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Dynamics 365 Community / Forums / Finance forum / Workspaces and user ri...
Finance forum

Workspaces and user rights

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Posted on by Shaun Hawkshaw 985

Hi there,

This is a 2 part question please.

1. I have created a workspace and it has the following security diagnostics on it.

I have users that have the same setup but some can see the workspace and some cant.

What could the issue be?

2. If a workspace is created for a group, for instance, all sales managers have the a workspace assigned to them.

Can 1 sales manager make changes to the workspace without all the other sales managers seeing the changes? Therefore, they can be personalized by each user without having to create a separate workspace for each user.

Thank you for you time.

Categories:
Other
Financial Management
Development / Customization / SDK
  • André Arnaud de Calavon Profile Picture
    André Arnaud de Cal... 307,271 Super User 2026 Season 2 on at

    Hi Shaun,

    I think you intended to share some screenshots. They are not visible. Can you repost them?

  • Shaun Hawkshaw Profile Picture
    Shaun Hawkshaw 985 on at

    snip_5F00_20181024085626.pngsnip_5F00_20181024085626.png

  • André Arnaud de Calavon Profile Picture
    André Arnaud de Cal... 307,271 Super User 2026 Season 2 on at

    Hi Shaun,

    You shared a screenshot where you showed that the system administrator role has been assigned. If this is the case, the workspace should be visible. Did you create the workspace in a visual studio development project?

    About your second quetion: It is possible to create personalizations. They are personal, so not visible for other users. There is a Personalization form in the System administration menu, where personalizations can be shared across multiple users. A person can also export his personalizations and import it.

  • Shaun Hawkshaw Profile Picture
    Shaun Hawkshaw 985 on at

    Hi Andre,

    We have not created the workspace in visual studio development project.

    2nd question: Thank you, how do you go about making changes that only affect you? Currently, any change i make, all users can see that change on the dashboard.

    Thank you so much

  • Shaun Hawkshaw Profile Picture
    Shaun Hawkshaw 985 on at

    Question 1 - I cant seem to get all users to see the workspace but they are system admins.

    Question 2 - I have figured out that adding a tile to the workspace isn't a "personalization". If you do a personalization and remove the tile for instance. Then it is user specific. Thank you.

  • André Arnaud de Calavon Profile Picture
    André Arnaud de Cal... 307,271 Super User 2026 Season 2 on at

    Hi Shaun,

    Can you tell how you created the workspace?

  • Shaun Hawkshaw Profile Picture
    Shaun Hawkshaw 985 on at

    Hi Andre.

    What I have discovered is that using 2 different users with the same rights....

    Create a workspace, the other user cant see it but you can export it and import it into the other user and it becomes available.

    The way I am creating a workspace is as screeshot below: (Right click on workspace and personalize and then add workspace)

    2018_2D00_10_2D00_24-14_5F00_06_5F00_17_2D00_Dashboard-_2D002D00_-Finance-and-Operations.png

    Thank you!

  • Verified answer
    Sagar Suman Profile Picture
    Sagar Suman 6,869 Super User 2026 Season 2 on at

    Hi Shaun Hawkshaw,

    If one user has created a workspace and some users can see the workspace and some cant then the users which cant see have not been applied the personalization.

    To make sure all users sharing a role see a Personalization done by one user you need to follow below steps

    1> Open the workspace created and right click to personalize the form
    2> Next click Export in the manage drop down.

    7725.2.jpg

    3> A XML file will be downloaded
    4> Next navigate to system administration > Setup > Personalization
    5> In the apply section select the users to whom the personalization must be applied

    7725.2.jpg

    6> Click import personification from file and browse to select the file downloaded in step 3.
    7> Click ok and apply.

    Now all the users to which the file was applied will get the same workspace.

    Note - Sharing same roles does not mean that a personalization or workspace created by me being a sales manager will be shared to all other users who are having sales manager as a role.

    If that was the case then its not a personalization right!

    So you will have to always import or apply personal settings and they will never to be shared with users with same roles as you want it to work.

  • Verified answer
    Sagar Suman Profile Picture
    Sagar Suman 6,869 Super User 2026 Season 2 on at

    Hi Shaun Hawkshaw,

    Question 1 - I cant seem to get all users to see the workspace but they are system admins.

    1 - Even system admin have the right to have personal workspaces and if you have another system admin he will not be able to see the workspace till it is applied or shared. Thats the beauty of personalization.  

    Question 2 - I have figured out that adding a tile to the workspace isn't a "personalization". If you do a personalization and remove the tile for instance. Then it is user specific. Thank you.

    2 - I fear I do not follow you here on what you mean, however custom tiles added are indeed personalization and are shared to other users manually if needed.

  • Verified answer
    Ajit Profile Picture
    Ajit 8,788 on at

    If you are creating a workspace from UI, it would be available for you only but you can export that and import for other users as well.

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