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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / Question about Activit...
Customer experience | Sales, Customer Insights,...
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Question about Activity permission in Microsoft Dynamics CRM 365

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Posted on by KVa 293

Dear forum, I'd like to understand in a better way how the permissions of Activities work in Dynamics CRM 365. I am especially interested in e-mail activities and tracked e-mail activities. If a user tracks an e-mail he will be the owner of that e-mail in Dynamics. Thus, the security role for activities apply.

Is there any other way to control activity security - e.g. I am tracking a confidential e-mail and I set the Regarding value to some entity where only I have access to. Can I somehow hide the email from others based on the security role of the Regarding entity?

Thank you and best regards

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  • Verified answer
    David Jennaway Profile Picture
    David Jennaway 14,065 on at

    You're correct that the person who tracks an email becomes the owner of that record in Dynamics

    The permissions on an activity can only be based on the owner of the activity, and not another field on the email.

    One pattern I use to handle confidential data is to ensure all users have at most Parent-Child level permission to read the entity (in this case the activity entity), and that no users are in the root business unit. Create a team in a business unit in a separate part of the BU hierarchy. For confidential records, assign the record to be owned by this team, and shared back to the original owner (there's a system setting to control if this sharing is automatic). You may be able to create a workflow to do the assignment automatically

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