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Dynamics 365 Community / Forums / Human Resources forum / Data privacy across le...
Human Resources forum

Data privacy across legal entities

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Posted on by Community Member

Does each legal entities have their own data? Or can we share data across each legal entities? 

For example, I have legal entities A and B. I don't want employee data to be shared among both entities. I just want all the employee information that was created for legal entity A to be only part of A. 

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  • Suggested answer
    Nicu Aleman Profile Picture
    Nicu Aleman 2,587 on at

    Hi Min

    there are shared data and there is data that is not share. Employees are specific to entities. An employee can belong to only one entity. If you don't want users to see info from other legal entities, you can restrict if from security roles

  • Suggested answer
    Malinm85 Profile Picture
    Malinm85 User Group Leader on at

    Hi Min Li,

    Some data are shared across entities, there are four types that are shared across legal entities; Employee and contractor data, Competency information, Teams and hierarchy. My blogpost has a bit more about it:
    https://malinsdynamics365fortalent.com/2018/10/22/mb6-898-describe-how-data-is-shared-and-separated-per-company-in-dynamics-365-for-talent/

    Even tho your employee is connected to a legal entity, the data is shared across companies.
    (If you have access to de Dynamics Learning Portal you can see the video "Shared data across companies": https://mbspartner.microsoft.com/D365/CourseModules/1709)

  • Suggested answer
    Community Member Profile Picture
    Community Member on at

    Hi Min,

    Yes, you can control data viewed by legal entity. Go to System administration>>click Manage users tile>> click a user >> In the User's role section, select each role you assigned to the user and assign a single organization;  select System user and assign a single organization to System user as well. Be aware that if you only assign a specific legal entity to System user, you will lose the global org-chart visibility, which means you will be only seeing the position hierarchy (org-chart) for one specific legal entity that you assign to the user, and the rest of the position hierarchy will be blank boxes.

  • Community Member Profile Picture
    Community Member on at

    One more thing: position/open position is global...and are visible globally regardless of how many legal entities you have assigned to the user (the prerequisite is that the role is granted to access position/open position form). You will also need to consider the functionalities you grant to a role. For instance, out-of-box employee role does not have access to Work/Employee/Contractor forms, so they won't access those forms even though you grant them all legal entities.

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