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Restrict User(s) from the same Business Unit from viewing certain owned record

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Posted on by Chris1968

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Hi,

Is it possible using Security Roles, Teams from restricting a User to view a record that is owned different owners??

I'm using D365 for Marketing and need this to run customer journeys.

The issue I've been tasked with is to keep certain Contacts invisible to certain people.

E.g. There is Team A and Team B as owners. Potentially there could be User(S) who are also owners so I would assume these need to be included in a Team??

I want a group of users to see only Team A records and another group of users to see only Team B. Possibly a group of users to see both Team A's and B's,.Ccntacts....

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Chris1968 227 on at

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RE: Restrict User(s) from the same Business Unit from viewing certain owned record

Hi,

Happy belated New Year

I believe I have resolved the issue of a specific user in the BU Veterans Service to just see the contacts that are owned by the team name Veteran Services.

The new record I created I did manage to assign it to the Team and it displays in the Contact list

Haven't quiet sorted the owner defaulting to the team name yet when a new record is created.

Can you give me some guidance as not really used scripting before??
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Eiken on at

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RE: Restrict User(s) from the same Business Unit from viewing certain owned record

Hi,

I'm on Chinese New Year's holiday these days.

Has your problem been solved?

Yes, if you change the security role such as Basic user, it may affect the rest of the users.

By the way, did you change the owner of the record which created before?
Chris1968 227 on at

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RE: Restrict User(s) from the same Business Unit from viewing certain owned record

Hi Eiken,

Thanks for this.

To be honest I'm getting slightly confused.

Can we take it back a few steps.

When you create a Security Role is resides in the Root BU. Which filters through to all BU's created after.

So if I want to change a Security Role such as Basic User would I need to create this within the BU I've created to stop this affecting other users in another BU?

I've created a Team / BU called Veterans Services. There are already BU's for Sales & Marketing and Consultancy Services (These are the ones we use in Prod.

Each of the existing BU have Team Members and are assigned to different Teams

At the moment I'm the only User in the BU Veterans Services

Currently this is allowing ne to access the Marketing App, which is required to enable to send out the Marketing Email.

It as Basic User, Marketing Business App Access, Marketing STAH and Veterans Read / Write, Security Roles

If I change the drop down value to Read Veterans Service from Org##### I can't make changes as it's an inherited Role. So if I make changes from the Root BU, won't it affect the rest of the users access / permissions who already have this??

I only want the people in this team to see Contacts that have Owner assigned / set as Veterans Service.

I apologise if I've still not understood the Security Roles / permissions process
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Eiken on at

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RE: Restrict User(s) from the same Business Unit from viewing certain owned record

Hi, Chris

Did you assign the security role to the Team rather than individuals?

Now my test Team have some members who I don't assign any security role to them.

Then I create a security role and assign it to my Team, the security roles assigned to the Team are inherited by members in this Team.

I recommend you to check if other security role will affect the access permission.

e.g. The Basic User security role of my test Team looks like this so it will not affect the result.
Chris1968 227 on at

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RE: Restrict User(s) from the same Business Unit from viewing certain owned record

Hi Eiken,

Sorry about that the dotes all seem to blur into each other after a while.

I've amended this to User. Is there any other role that needs to be applied??

As I can still all the records

235 with owner Veterans Services and 89 with a combination of different owners (User and Team)
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Eiken on at

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RE: Restrict User(s) from the same Business Unit from viewing certain owned record

Hi, Chris

For the security role assigned to the Team, the access level "User" means every member in the same Team.

So the access level should be 'User' in your security role of the Team.
Chris1968 227 on at

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RE: Restrict User(s) from the same Business Unit from viewing certain owned record

Hi Eiken,

Thanks for this.

I was looking at this route and this is were I got confused. So if I tell, show what I have set up so far hopefully it will be juts a bit of a tweaking need

Apologises but I've been using the Advanced setting to change the users roles, teams, etc...

Security Roles

Created Veterans Read / Write in Business Unit org name

There are other BU - Veterans and Sales & Marketing. Would this matter what BU the Role is created in??

The Contact which was part of a bulk import as the owner, Veterans Service

The User (me) Teams and Roles are

Veterans Read, along with All Users - Basic Access

But I can see all the Records even those that have different owners??
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Eiken on at

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RE: Restrict User(s) from the same Business Unit from viewing certain owned record

I ran some more tests after that and security roles for Team can really solve this problem.

I missed a detail earlier: Any privilege set at "User" level in a team role means the user can do things to records owned by the team, but only if they make the Team of the Owner before they save the record.

So you can first create a new security role for the Team and add the following permission for it.

Then create a record with a user in the Team and set the Owner to this Team.

Now the other members in the same Team can see the records created by this user.
Chris1968 227 on at

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RE: Restrict User(s) from the same Business Unit from viewing certain owned record

Hi,

Thank you I'll give it a try once I set up the Teams.

I let you know how it goes
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Mohamed GRAIB 2,494 Super User 2024 Season 2 on at

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RE: Restrict User(s) from the same Business Unit from viewing certain owned record

Hi,

A security role by team not by acess team

Else, to know more about configure teams and acess teams, you can follow these links :

https://www.azamba.com/2018/02/15/how-to-enable-access-teams-in-microsoft-dynamics-365-for-sales-crm-share-records/#:~:text=Enable%20and%20Create%20an%20Access%20Team%20Template&text=To%20enable%20access%20teams%2C%20go,%3E%20Access%20Team%20Templates%20%3E%20New.

Hope that's helpful for you.