Document Security

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Posted on by Tony Rutt

We have multiple teams using our CRM, there are common contact and account records, but documents that we want only the owning team members to be able to access. The only way that I can think of achieving this is to create security roles for specific teams and then restrict them to reading only their business units document location and records. Records would be housed in SharePoint online. Will that work? Thanks!

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Tony Rutt 45 on at

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RE: Document Security

Well unfortunately this did not work. If a user on team A posts a document to a contact entity, users on both team A and team B can still see. Is there a way to achieve this??
Tony Rutt 45 on at

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RE: Document Security

Thanks Leo!
LeoAlt 16,331 on at

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RE: Document Security

Hi partner,

You are correct.

In details, the permission of user for documents is also based on the owner of the record.

If the owner is the user self, and his security role level is "user", so he could only see the records owned by himself.

If the owner is team, and and his security role level is "user", then he could see all the records owned by the team self or team members even if other members in different business units.

And I found that the permission level for Document Location in Security role is only "none" and "Organization" which means we need to use Team to manage the document access.

So in your case, I recommend to set the owner as teams so that only the members of the team could access to the documents.

Best Regards,

Leo