In Dynamics 365, Access Teams are a flexible way to grant users access to specific records. They are primarily used for scenarios where ad hoc sharing of individual records is required, rather than assigning permissions based on roles or ownership.
Here’s an explanation of Access Teams and their use cases:
What is an Access Team?
An Access Team is a team type where permissions to specific records are granted directly through team membership, rather than through security roles. It is different from Owner Teams, which are typically used for ownership and assigning role-based access.
Ways to Use Access Teams
1. With Access Team Templates:
You create an Access Team Template for a specific entity (e.g., Account, Opportunity).
The template defines the privileges (Read, Write, Append, Append To, etc.) for the team members.
When you associate a record with an Access Team Template, Dynamics automatically creates an Access Team for that record. Users added to this team inherit the permissions defined in the template for the associated record.
This is the most common and structured way to use Access Teams.
2. Manually Creating an Access Team:
Unlike using a template, you can manually create an Access Team in Advanced Settings > Settings > Security > Teams and set the team type to Access.
After creating the team, you can assign the team to specific records manually using the Share button on the record or through automation (e.g., workflows, plugins).
You need to explicitly grant permissions to the team for individual records.
Differences Between Using a Template and Directly Creating an Access Team
Best Practices for Using Access Teams
1. Use Templates for Repeatability:
If you frequently need to grant the same permissions to different records, use an Access Team Template.
2. Avoid Overusing Manual Teams:
Directly creating Access Teams is more error-prone and harder to manage compared to using templates.
3. Automate Where Possible:
Use workflows, Power Automate, or plugins to manage team membership and sharing for manually created Access Teams.
4. Limit the Scope:
Access Teams should be used for scenarios that require ad hoc or temporary access, not as a replacement for role-based security.
Example Use Case Without a Template
1. A customer service team needs temporary access to a case record due to escalation.
2. You manually create an Access Team.
3. Add users to the team and share the case record with the team, granting them the required permissions.
4. Once the issue is resolved, remove users from the team or delete the team to revoke access.
This method provides flexibility but requires careful management to ensure permissions are granted and revoked appropriately.
Please refer below articles for more details.
Thank you,
Amit Katariya
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