Understanding the 'Work Description' Field in Dynamics 365 Business Central

14 MAY 2025 | Imperium Dynamics

Microsoft Dynamics 365 Business Central is a powerful tool for managing business processes. The 'Work Description' field is a key feature that helps improve communication in sales documents. Introduced in NAV 2017, it lets users add detailed descriptions to sales documents, making information sharing easier across departments.

This article explores the 'Work Description' field's purpose, technical details, customization options, and best practices. It aims to help you get the most out of this feature in your Business Central setup.

1. Historical Context

The 'Work Description' field was first introduced in Microsoft Dynamics NAV 2017. It was designed to provide a space for detailed information in sales documents. This feature aimed to improve communication by letting salespeople add special instructions or information to the document.

Over time, this feature has been integrated into Dynamics 365 Business Central. It keeps its core functionality while adapting to changing business needs.

2. Functional Overview

What is the 'Work Description' Field?

The 'Work Description' field is a text field in Business Central for sales documents. It allows users to enter extensive, multiline text without limits, making it perfect for sharing detailed information that applies to the whole document.

Primary Use Cases

Sales Quotes and Orders: Add overarching descriptions or instructions for the sales transaction.
Production Instructions: Share specific manufacturing details or requirements.
Dispatch and Storage Notes: Include handling instructions or storage guidelines for logistics teams.
Customer Communication: Enhance clarity in customer-facing documents with comprehensive descriptions.

3. Technical Aspects

Data Type Considerations

The 'Work Description' field is a BLOB (Binary Large Object) data type in Business Central. This allows for the storage of large amounts of text without limits. BLOB fields have implications, though:

Display Limitations: BLOB fields can't be shown directly in list pages or reports without conversion.
Export Challenges: Standard export functions often can't handle BLOB fields well. They might show placeholders like asterisks instead of actual content.

Behavior in Documents

When a sales document with a 'Work Description' is posted, the description is carried over to the posted document. This keeps the detailed information accessible throughout the document's life.

4. Customization and Display

Displaying 'Work Description' in FactBoxes

By default, the 'Work Description' field isn't shown in list pages like the Sales Order List. However, users can customize their workspace to include it in a FactBox, making the field visible without cluttering the main page.

Steps to Add 'Work Description' to a FactBox:

Create a FactBox Page: Make a new page referencing the 'Work Description' field.
Add the FactBox to the Desired Page: Use a page extension to add the new FactBox to the Sales Order List or other relevant pages.
Set the SubPageLink: Ensure the FactBox is correctly linked to the main page's data source.

Example Code Snippet:

pageextension 50222 SalesOrderListExt extends "Sales Order List" { layout { addbefore(Control1902018507) { part(salesOrderWorkDescription; "Sales Order Work Description") { ApplicationArea = All; SubPageLink = "No." = field("No."), "Document Type" = field("Document Type"); } } } }

This customization lets users see the 'Work Description' in the Sales Order List, making things easier and more efficient.

5. Exporting and Reporting

Challenges with Exporting 'Work Description'

Exporting the 'Work Description' field to Excel can be tricky. Methods like "Open in Excel" or Configuration Packages often show an asterisk (*). This means the BLOB content isn't exported correctly.

Solutions for Exporting 'Work Description'

To get the 'Work Description' field out:

Use Configuration Packages: Make a Configuration Package with the 'Work Description' field. Export it to Excel, update the field, and then import it back into Business Central. This works for multiline text fields.
Develop Custom Reports to convert BLOB content into expo, and build custom report text. This requires coding skills, but it offers a custom solution for reports.

6. Extending Functionality

Replicating 'Work Description' in Purchase Documents

Businesses should also add a 'Work Description' field to purchase documents. To do this:

Create a Table Extension: Add a 'Work Description' field to the Purchase Header table.
Develop a Page Extension: Put the new field on purchase document pages, like the Purchase Order page.
Implement Data Handling Logic: Ensure the field's content is handled correctly during posting and other processes.

This makes documentation consistent in sales and purchase processes.

7. Best Practices

To get the most out of the 'Work Description' field:

Standardize Usage: Create rules for what to include in the 'Work Description' to keep things consistent.
Train Users: Teach staff how to use the field properly to improve communication.
Monitor Content: Regularly check the 'Work Description' field to keep the information relevant and clear.
Leverage Customizations: Use customizations like FactBoxes and reports to make things easier and better for reporting.

Conclusion

The 'Work Description' field in Dynamics 365 Business Central is a key tool for better communication in sales documents. It helps businesses understand their role, technical aspects, and how to customize it. This can make their work processes more transparent and efficient. By following best practices, this field becomes a crucial part of your company's documents. It helps streamline communication across different departments.

Frequently Asked Questions (FAQs)

What is the 'Work Description' field in Dynamics 365 Business Central?
The 'Work Description' field is a special text area in Business Central. It's used for sales documents. Here, users can add important details like special instructions or notes, which helps improve communication between different departments.
Where can I find the 'Work Description' field in Business Central?
This field is on sales documents in Business Central. To see or change it, open the sales document and look for the 'Work Description' section.
Can I display the 'Work Description' field on list pages like the Sales Order List?
The 'Work Description' field isn't shown on list pages by default. But you can add it to a FactBox on the right side of the page. You must create and add a new FactBox page to the list page through a page extension.
Can the 'Work Description' field be exported to Excel?
Exporting the 'Work Description' field to Excel can be tricky. Because of its data type, it might show as an asterisk (*). To export it, use Configuration Packages, which can handle multiline text fields.
Can I edit the 'Work Description' in posted sales documents?
Once a sales document is posted, its fields, including 'Work Description', can't be changed. This is to keep the data safe. To edit it, you must customize Business Central to allow changes after posting.
How can I add the 'Work Description' field to purchase documents?
By default, the 'Work Description' field isn't in purchase documents. To add it, create a table extension for the Purchase Header table. Then, develop page extensions to show it on purchase documents and handle its data.
Is the 'Work Description' field copied to posted documents?
Yes, the 'Work Description' field is copied to posted documents, keeping the detailed information available throughout the document's life.
Can the 'Work Description' field be printed on reports?
Yes, you can print the 'Work Description' field on reports. This includes sales orders, invoices, or quotes. It helps share detailed information with customers or team members.
Is there a character limit for the 'Work Description' field?
Thanks to its data type, the 'Work Description' field can handle a lot of text and has no character limit.
Can I use the 'Work Description' field for internal notes or comments?
The 'Work Description' field is excellent for internal notes or comments. However, if it's printed or shared, others might see its content.