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Restricting access to accounts

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Posted on by Mbentick

Wondering if someone could give me some advice.

we have a handful of accounts that are high level and sensitive that we would like to restrict access to a few people only. Ideally we would like the account to appear in a search but when opened doesn’t show the communication in the timeline.

our standard security setting is that all users can view all accounts but can only amend those that they own or have been shared with them.

a few questions

1) can an account be set to owner only and shared with those needed

2) can an account be viewable to timeline hidden

3) is it possible to set account specific security or can security only be managed at a user level.

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Ricardo Gimenez on at

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RE: Restricting access to accounts

Hi Mbentick,

Thank you for using Microsoft Dynamics Communities.

Answering your questions inline:

1) can an account be set to owner only and shared with those needed

A.: You could set the "read" privilege for Account entity as User level and after that share this record to others users. You must be very carefully if decide move forward with this process due Cascade Behavior (by default) for Account entity. Basically, sharing an Account record, if this configuration was not changed, all records below Account (contacts, opportunities, activities, etc) will be also shared.

2) can an account be viewable to timeline hidden

A.: You could solve this scenario creating a additional form for Account entity (removing the timeline) and configure a specific security role to access this form.

3) is it possible to set account specific security or can security only be managed at a user level.

A.: The access for entity records is managed by privileges into roles. You can set security level for some fields, however you cannot avoid the access to the record if the user security role allow this action.

Thanks,
Linn Zaw Win 3,407 on at

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RE: Restricting access to accounts

1) can an account be set to owner only and shared with those needed

- It can be done only if none of the security roles has organisation-level read privilege to the Account entity.

One of the sample scenario: There is a root Business Unit and child Business Unit. All the normal users are in the child BU and they only have BU-level Read privilege to the Account entity. So, they can only see the Accounts in the child BU. Create a Team in the root BU and assign the ownership of those sensitive Accounts to that team. (that means the sensitive Account records are in the root BU and the normal users cannot see it anymore). Then, share the sensitive Account with those who need access.

2) can an account be viewable to timeline hidden

- This can be done by opening up access to an Account entity and restrict access to Activity and Note entity. Then, assign those restricted entities in a similar fashion as mentioned above.

3) is it possible to set account-specific security or can security only be managed at a user level?

- Security can only be managed at a user or team level.

Check out the following MS Docs site to understand more.

https://docs.microsoft.com/en-us/dynamics365/customerengagement/on-premises/developer/security-dev/security-model
Sudheer Reddy 115 on at

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RE: Restricting access to accounts

You can have a Team owning those Accounts and add the users to that team. If you want to show the accounts to everyone but hide the timeline, you can do so by hiding the section which contains timeline based on User Roles using Javascript