Forms: Enable Security Roles - All Users can See Restricted Form

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Hello All;

I am running into another issue with setting up some forms for my organization. There are several forms that need to only be viewable by a select group of users, and I set these up to be only visible to the Enabled Security Roles, as shown in the CRM help.

The problem I am having is that even users without that particular security role can see the restricted forms. I checked both my security role selection and the user's security role several times, and made sure that I had published the changes, but all the users can still see the restricted access forms.

This is an issue in my organization, because several of the forms have fields on them that should not be visible to all users, and should only be accessible by a small subset of the user base.

Is there something that I can do to correct this issue, I have checked over all the settings and everything seems to be correct, and I am not sure where to go from here.

Thanks

Gerry Broderick

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Community Member on at

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Gerry - a few things come to mind....

1. I have seen cases where a user has access to a form and has used that form with the last record they had open. If you then change security so they can't see it anymore, they may still see the form until they select a different form or refresh their browser. Sometimes, they are not able to change the form after security is applied, so they need permission given back to the form so that they can change to another and then the form be secured again.

2. could the users be inheriting permission from a team which is allowing them access where their assigned security role alone would not?

3. another option so that multiple forms don't need to be maintained is to use field level security so you can control who can see certain fields all on the same form.

-Jill

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tw0sh3ds 5,600 on at

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Hi Gerry,

You will not achieve what you want using form security - users can always go to Advanced Find and create a view with all the columns and see all the data. So if this data should not be seen by them you should use Field level security.

Also can you give a more specific example here? For example you have an entity "Contoso" which has out-of-the-box form "Information". You created two new forms - "Form1" and "Form2" and in security roles you've specified that only users with role A can see Form1 and Form2. User do not have role A (and don't inherit it from any team) and they still can see all 3 forms. Is my description more or less what you have in your system?

Pawel

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Drew Poggemann 4 on at

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Pawel makes a great point on the security side here! Hiding forms will not stop the users from seeing the data unless you employ field level security.

One thing to check as far as the forms is if the form is setup as "enable for fallback" form and the user does not have a role that is assigned to any main form then they will be able to view that form. See the checkbox on the bottom of the page.

Thanks much,

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Faizal 545 on at

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Hi Gerry,

Pls check the "Fallback" option for the restricted form.

If you checked "Enabled for Fallback", this form will be displayed to a user when no other form is available for that user's security role.

Pls refer:
https://technet.microsoft.com/en-us/library/dn531143.aspx

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