Feature Overview
The Information Matrix is a spreadsheet-style view for viewing and editing specifications across many master data records at once. Instead of opening each item, customer, or vendor individually, users see a grid where each row is a record and each column is a specification. Values can be read and edited directly in the grid, making it significantly faster to review or update specifications across a large number of records.
The matrix is driven by a Matrix Setup (also called an Information Matrix Template) that defines which table to show, which columns to include, and how to populate the rows. Columns can represent either standard Business Central table fields (such as Item Category Code or Description) or Master Data Information specification fields. Up to 50 columns are supported per template. Each user can have their own active template per table, so different roles can work with different column configurations without interfering with each other.
Records are added to the matrix using the Add Master Data to Matrix dialog, which allows you to filter by specification values to populate only the records you need. You can also start from the Item List and open the matrix with a pre-filtered set of records using the Information Matrix action. Editing is done directly in the cells — selecting a value from the lookup or typing a free value — and changes are written back to the underlying Information Entry records immediately. Deleting a value from a cell removes the corresponding specification entry.
The matrix also supports exporting the current view to Excel, and importing from the Information Matrix into the Import Worksheet for bulk operations.
Key Facts
| Area | Detail |
|---|---|
| Where to open | Item List → Master Data Information → Information Matrix; also accessible from the Item Card |
| Driven by | Matrix Setup (Information Matrix Template) — defines table, columns, and available fields |
| Column types | Standard BC table fields, or Master Data Information specification fields (Information Value, Value, or Description) |
| Max columns | 50 per template |
| Editing | Direct in-grid editing; changes write immediately to Information Entry records |
| Filters | Records added via the Add Master Data to Matrix dialog using specification value filters |
| Integration points | Information Codes, Information Values, Import Worksheet (export to/import from), Specification Search (mark and open) |
Getting Started
- Open the Item List (or another supported list page) and choose Master Data Information → Information Matrix.
- If no Matrix Setup exists for this table, you will be prompted to create one. Open the Information Matrix Setup and create a new template: set the Table, then define each column — select the Data Type (Table or Master Data Information) and the relevant field or Information Code.
- Back on the Information Matrix page, use the Add Master Data to Matrix action to add records. In the dialog, enter filter values to select which records to load (e.g. filter by a specific category).
- The matrix opens with the selected records as rows and the configured columns as headers.
- Click a cell to edit the specification value. For Information Value columns, a lookup opens the valid values; for Value columns, you can type directly.
- Changes are saved immediately as you move between cells.
- To remove a specification, clear the cell value — the underlying entry is deleted.
- To export the current matrix to Excel, use the Export to Excel action if available on the template.
Related Features
The Information Matrix relies on Information Codes and Information Values for its column definitions and cell lookups. The Import Worksheet and Information Matrix share the same template structure — a template created for the matrix can also be used as an import template, and the matrix content can be exported and reimported via the worksheet. Specification Search integrates with the matrix: records found by a search can be marked and then opened in the matrix for bulk editing. Order Matrix applies the same grid concept to document lines rather than master data records.
User Stories
US-01: Review specifications for a group of items in a grid
As a Business Manager
I want to open the Information Matrix and see all colour, material, and size specifications for a filtered set of items side by side
So that I can quickly review completeness and consistency without opening each item card individually
Setup:
- Open the Item List and choose Master Data Information → Information Matrix.
- In the Add Master Data to Matrix dialog, filter by Item Category Code =
OUTDOOR. - The matrix opens showing all outdoor items with their specification columns visible.
- Scroll across the columns to review the values for each item.
US-02: Edit a specification value directly in the matrix
As a Business Manager
I want to update the Material specification for several items at once by editing cells directly in the matrix
So that I can correct a batch of specifications without opening each item individually
Setup:
- Open the Information Matrix with the relevant items loaded.
- Find the Material column. Click a cell to activate it.
- Select the correct Information Value from the lookup, or type it if free-value entry is enabled.
- The change is saved immediately when you leave the cell.
- Repeat for each item that needs updating.
US-03: Remove a specification from multiple items using the matrix
As a Business Manager
I want to clear the Season specification from all items in a product line because it is no longer relevant
So that the attribute no longer appears on documents or in searches for those items
Setup:
- Load the relevant items into the Information Matrix.
- Find the Season column. For each item that has a value, clear the cell.
- When a cell is cleared, the underlying Information Entry record is deleted.
Note: Clearing a cell only deletes the entry if the code has Delete Zero Values enabled, or if the cell is an Information Value type. For Value-type columns, behaviour depends on the code's Validation Datatype and Delete Zero Values setting.
US-04: Configure a Matrix Setup template for a specific team
As a IT Manager
I want to create a matrix template for the purchasing team that shows Item No., Description, Vendor Item No., and the Certification and Weight specifications
So that purchasing staff have a focused view with only the columns they need
Setup:
- Open Information Matrix Setup and create a new template with a code (e.g.
PURCH-ITEMS) and set Table to Item. - Define each column in order:
- Column 1: Data Type = Table, Table Field =
No. - Column 2: Data Type = Table, Table Field =
Description - Column 3: Data Type = Master Data Information, Information Code =
VENDOR-ITEM-NO - Column 4: Data Type = Master Data Information, Information Code =
CERTIFICATION - Column 5: Data Type = Master Data Information, Information Code =
WEIGHT
- Column 1: Data Type = Table, Table Field =
- Assign the template to purchasing users via the Information Matrix User Setup.
- Purchasing staff now see this column layout when they open the matrix.
US-05: Filter records into the matrix by specification value
As a Business Manager
I want to load only items with Material = "Stainless Steel" into the matrix
So that I can review and update other specifications for just that subset of items
Setup:
- Open the Information Matrix for items.
- Choose Add Master Data to Matrix.
- In the dialog, find the Material column and enter
STAINLESS-STEELas the filter value. - Confirm. Only items with that material specification are loaded into the matrix.
US-06: Switch the active matrix template for your user
As a Sales Manager
I want to switch to a sales-focused matrix template that shows pricing and colour specifications instead of the purchasing template
So that the matrix shows the columns most relevant to my work
Setup:
- Open the Information Matrix.
- The Batch Name or template selector at the top of the page allows you to select a different template.
- Select the sales-focused template. The matrix reloads with the new column configuration.
Note: Template selection is per-user — switching templates only affects your own view.
US-07: Open the Information Matrix from the Item List with a pre-filtered set of items
As a Business Manager
I want to select a group of items on the Item List using standard BC filters and open the matrix for just those items
So that I can edit specifications for a specific filtered set without re-applying the filter inside the matrix
Setup:
- On the Item List, apply a filter (e.g. Item Category Code =
FURNITURE). - Select all visible items (Ctrl+A) or use Mark Master Data → Add Mark to mark them.
- Choose Master Data Information → Information Matrix.
- The matrix opens pre-populated with the filtered items.
US-08: Export the matrix to Excel for offline review or editing
As a Business Manager
I want to export the current Information Matrix view to Excel so I can share it with a colleague who does not have Business Central access
So that specifications can be reviewed and annotated outside the system
Setup:
- Load the relevant records into the Information Matrix.
- Use the Export to Excel action available on the matrix page or template.
- The current grid is exported to an Excel file with the same column layout.
Note: The exported file can be reimported via the Import Worksheet if corrections are needed in bulk.
US-09: Use the matrix to populate specifications for newly imported items
As a Purchasing Agent
I want to open the matrix after a batch import of new items and fill in their specifications in bulk
So that all specification fields are populated before the items are released for use
Setup:
- After the import, open the Information Matrix and add the new items using the Add Master Data to Matrix filter.
- Work through the specification columns row by row, selecting values for each new item.
- Changes are saved immediately as each cell is confirmed.
Field Reference
| Field | Where to find it | What it does | Default |
|---|---|---|---|
| Template / Batch Name | Information Matrix page (top selector) | Selects the active Matrix Setup template for this session | Per-user default |
| Table | Matrix Setup | The BC table whose records are shown as rows | — |
| Column Data Type | Matrix Setup — per column | Whether the column reads from a standard BC table field (Table) or a Master Data Information specification (Master Data Information) | — |
| Table Field | Matrix Setup — per column | The field name used when Data Type = Table | — |
| Information Code | Matrix Setup — per column | The Information Code used when Data Type = Master Data Information | — |
| Information Code Type | Matrix Setup — per column | Which part of the entry to display (Information Value, Value, or Description) | — |
| Include in Calculation | Matrix Setup — per column | Whether this column is included when creating item variant lines | — |