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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / Business Process Flow ...
Customer experience | Sales, Customer Insights,...
Suggested Answer

Business Process Flow User Lookup Does Not Allow Custom Lookup View

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Posted on by Himani Mehta 6

Hi everyone,

I have a custom lookup field that references the System User table. On the main form, I have configured a custom lookup view that filters and displays only users with a specific position. This works as expected when selecting the lookup value from the form.

However, when I add the same lookup field to a Business Process Flow (BPF) stage, I don't see an option to select the custom lookup view. Instead, the lookup displays all active users.

Is there any supported way to configure a lookup field in a Business Process Flow to use a custom lookup view or apply the same filtering as on the form?

If not, what is the recommended approach to restrict the users displayed in a BPF lookup?

Any guidance or best practices would be greatly appreciated. Thanks!

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Microsoft Dynamics CRM
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  • Suggested answer
    11manish Profile Picture
    11manish 1,079 on at
    Depending on your business requirement, consider one of the following:
    • Use the lookup on the main form instead of the BPF if users need a filtered list. The main form supports custom lookup views and JavaScript filtering, providing the desired user experience.
    • Validate the selected user after selection using a plug-in, Power Automate flow, or business rule. While this doesn't filter the lookup, it ensures only users meeting your criteria (for example, a specific Position or Role) are accepted.
    • Review your security model if appropriate. Security roles and business unit access can limit which System User records are visible, although this affects the entire application and not just the BPF lookup.
    Best Practice
     
    Business Process Flows are intended to guide users through a business process rather than provide a highly customized data entry
     
    experience. If lookup filtering is  a key business requirement, it's generally recommended to capture the value on the main form, where
     
    full lookup customization is supported, and use the BPF to reference or guide the process rather than control the lookup behavior.
     
    At this time, there is no supported out-of-the-box method to configure a BPF lookup to use a custom lookup view or apply the same
     
    filtering available on the main form.
  • Suggested answer
    Manoj - ManoVerse Profile Picture
    Manoj - ManoVerse 1,396 Super User 2026 Season 1 on at
    @Himani Mehta  Business Process Flow lookups do not support selecting a custom lookup view out of the box and they do not inherit the lookup filtering configured on the main form. Currently common approach is to use JavaScript on the BPF lookup control (header_process_<fieldname>) and apply a filter with addPreSearch() and addCustomFilter().
     
    But the best practice is If possible, keep the lookup on the main form where custom views are fully supported. If the field must be used in the BPF, JavaScript filtering is the standard workaround
     
    Thanks,
    Manoj Kumar
    ✔ If this helped, mark the reply as verified so it can benefit other community members 👍
     
     
     

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