" MicromOne: Prepopulate an OptionSet Switch When Clicking +New from Two Similar Subgrid Views on the Same Entity in Dynamics 365

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Prepopulate an OptionSet Switch When Clicking +New from Two Similar Subgrid Views on the Same Entity in Dynamics 365

Automatically set an OptionSet value when creating a new record from different filtered subgrid views using a single ribbon button

In this article I’ll show a practical and clean pattern to prepopulate an OptionSet field when creating a new record, depending on which view or subgrid the user clicks + New from.

The solution uses:

  • JavaScript
  • Ribbon Workbench
  • One JavaScript file
  • One ribbon button
  • One command

This approach keeps a single, structured JavaScript architecture (OnLoad, OnSave, ribbon handlers, utility functions) and avoids duplicating UI elements or commands.

Scenario

We have:

  • A custom entity (example: custom_record)
  • An OptionSet field (example: custom_category) with multiple values
  • Multiple views or subgrids, each filtered by a different OptionSet value

Requirement

  • From View A → custom_category must be prepopulated with Value A
  • From View B → custom_category must be prepopulated with Value B
  • The user should not manually choose the value

Core idea

The solution is based on:

  • Ribbon Workbench passing the SelectedControl parameter
  • Each subgrid having a unique control name
  • Xrm.Navigation.openForm() supporting formParameters
  • Enable Rules used only to detect context, not to duplicate commands

JavaScript structure (single file)

The JavaScript is organized under one namespace and contains:

  • Global constants
  • OnLoad
  • OnSave
  • Ribbon functions
  • Enable rules
  • Shared utility logic

This keeps the solution clean, readable, and easy to maintain.

OptionSet constants

var CATEGORY = { VALUE_A: 100000000, VALUE_B: 100000001 };

Ribbon actions

Create record from View A

CreateFromViewA: function () { if (!parent.window.location.href.toString().includes("etn=parententity&id=")) return; var parentId = Xrm.Page.data.entity.getId().replace("{", "").replace("}", ""); var parentName = Xrm.Page.getAttribute("name").getValue(); var entityFormOptions = { entityName: "custom_record", useQuickCreateForm: true }; var formParameters = {}; formParameters["custom_category"] = CATEGORY.VALUE_A; formParameters["custom_parent"] = [{ id: parentId, name: parentName, entityType: "parententity" }]; Xrm.Navigation.openForm(entityFormOptions, formParameters); },

Create record from View B

CreateFromViewB: function () { if (!parent.window.location.href.toString().includes("etn=parententity&id=")) return; var parentId = Xrm.Page.data.entity.getId().replace("{", "").replace("}", ""); var parentName = Xrm.Page.getAttribute("name").getValue(); var entityFormOptions = { entityName: "custom_record", useQuickCreateForm: true }; var formParameters = {}; formParameters["custom_category"] = CATEGORY.VALUE_B; formParameters["custom_parent"] = [{ id: parentId, name: parentName, entityType: "parententity" }]; Xrm.Navigation.openForm(entityFormOptions, formParameters); },

Enable rules (context detection)

Enable rule for View A

CreateFromViewAEnableRule: function (selectedControl) { var controlName = selectedControl?._controlDescriptor?.Name; return controlName === "Subgrid_ViewA"; },

Enable rule for View B

CreateFromViewBEnableRule: function (selectedControl) { var controlName = selectedControl?._controlDescriptor?.Name; return controlName === "Subgrid_ViewB"; },

Each rule simply checks which subgrid invoked the command.

Ribbon Workbench configuration

  1. Create one button on the SubGrid ribbon (+ New)
  2. Create one command
  3. Add:
    • JavaScript Action
    • Enable Rule
  4. Pass SelectedControl to both the action and the enable rule
  5. Associate the command with the button

No duplicated buttons. No duplicated commands.

Why this approach works

  • The same entity behaves differently depending on context
  • Users always get the correct default values
  • Ribbon customization remains minimal
  • JavaScript remains centralized
  • The UX feels native

When to use this pattern

This approach is ideal for:

  • Document management
  • Categorized records
  • Attachments
  • Contracts
  • Certifications
  • Any scenario where views represent logical categories

Conclusion

Even with modern Power Platform tools, Ribbon Workbench + JavaScript is still extremely powerful when used correctly.

By leveraging SelectedControl and Xrm.Navigation.openForm(), you can build context-aware record creation with minimal UI customization and a clean, maintainable code base.