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Microsoft Dynamics CRM (Archived)

User needs ability to delete Appointments but not other Activity Types

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Posted on by Daniel at VNS

I have a user that needs permission to delete Appointments but not other types of Activities.  OOB CRM allows for setting role perms to delete Activities but that would allow the user to delete *all* activities - not just Appointments.  There seems to be no granularity of control as to which types of Activities can and cannot be deleted.

One thing I've learned from CRM customizations is to think outside the box and as soon as you say it can't be done, someone comes up with a solution.  So I'm wondering if there is some other way to tackle this problem than the obvious way of setting Security Roles.

Any input appreciated.

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  • Suggested answer
    PS Profile Picture
    PS 23,577 on at
    RE: User needs ability to delete Appointments but not other Activity Types

    I am sorry for the confusion, I meant 'deactivate'

    Action in workflow would be, change status to inactive

    Later you can create a bulk delete job by going to system settings which runs everyday or whatever time period u like

    By default it will show minimum 7 days but you can manually type in 1

  • Suggested answer
    PS Profile Picture
    PS 23,577 on at
    RE: User needs ability to delete Appointments but not other Activity Types

    I am sorry for the confusion, I meant 'deactivate'

    Action in workflow would be, change status to inactive

    Later you can create a bulk delete job by going to system settings which runs everyday or whatever time period u like

    By default it will show minimum 7 days but you can manually type in 1

  • Daniel at VNS Profile Picture
    Daniel at VNS on at
    RE: User needs ability to delete Appointments but not other Activity Types

    Prashant I actually cannot even find a DELETE action in the list of available WF options so it looks like this approach (to create a conditional WF job to delete the records) is a no-go.

  • Suggested answer
    PS Profile Picture
    PS 23,577 on at
    RE: User needs ability to delete Appointments but not other Activity Types

    Since users do not have delete privilege on ACTIVITIES, they will not be able to see 'Delete button', but users having Field security permission on the custom delete can either open or bulk edit from the grid to change this delete field to YES.

    Users having permissions to access this field, can only enable the workflow to run, as this field is the trigger.

  • Daniel at VNS Profile Picture
    Daniel at VNS on at
    RE: User needs ability to delete Appointments but not other Activity Types

    Thank you Prashant.  So are you saying that this yes/no field would be manually changed only by the user with field security perms to trigger a WF to delete, rather than using the delete button?  That'd mean they have to open/update each record, which I'd like to prevent, so I'm thinking a cleaner solution might be a WF to both set the yes/no field, and delete.  We'd set the field since WF's don't have permissions control but since the field the WF would change would have permissions, only the specified user could execute the WF successfully.  This is in line with what you're thinking right?

    Thank you again for thinking OOB - this is the nudge I think I needed.

  • Suggested answer
    PS Profile Picture
    PS 23,577 on at
    RE: User needs ability to delete Appointments but not other Activity Types

    If you want just one user to be able to delete, make this field 'Field Security Enabled' and in the security profile, add this user with create,read,write roles.

    Let me know, if you need further help !

  • Verified answer
    PS Profile Picture
    PS 23,577 on at
    RE: User needs ability to delete Appointments but not other Activity Types

    Unfortunately, permissions work collectively on all activities.

    But there's a work around:

    Step 1: Create a Two Option (Yes/No) field on appointment form and lets call it DELETE

    Step 2: Create a workflow

    Entity Appointment

    Trigger on- Step 1 field change

    Action: Delete Record (Appointment)

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