Security on Marketing Lists - can you make some visible, but hide others?

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Posted on by Julie Glasgow

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I have a requirement which I'm hoping someone can help me come up with a solution.

Essentially the Marketing team control the CRM marketing lists, and they want users (approx 400) people to be able to add contacts to a marketing list. All good. However, they will want to keep a subset marketing lists just for the eyes of the marketing team.

Is there a way whereby the Marketing team can specify certain Marketing lists that are visible to users, and others which are not. The majority will need to be visible, with only a small subset hidden.

We currently only have 1 BU and don't use teams yet.

Any suggestions would be welcomed.

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David Jennaway 14,065 on at

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Lists are user-owner entities, so you can manage this with permissions, though you'll almost certainly need another BU.

The general idea would be to have at least one user or team in a different BU from most users. This user or team would own the hidden lists, and most users would be given just BU access on the list entity, so wouldn't see the hidden lists. There's then a choice of how the users access the other lists. There are 2 main options:

Assign the remaining lists to a user in the user's BU, in which case they'd get permission. An issue with this is it limits you if you subsequently want to add more BUs

Share permission to the other users (or better still, a team that contains the other users). The main drawback here is that this may need manual sharing, though you could use a workflow with a simple custom workflow activity to share the records

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ThomasN 3,190 on at

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Hi Glasgow,

Thanks for reaching out. Depending on size of organization and need to scale this. I would recommend using one team call it "Marketing", the put all Marketing users in that team. Then create the views you want hidden as 'personal' views and share them with the Marketing Team. Now anyone in that team will see those views at the bottom of the list under "My Views", this also helps them understand what views are visible to others and what are only for marketing. Recommend a standard naming convention as well to assist with troubleshooting.

Let us know if more details is needed or verify this works for you. Have a great day!

Tom

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AbiRami 516 on at

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Hi,

Refer the link below. This may give solution to your problem

www.powerobjects.com/.../making-crm-records-private

Thanks

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Julie Glasgow 110 on at

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Hi Tom,

Many thanks for the response. I want to hide certain marketing list records. If I create personal views as you described for the hidden records, and then assign to the Marketing team, a regular user would still be able see the out-of-the-box views such as 'Active Marketing Lists' which would include the "hidden" marketing list records. Have I misunderstood something?

Thanks

Julie

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Julie Glasgow 110 on at

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Hi David,

Thanks for the response. I see where you're going with this. However option 2 for sharing permissions might end up being quite difficult to manage, especially as we have quite a bit of staff turnover. That said, I had an idea for an option 3, and it would be good to get your opinion on it.

1. Create a new BU (BU2), and create a new team called 'Marketing Team' and assign all marketing users to the team. However each individual user would still be members of the original BU (BU1)

2. For the 400 regular users in BU1, modify their Security Role to have BU access only for Marketing Lists.

3. If a Marketing user wants the list to be hidden, they'd assign it to the 'Marketing Team' as it's in BU2, but if they keep it owned by themselves as a user, which is in BU1, then regular users would be able to see this.

Does that make sense?

Thanks

Julie

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TheMarkChristie 10,328 Moderator on at

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Hi Julie

You could look at using access teams, Set up a main marketing team and then an access team that will only the relevant market lists shared with them

msdn.microsoft.com/.../dn481569.aspx

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Julie Glasgow 110 on at

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Hi Mark,

I had thought of access teams. The only issue with using these in this particular situation is that the users who need it 'shared' with them number about 400. So that would mean someone has to add 400 users to the access team for each marketing list. Given we have quite a large number of marketing lists, this is not feasible unfortunately. Is there a way that you know to make access teams work in this particular situation?

Thanks

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ThomasN 3,190 on at

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At that size the best recommendation is to use BU. You are right the sharing views would not work for access control, I thought it was just about limiting views. Good Luck.

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