Microsoft Dynamics CRM (Archived)

Security permission on custom organization level entity

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Posted on by Shirsagr

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Hi Folks,

i want to set permission on records of a custom entity defined at organization level,

I want to acheive a functionality where few of the records of the entity (flagged as confidential) will visible to a particular team.

please help me in case if anyone has encountered with this scenario.

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Anil-CloudFronts on at

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Hi-

So your entity owwnership is at the organization level. Records of such an entity are used as reference for all users across CRM. What you are trying to do above is typically handled with ownership set to team or user. So I request to provide more information on your business process, what is the purpose of the above entity and why you need to hide some of these records. may be something is not correct in the way your business process is implemented in CRM.

anil.

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Hi SGR. Did you find the solution for this? Thanks.

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Shirsagr 502 on at

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no

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Mandar Joshi 2,116 on at

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Hi,

You can look for below two options:

1. Setting Field level security profile.

2. Using JavaScript to Hide/Disable the confidential fields depending on logged in user's team.

Hope this helps!

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I've implemented this process using security + workflows to 'share/unshare' the records based on your 'confidentiality' flag. - you can find the custom workflow step here: crm2011sharestep.codeplex.com

You will need a team containing the all users in the organization who should see this entity ordinarily. - (You can use the business unit default team if you only have a single business unit and everyone in the organization should normally see these records.)

Set all the user security roles' permissions to 'self' for the entity - they should always be able to see records they own regardless of the confidentiality flag.

On create, the workflow should if the record is NOT marked confidential, share the record to the team.

If change of the confidentiality flag, just share/unshared with the team as needed.

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BTW - the question is a bit vague - the solution I describe requires that the entity is 'user-owned' - if the entity was created as an 'organization-owned' entity, that solution will not work - the only option would be to delete/recreate the entity with the 'user-owned' option.

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I created a replica of the entity with Ownership selected as 'User or Team'. It allowed assigning security permissions on user, BU, Parent: BU and organization level to different users.

Luckily we did not have many records in organization level entity. All records are exported form old entity and successfully imported into the new entity. Once testing is successfully completed, old entity will be deleted.

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