Can Owner Teams be in Access Team?

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Posted on by KG_CRM

This should be a simple question to answer. Can Owner Teams be a member of an Access Team? I tried searching first but unfortunately I just get a multitude of articles explaining the differences between them.

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Karth on at

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The fundamental difference between owner teams and access teams is that Owner Teams can 'own' records in CRM, where as Access teams cannot. You will have to 'share' records with Access teams. Also, if there is ever a scenario wherein you need to 'share' records with Owner teams, this operation results in creation of a record on the POA table. Where as when you share records with Access teams, it does not create a record within the POA table. So, if your implementation uses high volume of sharing, you are better of using Access teams.

Also, note that only the users can be added to a team ( owner and access). There's no restriction on adding users to teams. You cannot add a team to another team.

Hope this helps.

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Aileen Gusni 44,524 on at

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Hi KG-CRM,

They are different, yes , it is.

As I know, Team cannot be member of another Team

But you can convert Owner Team to Access Team

www.powerobjects.com/.../converting-owner-teams-access-teams-dynamics-crm-2013

Thanks.

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KG_CRM on at

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Maybe I should give a scenario to clear up some confusion. (It's likely I don't fully understand how Access teams work.) I have fixed group of people that I want to grant special access to multiple records, but I don't want this team to actually own the records. The team itself won't change much, but the records they can access will constantly be changing/added to. My small understanding is that Access teams are on a per-record basis, meaning each case record has it's own 'access team' with the team members shown in a sub-grid. Rather than add each member of this team one-by-one to the access team of every record I want them to see, I thought I would add them all to an Owner Team first and then I could just add the one owner team to the Access Team every time. This is purely just for organization and to keep things system simple.

If this can be done, it would also be easier when I need to add a user to this special team. By adding them to the Owner team they would then get access to all of the case records the rest of the team can instead of me having to go into every case the team has access to to add this one user.

Is there a better way to do what I'm thinking? Perhaps Access Teams are not tied to records and I can create one and use that to assign the same team access to multiple records?

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mscrmba on at

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Why don't you want the 'Team' to 'Own' the record?

I would consider having the Team 'Own' the record (maybe behind the scenes and having an additional Owner field (User lookup) to actually show who is responsible for the record. Then you're leveraging OOTB Business Unit security all the way (nice and efficient).

Have a read of this blog - does that fit your situation at all?

blogs.msdn.com/.../using-teams-to-solve-complex-record-sharing-scenarios.aspx

If you are to use Access Teams:

As far as I can tell Access Teams can only have Users as members. I've been having a bit of a play and can't find a way. The lookup to add a member only allows you to select Users (rather than Users or Teams). (I've tried through the grid, the associated entity and the new form.)

Note: Assigning a record (with an access team) to a team may default all the members of that team ( but I'd need to check that)? Otherwise you could maybe add some code to make that happen.

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KG_CRM on at

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I'm only granting this team read-only access to records. Editing the records should only be capable by the case owner.

I think I've got some insights into what to do now. I was planning on doing some programming to accomplish what I need anyway. I read in https://msdn.microsoft.com/en-us/library/dn481569.aspx that if I manually create an Access team that I can then grant the entire team access to a record using GrantAccessRequest. This is basically what I wanted to do. This then led me to some of the articles below which I need to take some time to read. I'm also hopeful that these functions are the same as the ones I see in XrmServiceToolkit which would make my life a little easier.

https://msdn.microsoft.com/en-us/library/hh547423.aspx

http://mscrmtechie.blogspot.in/2015/03/remove-user-from-access-team-in-crm.html

http://mscrmtechie.blogspot.com/2015/03/add-user-from-access-team-crm-2013-and.html

http://inogic.com/blog/2013/10/access-teams-in-crm-2013/

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mscrmba on at

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Hi KG,

That first requirement could still be achieved with Business Unit security (create and update own records [1/4 Harvey ball permission], read BU [1/2 Harvey ball permission]).

Really think hard about whether that level of access team security is desirable before you go there (sounds as if you're reading widely which is a good start).

Best of luck. Don't hesitate to ask any more questions as you progress.

Security is one thing you really want to get right.

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