security role

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Posted on by Nidhi Purohit

Hi Experts

need your suggestion i have to set up a way so that :

Associates should have access to close the opportunity as won or loss in case of managers absence.

How to work around this?

I have one BU in that i have 3 parrallel teams, and i dont want them to see other team's data inside that BU

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Dynamics 365 Sales

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Holly Huffman 6,538 Super User 2025 Season 2 on at

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Hi there! Good morning, evening, or afternoon - depending on where you are :) Hope you are well today!

You can create custom security roles for associates

- ensuring they can write and append on the Opportunity entity specifically for close action

- assign this role to associates to enable them to close as won/lost without granting broader permissions than necessary

- you could also set up a workflow or power automate flow to notify associates if a manager hasn't responded within X timeframe

To prevent users from seeing other BU's data

- you can use field security profiles and team based access control

- ensure the BU is structured as you described

- assign each team to a specific security role within the BU ensuring data is only accessible at the team level

- set the opportunity entity access level to "User" or "Team" instead of "BU"

- and you can use Teams and Queues to organize the workloads so individuals in one team can only see records assigned to respective team

hope this helps some!

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Krishna Acharya 123 on at

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Hello Nidhi Purohit

From Your question you have requirement like below

Associates should have access to close opportunities when managers are unavailable.

Teams should not see each other’s data within the same Business Unit (BU).

for that Possible solution below:

1. Role-Based Security & Hierarchy Settings

Assign custom security roles to Associates, allowing them to update the "Status" field for Opportunities.

Use Managerial Hierarchy or Position-based access to ensure they only get permissions in their own reporting structure.

2. Access Control with Business Unit (BU) Security Model

Since you have one BU with three parallel teams, configure team-based security roles:

Restrict access so that each team only sees their own data using Business Unit security roles.

Apply Owner-based or Team-based security settings to limit access within their respective teams.

3. Sharing Rules for Temporary Manager Access

Use Record Sharing to allow Associates temporary access to update Opportunity status when the Manager is unavailable.

Create a workflow or Power Automate flow that grants Associate access to "Close Opportunity" when a Manager is marked as absent.

4. Delegation through a Custom Process

Introduce a Delegation Mechanism where a Manager can assign a delegate before their absence.

Use a custom flag or field to indicate delegation, triggering a Power Automate flow to temporarily grant edit rights.

If my response is helpful, please mark it as Verified.

Thank you!

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