The "Generate for" options provide more control over which attributes are included in the final document.

• All attributes: This is the default setting and provides the most comprehensive report, including every field for the selected entities.

• All attributes contained in forms: This filter is valuable for documenting fields that are currently visible and in use on user-facing forms, which is helpful for analyzing the user experience or for on-boarding new team members.  

• All attributes NOT contained in forms: This is a powerful tool for technical debt analysis and system cleanup. By generating a list of unused fields, you can quickly identify redundant or obsolete attributes that can be deprecated.

• Option Sets, Boolean, State and Status attributes: This option allows for a focused report on a system's choice fields, which are fundamental to data consistency and are essential for data governance.   

• Selected attributes: This provides the most precise control, allowing a user to manually select specific attributes for documentation

The "Other Information" Checkboxes

The "Other Information" section provides a series of checkboxes that add critical context to the metadata documentation

• Audit Information - Adds a column indicating if a field is being audited

• Field Level Security Information - Adds a column on Field Level Security settings

• Requirement Level Information - Documents whether a field is required, recommended, or optional

• Valid for Advanced Find Information - Indicates which fields are searchable via Advanced Find

• Attribute Location in Forms - Lists the form, tab, and section where an attribute is located

• Virtual Attributes - Excludes system-generated, read-only attributes from the report

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Step 6: Generate Document

1. After configuring options, click Generate Document.

2. Save the file in your preferred location.

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Conclusion

In short, the XrmToolBox Metadata Document Generator makes documenting MS Dynamics 365 simple and reliable. It saves time, reduces errors, and the generated documents are useful for audits, compliance, and data migration. A must-have tool for anyone managing a Dynamics 365 environment.

Share Apps to User in Dynamics 365

How to Share Apps to User in Dynamics 365

Scenario | Intro 

Suppose you want to give a new salesperson access to the Sales App. The requirement is that the user should have read-only access to all entities in Dynamics 365 and be able to open the Sales App. 

Security roles in Dynamics 365 control what users can see and do. Without the right role, a user may not even see the app they need. In this video, I’ll show you step by step how to create a security role, assign it to a user, and make sure it’s connected to the right app.

Step 1: Create a Security Role 

• Go to Settings → Security → Security Roles. 
• Click New to create a role. 
• Enter a clear name. 
• Important: select the same Business Unit as the user. Roles from a different business unit cannot be assigned to that user. 
• Save the role.

Step 2: Edit Security Role Efficiently 

Instead of using the modern editor, use Advanced Settings → Advanced Find → Security Roles. 

Trick: on the Read/Write tab, when you click a privilege, Dynamics applies it to all related rows automatically. This saves you from updating each one manually. 

• Open Advanced Settings → Security → Security Roles (classic editor). 
• Open the role you created. 
• Use the Read/Write tab. Click the privilege you want once. Dynamics applies that privilege to all related rows automatically. 
• Repeat for other privilege groups you require. 
• Save and close. 

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Privileges: These define the specific actions a user can perform on a table or record. The major primary record-level privileges are:

• Create: To make new records.
• Read: To view the contents of records.
• Write: To edit or update records.
• Delete: To permanently remove records.
• Append: To attach another record (e.g., a note or activity) to a record 
• Append To: To be attached to a record.
• Assign: To change a record's ownership to another user or team.
• Share: To grant access to a record to another user while retaining one's own access.

Step 3: Link Security Role to the App 

Even if the role is assigned to a user, the app itself won’t show up until the role is linked to it. 

• Go to the app list (for example, where it shows ‘Sales Trial’). 
• Click the three dots next to the app name. 
• Select Manage Roles. 
• Assign your newly created role. 
• Now your custom role is connected to that app.

Step 4: Share the App with Users 

• Open the app (from maker portal or app designer). 
• Click the three dots (…) and select Share. 
• Search and select the user(s) to share with. 
• When prompted for security roles, select the new role. Assign and save. 
• Confirm the user record has the role assigned. 

Step 5 — Verify access 

• Confirm the role is listed on the user record. 
• Ask the user to sign into the correct environment. 
• Have the user open the App Launcher or model-driven app URL.
• Verify they can open the app and perform a representative task. 

Note: multiple roles can be combined for one user.

Conclusion 

That’s how you assign security roles to users and apps in Dynamics 365. With the right setup, users see exactly what they need, no more, no less.