Share record with Multiple Teams?

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Posted on by donyc

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Hi, I have an APPOINTMENT entity where users can add notes and once done they can then choose share function and share with a specific team who then receives a notification of new notes.

The problem I have is that the system allows users to ONLY select one team to share it with. Is there a way to allow a user to share it with multiple teams? I been researching with no luck...... Any info would be much appreciated!

thanks so much!

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Hi DONYC,

For OOB entities it is possible to share the records across several teams simultaneously.

When sharing the records do you see the different teams under the team look up view?

Do you get any error when sharing with teams or are you unable to select multiple teams?

You may even want to check if there is any role based restriction on sharing records across teams

Thanks,

Sudhir

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donyc 4,515 on at

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Hi, this is how I am looking to share my appointment record.. It basicaly notifies team users that someone entered notes in the record once user select a team to share it with. Any idea if it's possible to have more than 1 team to select though?

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Vijay Waghmare on at

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you can select multiple teams in look up record window (you can select multiple checkbox here), select required teams - > click on add - > assign privileges and click ok.

Thanks,

Vijay

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donyc 4,515 on at

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Hi Vijay, the look up record window allows me to ONLY select one record unfortunately. Do you know of another way as a workaround? Any feedback would be much appreciated!

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Vijay Waghmare on at

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Are you sharing or assigning opportunity record?

I guess you are using "Asign" ribbon button to select multiple teams, CRM do not allow multiple team or user to assign single record.

Click on "Sharing" ribbon button on opportunity and click "Share", from there you can choose "add user/team" to current record. (this will allow you to select multiple team with required privilieges)

Hope this help..

Thanks,

Vijay

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donyc 4,515 on at

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Hi Vijay, thanks for response. So what I had going was this:

1) Appointment record, user meets client, enters notes and now he wants to notify his team he added notes

2) I created LOOKUP for TEAMS and a view in DASHBOARD so now when user select a team all the team members see this notififcation appear on their dashboard

As you see the problem is I can only select 1 team under LOOKUP for task to be created.. I never user share from ribbon, will the user receive a notification once you share a record? Also any way to have added on the dashboard?

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Vijay Waghmare on at

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Yes it’s possible to show shared records in view for user/team. Refer below URL for how to create a FetchXML for how to retrieve shared records. You will need to consider Team and User while constructing FetchXML.

Hope this help.

community.dynamics.com/.../dynamics-crm-2011-view-to-display-records-shared-with-current-user.aspx

Thanks,

Vijay

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donyc 4,515 on at

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thanks Vijay, I have never used fetch xml. So will this be when user clicks "share" from ribbon and select lets say 3 teams. Where would I implement this code into?

Do I do this on Appointment entity? Would you be able to help me out with below little bit and what needs to be modified? What would the steps to add this code in?

<link-entity name='principalobjectaccess' to='zzhou_cfiapplicationid' from='objectid' link-type='inner' alias='share'>

<filter type='and'>

<condition attribute='principalid' operator='eq-userid' />

</filter>

</link-entity>

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Vijay Waghmare on at

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Hi,

Hope below URLs will help you to achieve your functionality,

community.dynamics.com/.../ms-crm-2011-sharing-summary-report.aspx

community.dynamics.com/.../how-to-display-a-report-in-a-dashboard-in-dynamics-crm-2011.aspx

Thanks,

Vijay

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