Why use a reference record?

A table can have a field with a record reference (RecId) from another table. Such a field is called a reference field. Usually, a reference field has a built-in relation to the related reference record. You can use reference fields with a built-in relation directly in a data entry workflow template. However, sometimes, due to the applicable extended data type setup, you cannot use a reference field directly in a data entry workflow template. In this case, the reference field does not show or lookup data from the reference record.

If the reference field is required on a data entry workflow template, you must manually add a reference record to the workflow document and link it to the associated table field.

Example

On a data entry workflow, selection of the location address purpose is required. For this, a reference field is required with a lookup that shows all available purposes defined in D365 FO.

However, the Address purpose field is set up in such a ways that you cannot show it on a data entry workflow task. You can use a reference record to get the required field with a lookup to the purposes.

Reference record

On the workflow document, manually add a record:

• Record: Enter a meaningful name.
• Record table: Select the applicable record table. Which table is required depends on your scenario.
• Reference record: Set to Yes.

Select these required fields from the record table:

• Mandatory fields: Used to identify the record.
• RecID: Used to set the parent record for the associated table.

Make sure the reference record is positioned above the associated table record.

Associated table record

On the workflow document, on the associated table record, for the applicable field, define the parent field. The parent field must be the RecId field of the reference record. Do not define a default value for this field.

Step

On the data entry workflow template, on the desired data entry step or approval step, add the applicable field of the reference record.

Data entry workflow task

As a result, on the data entry workflow task, you can select the desired value from a lookup.