Favorite Information

Favorite Information lets you define a curated shortlist of up to ten specifications that are most important to your business or your role, and displays those values in a dedicated Information Fact Box directly on master data pages and transactional documents. Instead of navigating to the full specifications view every time you need to check a key value, the most relevant information is always visible at a glance — without any extra clicks.

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Feature Overview

A master data record can carry dozens or even hundreds of specifications. While that depth is valuable for thorough data management, not every user needs to see every specification in their day-to-day work. A purchasing agent, a warehouse operator, and a sales representative each need a different subset of information when looking at an item. Favorite Information solves this by letting administrators configure named profiles — called Favorite Codes — where each profile defines which specifications appear in the Information Fact Box and in what order. Each user or Business Central role-center profile is then assigned a Favorite Code, so the fact box automatically shows the right information to the right person without any manual filtering. If a user has no personal assignment, the system falls back to their Business Central profile assignment, ensuring that sensible defaults are always in place.

The Information Fact Box appears as a side panel on master data cards and lists across the entire app, including items, customers, vendors, contacts, item variants, lot numbers, serial numbers, package numbers, jobs, service items, production BOMs, and ship-to addresses. On transactional documents such as sales orders, purchase orders, sales quotes, and sales invoices, two fact boxes appear simultaneously — one showing specifications for the header record (the customer or vendor) and one showing specifications for the currently selected line (the item) — so users can review both sets of context without leaving the document.

Typical Use Cases

As a sales representative working in the sales order, I want to see the item's key product specifications — such as material composition, country of origin, and sales unit of measure — in the fact box alongside the order lines, so that I can answer customer questions immediately without switching to the item card.
As a purchasing agent, I want the vendor fact box on purchase orders to highlight the vendor's preferred currency, lead time, and incoterms specification, while the item fact box shows the item's minimum order quantity and standard pack size, so that I have all critical purchasing data visible when creating or reviewing orders.
As a warehouse supervisor, I want the lot number and serial number pages to show quality grade, expiry date, and storage temperature requirements as favorite specifications, so that picking and put-away staff can confirm handling requirements at a glance without opening separate pages.
As a product manager responsible for items across multiple departments, I want my personal Favorite Code to differ from the one assigned to the sales team's profile, so that I see technical specifications relevant to product lifecycle decisions while sales staff see customer-facing attributes in the same fact box.
As a data administrator, I want to configure the Favorite Information Setup once for each role-center profile and have it automatically apply to all users with that profile, so that new users receive a sensible default view from their first day without any manual per-user configuration.

Key Concepts

Favorite Code — a named configuration that groups up to ten specification slots. Each Favorite Code is linked to a specific master data type (such as items or customers) and defined in the Favorite Information list. Multiple Favorite Codes can exist for the same master data type to serve different roles.
Favorite Number — the position slot (1 through 10) within a Favorite Code. Each slot is configured independently with its own Information Code and display type, and the slots are shown in order in the fact box.
Favorite Information Setup — the detail lines beneath a Favorite Code, accessible via the Favorite Information Setup action. Here each slot is given an Information Code Selection (the specification to display), an Information Code Type (which part of the specification to show — see below), an optional Information Code Filter to pin to a specific information value, and a Show Caption toggle.
Information Code Type — controls what text the fact box slot displays. Options include showing just the Information Value (the classification code), just the Value (a free-text or numeric value), just the Description (the human-readable label), or combinations such as Information Value - Value or Value - Description, allowing each slot to be tailored to the nature of the underlying specification.
Show Caption — when enabled for a slot, the fact box shows the specification's name as a label above its value. When disabled, only the value is shown without a label, useful for saving space with self-explanatory specifications.
User Favorite Information — the assignment table that links a Business Central user ID or role-center profile ID to a Favorite Code for a given master data type. Managed via the User Favorite Information page. If no assignment exists for the current user, the system automatically looks up their role-center profile assignment as a fallback.
Information Fact Box — the side-panel fact box rendered on master data and document pages that dynamically shows the values defined by the user's active Favorite Code for the current record.

Relations to Other Features or Apps

Within the Master Data Information app, Favorite Information works directly with the Information Codes and specification values stored against each master data record. The Information Code Selection in the setup refers to the same Information Codes used throughout the app — in the Information Matrix, the Specifications list, and the Import Worksheet. Any specification that can be stored using an Information Code can also be surfaced as a favorite.

The feature relies on the same user and profile infrastructure as the rest of Business Central. Assignments in User Favorite Information accept either individual user names or Business Central profile IDs, making it natural to manage as part of role-based configuration alongside other profile-driven settings.

On transactional documents (sales orders, purchase orders, sales invoices, sales quotes), the Information Fact Box is provider-linked to the document lines, meaning the item favorite slots automatically update as the user moves between line items — without any user interaction.

The Change Favorite Setup action available directly within the Information Fact Box provides quick access to the Favorite Information Setup for the current user's active Favorite Code, so adjustments can be made without navigating away to the setup area.

When This Feature Adds Value

When users need to check specific, recurring specification values many times a day and the full specifications page introduces unnecessary friction — the fact box keeps key values visible without any navigation.
When different teams or roles work with the same master data but need to see different specifications — Favorite Codes give each group a tailored, focused view while sharing the same underlying data.
When transactional efficiency matters on documents such as sales orders or purchase orders — having both the header-record and line-record specifications visible simultaneously reduces context-switching and helps users make decisions without leaving the document.
When onboarding new users — profile-level Favorite Code assignments mean new colleagues automatically inherit the right view for their role from day one, with no manual setup required per person.