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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Setting up access righ...
Microsoft Dynamics CRM (Archived)

Setting up access rights by territory

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Posted on by Tomas 589

Hello,

I am using Microsoft Dynamics CRM for Office 365 package. Our company has created different territories (Europe, USA, etc.) which we use to categorize our customer accounts. We have different sales managers for different territories, and we would like to restrict their access so that each sales manager can only view the accounts / opportunities / reports / etc. associated with their own territory. I have not been able to create these access rights myself by reading tutorials/watching videos, so any tips would be greatly appreciated!

BR, Tomas

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  • Suggested answer
    Testuser12 Profile Picture
    Testuser12 270 on at
    RE: Setting up access rights by territory

    Hi Tomas,

    You will need to use a combination of territories and business units to achieve this setup.  If you create a similar business unit for each territory you have you can then apply security roles, based at user level, parent level, business level and organisational level.

    Regards

  • Tomas Profile Picture
    Tomas 589 on at
    RE: Setting up access rights by territory

    Hey Farhan,

    Thank you for your help! I was able to manage the access rights by using BU's, but now I seem to be blanking on how to grant a single user (Who is not a sales manager of any region) access to a certain opportunity or account. I cannot place them in a BU of an entire territory, nor can I make them the owner of the opportunity or account. I would like to give them access to view a few individual opportunities. Any thoughts on how to do this?

    BR, Tomas

  • Suggested answer
    Farhan Syed Profile Picture
    Farhan Syed 1,156 on at
    RE: Setting up access rights by territory

    Hi Tomas,

    There is no direct way of linking the accounts to the BU's. From a security point of view it is owned by a user who belongs to the BU and this is how CRM controls the access.

    The only option what you are left with (using standard options) is to create 'Teams' by Sales Manager per Territory and share (read, write, append, assign, delete, share) the records individually where you will have some amount of control.

  • Tomas Profile Picture
    Tomas 589 on at
    RE: Setting up access rights by territory

    Hello Farhan,

    Thank you for the quick reply! I have tried setting up the access rights by creating different BU's, but somehow I cant seem to find the way to link different accounts to certain business units. Somehow it seems really hard to manage the access rights in Dynamics CRM :/

    If I have an account that belongs to the European territory (Also have a BU called Europe) and one or two users who belong to this BU, I still cannot figure out the way to restrict their access to only be able to view the accounts/opportunities/etc. that belong to this BU.

  • Verified answer
    Farhan Syed Profile Picture
    Farhan Syed 1,156 on at
    RE: Setting up access rights by territory

    Hi Thomas,

    By design in CRM, access rights are governed by the business unit. (root organization, parent units, child units etc). You cannot define it based on territory.

    You could try creating separate BU's with the same name as the territory to maintain consistency.

    PS: If it is the matter of only restricting access, you could create separate teams (territory named) and then then give individual access. (share), but this would will not be a practical solution.

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