Display certain fields depending on current user matching another field

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Posted on by Hinemoa

What is the best way (if any) to do this without coding -

On the contact form, we want to hide a confidential email and phone number from all users except the one specified as the Account Manager for that specific contact. The contacts are assigned to a given Account Manager somewhat randomly (not by Business Unit or functional team).

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Clem 2,541 on at

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Hello Niki,

Unfortunately I don't think you can manage it without code.

You have the business rules but there is no possibility to get the current user name.

I would suggest to do that via JavaScript (in few lines it can be done).

Clément

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Community Member on at

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I don't think i correctly suggested , but use field security while creating the field and in settings go to security - field security profiles and create new- add user role who wants to see those fields.

I guess it will work without code!!!!!!!!!!!!!!!!!!!!!!!!

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Vijay patil 195 on at

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Use field security while creating the field and in settings go to security - field security profiles and create new- add user role who wants to see those fields.

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Hinemoa on at

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The issue with using field security is that it's all or nothing - the users who are granted access using the field security can see these fields across all records, not just the ones they're specified as an Account Manager in. If I limit visibility of the record using security roles, the rest of the record is then not visible to other users.

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Wayne Walton 13,730 on at

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One way to do this is to create a new entity called "Confidential data" or the like, and then only enter phone numbers and email addresses there. Then set security for that custom entity to be visible only by the owner and make the Account Manager the owner for all those records. Make a subgrid of Confidential data on the Contact and they'll show up. This also happens to be MS's official suggestion for partially confidential records.

The big caveat with this is that you could break a whole lot of outreach functionality in CRM around marketing and phone calls, since the ones on the actual Contact would have to be removed to ensure nobody uses them inadvertently.

Alternate option if you are willing to write plugins (I know, you said no code):

Write a plugin that encrypts the confidential data and only decrypts it on pulling it from the database when the user equals the Account Manager listed on the record. The advantage is that this provides true security from other users, as they can't cheat and export to Excel like you can with JavaScript solutions. And if the plugin is written correctly, it should allow mail merges and the like to still work properly.

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Hinemoa on at

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Thanks Wayne. I think your first suggestion should do it. They are likely to have an 'official' email address in the main record that can be used for mailouts etc - it's just for the convenience of the Account Manager to have the confidential ones available so they don't have to look them up elsewhere.

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Wayne Walton 13,730 on at

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Cool, glad that works for you!

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