Refreshing data entities in Microsoft Dynamics 365 Finance & Operations (F&O) is a critical step to ensure that the system reflects the most up-to-date data. Whether you are working in a development environment, performing data migrations, or conducting routine maintenance, the ability to refresh data entities ensures data consistency and accuracy.
This guide will walk you through the steps required to refresh data entities in Microsoft Dynamics 365 Finance & Operations.
Prerequisites
Before refreshing data entities, ensure the following:
- You have Administrator or System Administrator privileges.
- You have access to Microsoft Dynamics Lifecycle Services (LCS) if refreshing in sandbox or production environments.
- You understand the data entity framework and how it is used in Dynamics 365 F&O.
Step-by-Step Guide
Step 1: Access Data Management Workspace
1. Log in to Dynamics 365 Finance & Operations.
2. Navigate to the Data management workspace by using the search bar or selecting it from the module list.
Step 2: Identify the Data Entity
1. In the Data Management workspace, select the Data Entities tab.
2. Use the search or filter options to locate the specific data entity you want to refresh.
- Example: If you need to refresh customer data, search for entities like Customers V3 or CustCustomerV3Entity.
Step 3: Export Data (Optional)
If you want to keep a backup of your current data before refreshing:
1. Navigate to Export in the Data Management workspace.
2. Create a new Export project, selecting the relevant data entity/entities.
3. Define the data format (e.g., CSV, Excel, XML).
4. Export the data and store it safely before proceeding with the refresh.
Step 4: Import or Refresh Data Entities
1. In the Data Management workspace, go to the Import section.
2. Create a new Import project and give it a relevant name (e.g., “Refresh Customer Data”).
3. Add the data entities you want to refresh in the Entities section.
- You can use an Excel template to fill in the latest data if you are doing a manual import.
- Alternatively, if you are importing from a file, select the appropriate file and upload it.
4. Click Import to refresh the data entity.
Step 5: Validate the Refreshed Data
Once the import is complete, validate the updated data by:
1. Navigating to the relevant form or workspace where the data entity is used.
2. Checking if the data reflects the updates or changes.
Step 6: Refresh All Entities (Optional)
In some cases, you may want to refresh all entities instead of just specific ones. This is typically done during a data migration or system update. To do this:
1. In the Data Management workspace, go to the Framework parameters.
2. In the Entity settings tab, you can choose to refresh all entities at once by selecting Refresh entity list.
- This step will pull the latest metadata definitions for all data entities and refresh the entity list.
- It does not update the data itself, but rather the structural definitions.
Best Practices
- Backup First: Always export and back up your data entities before performing a refresh to avoid any data loss.
- Monitor Execution Logs: Check the import/export logs in the Execution summary to ensure that no data errors occurred.
- Use LCS for Large Data Refreshes: For large data refreshes or migrations, use Lifecycle Services (LCS) to refresh data between environments, such as from sandbox to production.
Troubleshooting
- Error During Import: If you encounter errors during the import process, review the execution log for details. Common issues include:
- Invalid data formatting in the import file.
- Missing required fields.
- Data relationships that need to be maintained (e.g., parent-child entities).
- Entity Metadata Not Updating: If you find that data entity metadata is not updating, make sure you have refreshed the entity list via the Framework parameters and check if the latest package update has been applied in LCS.
Conclusion
Refreshing data entities in Microsoft Dynamics 365 Finance & Operations is a routine yet essential task for maintaining data integrity. By following the steps outlined in this article, you can effectively refresh specific data entities or all entities as needed to ensure the system is always up to date.
For more complex scenarios, such as environment-to-environment data synchronization, consult with your technical team or refer to Microsoft’s documentation on data migration using LCS.
