Getting started with sub-grids in Dynamics 365

Wouldn’t it simplify your workflow if you could access all the details you need from a single record in Microsoft Dynamics 365? If you’ve ever found yourself preparing for a client meeting and wished you could quickly see every interaction, task, or touchpoint with a customer, sub-grids are the feature you need. Sub-grids consolidate related data directly onto a main form, giving you a complete picture at a glance and helping you make smarter, faster decisions.

Whether you’re managing sales opportunities, tracking service cases, or organizing project tasks, sub-grids make it easy to keep all relevant information in one place, reducing the time your team spends switching between screens or running separate reports.

What are sub-grids in Dynamics 365?

Dynamics 365 is known for its flexibility and customization options, especially when it comes to tailoring forms to fit your business. Sub-grids empower users to see a subset of related records—such as activities, cases, opportunities, or custom entities—directly on the main record form. This means sales, service, or operations teams don’t need to hunt through multiple screens or run complex queries to get the information that matters most.

For example, your sales team can see all tasks related to an account right from the account record, eliminating the need to navigate away or run separate searches. This saves time and streamlines your team’s experience within Dynamics 365.

How to add a sub-grid to a Dynamics 365 form

Adding a sub-grid to a form in Dynamics 365 is straightforward. Here’s a step-by-step overview:

1. Open the form editor for your chosen entity (for example, the Account form) by selecting the form editor from the ribbon or via the customizations area.
2. Choose the form section where you want your sub-grid to appear.
3. On the Insert tab, select the Sub-Grid button.
4. This opens the sub-grid properties window. Here, the most important setting is the data source—choose which related records (such as tasks, opportunities, or custom entities) will display in the sub-grid.



5. You can specify the default view, choose additional available views, and decide if you want a search bar included for users.



6. Once satisfied, click OK to insert the sub-grid, then Save and Publish the form.
7. Now, when users open an account record, they’ll see the sub-grid populated with the related records.

Why sub-grids matter for your business

Sub-grids are more than a convenience—they’re a productivity booster. By bringing together relevant data in one place, your team can:

• Quickly review all recent activities, notes, and interactions for a customer or project
• Simplify data entry and record management
• Reduce training and onboarding time for new users
• Ensure important details are never overlooked

Sub-grids can be tailored to surface the information that drives your unique processes. Whether you’re focused on sales, customer service, or project delivery, you can customize forms to keep your teams focused and efficient.

Best practices for working with sub-grids

• Only add the most relevant sub-grids to avoid cluttering your forms.
• Leverage views and filters to surface actionable data.
• Use security roles to control who can see or edit sub-grid information.
• Regularly review form layouts as your business needs change.

For more on customizing Dynamics 365 and maximizing user adoption, check out our insights and guides, including our implementation guide.

Next steps

If you need assistance implementing sub-grids or want to optimize your Dynamics 365 environment, Rand Group is here to help. Our team of Dynamics 365 experts can guide you through customizing forms, integrating data, and designing solutions tailored to your business goals. Contact us today to learn how we can help you unlock the full potential of Dynamics 365 and drive greater productivity across your organization.