Delegation Solution

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Hello Everyone!

Can anyone tell me that is there a solution for delegation in dynamics 365? Let a User is going for holidays and he wants to delegate his responsibilities to another user for a specific duration so when user come back from holidays so his responsibilities delegate back to him. Is it possible in dynamics 365? If yes so how is it possible kindly give me solution.

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Well, the user can share his/her records with their teammates and give them read/write/etc privileges to the designated user.

What other responsibilities does the user have? The above mentioned solution can be achieved if his security role has share privileges on the entity in scope

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Dynamics365 Rocker 7,755 on at

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It is not a OOB functionality and you have to do some customization and code.

Add delegate User lookup field in entities.

Create a Custom entity "delegate" and add below fields:

Primary User-lookup

Delegate User-lookup

Start Date

End date

Create a workflow on create of delegate entity and Set "Delegate user" lookup in all active records whose owner is Primary user. Note: Do not change owner.

Create a dashboard that shows records that need to work for delegate users.

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RaviKashyap 55,410 Moderator on at

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Hi,

Yes, it is possible but depends upon how you have set up your security. The access of the activities/ entities in crm is managed by security role. so if your user's can see each other's records/ activity then they can start working on those activites/ record without any issues.

The other better way is the user going on holidays assign the records to the other person.

Hope this helps.

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Microsoft Dynamics ... 297 on at

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Thanks Ravi but can you tell me how to automate this? I mean when user come back from holidays so on that data again access of those records come back to 1st user and unshare those records to 2nd user. For this purpose what you suggest and what is possible ? I mean Workflow or Plugin or Custom Activity? Kindly explain more.

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Microsoft Dynamics ... 297 on at

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Thanks Akhil ! Can you please tell me about code and i could not understand properly you this line "Create a workflow on create of delegate entity and Set "Delegate user" lookup in all active records whose owner is Primary user. Note: Do not change owner". Please explain more.

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RaviKashyap 55,410 Moderator on at

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Hi,

Though you can customize crm the way you want and write code to automate almost everything, I personally don't think it is worth an effort to automate which can be simply done by the UI with out of box functionality.

You would need lot of custom code to achieve this which would be running on each of the activity & entity an assigning records from one user to another user. Also, it doesn't sound practice to me as well cause if you have millions of record for multiple of entities, the performance will be poor.

So I would suggest you to either train the users to assign the record to other individual before going on leave. Or you could use concept of team i.e. instead of assigning records to the individual user, assign it to team so that if someone is on leave, other users can access the records without needing to reassign them to themselves.

Hope this helps.

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Microsoft Dynamics 365 Consultancy,

why can't the user just share the record to the other user ? According to you the user is not permanently leaving the Organization and just on a temporary leave.

I would say customizing this requirement is unnecessary complexity and over head to your CRM system. It's advisable to use as many OOB features as possible.

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