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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Record Sharing
Microsoft Dynamics CRM (Archived)

Record Sharing

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Posted on by Sayhaitokumar 7,042

Hello Guys,

I'm little bit confused about sharing of records. I have a couple of questions on record sharing in MS CRM

1) Can different Organization share records For ex : Org A and Org B are different Organization. Org A has one Account (say : Jonnathan), is there is a way to share that record to Org B?

2) How can i share records between two different business units which are not fall under same parent BU.

For Ex

Organization

/                    \

BU 1                BU 2

I want to share records between BU1 and BU2

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  • Verified answer
    Community Member Profile Picture
    Community Member on at

    1) Each Org is a different database. You cannot share records between Orgs. (You could use an integration tool such as ones from Kingswaysoft or Scribe to copy data back and forth, but then you have two copies of the same record, not one record that is shared, which is different)

    2) A record is owned by a user or team. It "belongs to" the Business Unit where that User or Team is - the BU is a consequence of where the owner "lives". You (as a user) can share a record with any other user or Team, in any BU. One way to manage this with a better user experience would be to use Access Teams. User A can add User B to a subgrid on the form and this in turn adds them to a team with which the record is shared. User B could be in a different BU from user A. The UI for this is better, and easy for users to see who else has access. It also gives you a bit more control over what rights get shared - you could, for example, have one group of users who only get Read access to the shared record, and another group who get Read and Write access. Using "old" sharing, the user gets to choose the rights they want to share, which is not always the best way to manage security.

    Of course, sharing is a way to give granular control over security. If you simply want all users in BU1 and BU2 to have access to all records of some type (eg Accounts), then you can simply change their security roles to give them organization level read access (or whatever privileges they need).

  • Sayhaitokumar Profile Picture
    Sayhaitokumar 7,042 on at

    Thanks Adam, your suggestion helped me to get clear idea about BU and record sharing.

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