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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Restrict users from se...
Microsoft Dynamics CRM (Archived)

Restrict users from searching on deactivated accounts

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Posted on by Community Member

Hello,

After while browsing on web I decided to ask this question on forum. Basically, I am working on data retention project and one of the requirements that came up is to restrict users from searching and viewing on deactivated accounts. I must add that I am not an expert yet with CRM so I cannot estimate if this is something can be done in crm or weather this could be done by adding javascript library to crm. However,  that would implicate writing quite large piece of code to achieve very little. So my question is if there is any chance of setting up privileges in crm to restrict certain users  to search and view deactivated account records in CRM? 

Thank you 

Piotr

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  • Suggested answer
    T.I.A Profile Picture
    T.I.A 1,760 on at
    RE: Restrict users from searching on deactivated accounts

    1)You could disable the inactive account views and amend the all accounts view.

    2)make the status and status reason not searchable so a user wouldn't be able to search for inactive accounts

  • T.I.A Profile Picture
    T.I.A 1,760 on at
    RE: Restrict users from searching on deactivated accounts

    for very specific users I don't know enough about your current security to make a suggestion. Do any users have organisation level access to accounts?

  • Community Member Profile Picture
    Community Member on at
    RE: Restrict users from searching on deactivated accounts

    Hi T.I.A.,

    Yes, by looking under Security Roles it looks that security roles are set up in CRM.  Thinking about your previous answer if we make status and status reason not searchable will it let users to browse through active accounts.

    Sorry for dummy question, where do I change status  for inactive accounts?

  • T.I.A Profile Picture
    T.I.A 1,760 on at
    RE: Restrict users from searching on deactivated accounts

    if status and status reason are not searchable that means if a user goes into advanced find and tries to search for deactivated accounts it wont be possible.

    If you deactivate and amend the views there should be no way a user can access deactivated records.

  • Community Member Profile Picture
    Community Member on at
    RE: Restrict users from searching on deactivated accounts

    Many thanks, will definitely try this when I find spare time to test it and will update you.

    Many thanks anyway for your help!!

  • T.I.A Profile Picture
    T.I.A 1,760 on at
    RE: Restrict users from searching on deactivated accounts

    No worries piotreck. If this ends up helping you please mark the answer as verified

  • Community Member Profile Picture
    Community Member on at
    RE: Restrict users from searching on deactivated accounts

    Hello T.I.A,

    Alright, I went deeper into this part of CRM and found that I could create custom view for users and that would stop users from seeing deactivated users although this do not stop users from creating new personal views what means it not ideal solution for what need to be achieved really.

    Thanks for trying to help.

  • Suggested answer
    T.I.A Profile Picture
    T.I.A 1,760 on at
    RE: Restrict users from searching on deactivated accounts

    I've got a fix.

    settings>administration>Security>Security Role>customization>View

    Change the View permissions to the following, Write: none Create: none

    now users can only view the views provided. They cannot create their own

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