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Access rights by record

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Posted on by Jaweed

We have uploaded our contact details in D365. There is a custom field COUNTRY. We want to give access by this field. How can we give access to our Manager Europe that he can only access records of say France, Italy, Spain, Uk, and our Manager Asia say for only Records where country Is Singapore or Malaysia. Our Sales Director need to see all records.
We are struggling with this, yet it seems a basic requirement in Crm.
thanks to help us.

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LuHao 40,888 on at

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RE: Access rights by record

Hi Jaweed,

No, a user cannot be in two business units at the same time.

In the case you mentioned, we have two solutions, owner team and positional hierarchy security.

1. Owner Team.

Please refer to https://www.azamba.com/2018/05/24/how-to-create-an-owner-team-in-microsoft-dynamics-365-for-sales-crm/

If the user is in the France business unit.

Create a security role of Italy business unit, the Read privilege on Contact is Business Unit level.

Then create a owner team of Italy business unit, assign the new security role to it.

Finally add the user to the new owner team.

This way the user can access both France and Italy contacts.

If the user is in the Italy business unit, the new security role and owner team are France business unit.

2. Positional Hierarchy Security.

Please refer to https://carldesouza.com/dynamics-365-hierarchical-security/
Jaweed 5 on at

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RE: Access rights by record

Hi Lu Hao

Thank you very much.

Let us say User A looks after 2 countries : Italy and France but be is not the Europe Manager however. Can User A be in Business Unit Italy and also BU France altogether?

Thanks to advise.
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LuHao 40,888 on at

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RE: Access rights by record

Hi Jaweed,

Generally, we set up business units for each country or region.

The users who have Business Unit level access privilege on Contact can only access the contacts of the current business unit, which is the one that the owner of that contact belongs to.

So in this case, we will set business units France, Italy, Spain, Uk, and their parent business unit Europe. Set business units Singapore and Malaysia and their parent business unit Asia.

First set the business units Europe and Asia.

Then set business units for countries.

Each business unit has its own set of security roles.

For the security roles of these business units, the Read privilege on Contact should not be higher than Parent: Child Business Units.

If a contact's owner is of France business unit, the users in the France business unit with the Read privilege on Contact that not higher than Parent: Child Business Units can access it, the users of other business units with the same Read privilege on Contact cannot access it.

The Manager Europe whose business unit is Europe can access all contacts that owner is of France business unit, but cannot access contacts that owner is of Singapore business unit
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Asif365 1,431 on at

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RE: Access rights by record

Hi Jaweed,

Please have a look at similar post and possible answer.

community.dynamics.com/.../855651