Share Records in D365 CRM by Code

Introduction: This blog details steps how to share entity record in D365 CRM by Code.

Scenario:  We have client requirement to share record with multiple set of Users in D365 CRM based on criteria selected by User on Form and needed to be automated.

Implementation Step:

Below code to be developed for OnCreate of record.

1. Create new method ShareRecords

   private static void ShareRecords(IOrganizationService service, Entity entity, Entity segmentUser) {
   	var CreatedReference = new EntityReference("systemuser", segmentUser.Id);
   	var grantAccessRequest = new GrantAccessRequest {
   		PrincipalAccess = new PrincipalAccess {
   			AccessMask = AccessRights.ReadAccess | AccessRights.WriteAccess | AccessRights.AppendToAccess,
   			Principal = CreatedReference
   		},
   		Target = new EntityReference(entity.LogicalName, entity.Id)
   	};
   	service.Execute(grantAccessRequest);
   }
   

2. Retrieve User List of Users and execute ShareRecords method

   EntityCollection segmentUsers = service.RetrieveMultiple(new FetchExpression(fetchXMLUsers));
   foreach(Entity segmentUser in segmentUsers.Entities) {
   	ShareRecords(service, entity, segmentUser);
   }
   

Below code to be developed for OnUpdate of record.

3. Create new method UnShareRecords

   private static void UnShareRecords(IOrganizationService service, Entity entity, Entity segmentUser) {
   	var CreatedReference = new EntityReference("systemuser", segmentUser.Id);
   	var revokeUserAccessReq = new RevokeAccessRequest {
   		Revokee = CreatedReference,
   		Target = entity.ToEntityReference()
   	};
   	service.Execute(revokeUserAccessReq);
   }
   

4. Retrieve existing shared Users and remove there Access

   private static void RetrieveSharedUsers(IOrganizationService service, EntityReference entityRef)
   {
   	var accessRequest = new RetrieveSharedPrincipalsAndAccessRequest
   	{
   		Target = entityRef
   	};
   	var accessResponse = (RetrieveSharedPrincipalsAndAccessResponse) service.Execute(accessRequest);
   	foreach(PrincipalAccess principalAccess in accessResponse.PrincipalAccesses)
   	{
   		EntityReference prAcc = principalAccess.Principal;
   		Entity entity = new Entity(entityRef.LogicalName, entityRef.Id);
   		Entity segmentUser = new Entity(prAcc.LogicalName, prAcc.Id);
   		UnShareRecords(service, entity, segmentUser);
   	}
   }
   

Implement code for ShareRecords explained in step 1 & step 2.

Conclusion: Hope this blog helps you to to share and unshare records by code in D365 CRM based on custom criteria data on record dynamically.

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