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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / contact sharing betwee...
Customer experience | Sales, Customer Insights,...
Answered

contact sharing between Business Units

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Posted on by _Alessandro_ 615

Hello to everyone.


i develop on crm since a lot now, but this is my first time on an Online version and i have never used Business units before

i need to design and build a solution that uses business units

there is one root BU an many child units

each unit has his contacts, not visible by the other BU

but if i am adding a contact in BU2 and i detect that this contact exists in BU1, i am not allowed to create a duplicate,

but both BU should be able to read write this contact

is this possible?



p.s. i am adding the contact through a microservice in c# do you have any link example on how i can achieve this goal?

thank you in advance! 

I have the same question (0)
  • Verified answer
    Thijs van der Klei Profile Picture
    Thijs van der Klei 780 on at
    RE: contact sharing between Business Units

    Hi Alessandro,

    A record of an entity can be made only visible to users of the business unit of the owner of the record. There can only be one owner of a record. Therefore a record can belong only to one business unit. This is managed by access levels in the security role.

    Now you have records which should be visible to users of more than one business unit, right?

    • This can be done by sharing the record. From an administrative perspective this is not ideal. This also creates security risks. 
    • You could also create a Dynamics 365 team, make this team the owner of the record. Add  specific users of the other business unit to the team.
    • Other possibilities are access teams and hierarchical security. If the user who should have access to a record in another business unit, is a manager, then hierarchical security could be the solution.

    Further reading:

    Record sharing

    Access teams and owner teams

    Hierarchical security

    Kind regards, 

    Thijs van der Klei

  • Feridun Kadir Profile Picture
    Feridun Kadir 1,705 Most Valuable Professional on at
    RE: contact sharing between Business Units

    Records are owned by users or teams and the user or team belongs to a business unit.

    However, that does not mean that a record can only be seen by users in the same business unit.

    Whether a record can be seen by users in other business units depends entirely on how security roles have been configured.

    As it happens I'm giving a presentation on security as part of the CRMUG United Kingdom online meeting on Monday April 27th at 2.30pm UK time.  The session is free to attend and details are at www.d365ug.com/.../event-description

  • _Alessandro_ Profile Picture
    _Alessandro_ 615 on at
    RE: contact sharing between Business Units
    [quote user="Feridun Kadir"]

    Records are owned by users or teams and the user or team belongs to a business unit.

    However, that does not mean that a record can only be seen by users in the same business unit.

    Whether a record can be seen by users in other business units depends entirely on how security roles have been configured.

    As it happens I'm giving a presentation on security as part of the CRMUG United Kingdom online meeting on Monday April 27th at 2.30pm UK time.  The session is free to attend and details are at www.d365ug.com/.../event-description

    [/quote]

    thank you Feridun but security roles are not the solution, because that would apply to all contacts.

    i would like to have 5 BU and the contacts must be visible only inside a BU

    only some contacts needs to be used by 2 or more BU

  • _Alessandro_ Profile Picture
    _Alessandro_ 615 on at
    RE: contact sharing between Business Units
    [quote user="Thijs van der Klei"]

    Hi Alessandro,

    A record of an entity can be made only visible to users of the business unit of the owner of the record. There can only be one owner of a record. Therefore a record can belong only to one business unit. This is managed by access levels in the security role.

    Now you have records which should be visible to users of more than one business unit, right?

    • This can be done by sharing the record. From an administrative perspective this is not ideal. This also creates security risks. 
    • You could also create a Dynamics 365 team, make this team the owner of the record. Add  specific users of the other business unit to the team.
    • Other possibilities are access teams and hierarchical security. If the user who should have access to a record in another business unit, is a manager, then hierarchical security could be the solution.

    Further reading:

    Record sharing

    Access teams and owner teams

    Hierarchical security

    Kind regards, 

    Thijs van der Klei

    [/quote]

    thank you for your answer. for sure i will check the link about the record sharing you posted.

    i guess the teams is not a solution for me because i have 5 BU and a user should be seen by one or more BU following some rule, and it is quite dynamic ho some users are selected to be shared between the BU.

  • Verified answer
    Thijs van der Klei Profile Picture
    Thijs van der Klei 780 on at
    RE: contact sharing between Business Units

    Hi Alessandro,

    In that case you should use access teams. "A unique set of users requires access to a single record without having an ownership of the record."

    Kind regards,

    Thijs van der Klei.

  • CgRuMy Profile Picture
    CgRuMy 397 on at
    RE: contact sharing between Business Units

    Hi Alessandro,

    Have you managed to find the best solution for this as i'm facing the exact same issue.

    I only have 2 BU unlike your 5 children.

    I am so close but not working 100% yet...

    I am using 3 teams, Each of the 2 BU's ave it own team and i have an extra joint team.

    The joint team is added to one of the child BU's - and the users of the other BU is added to the Joint BU Team.

    So, if I add a test user to BU1 they only see their team owned contacts + the joint owner contacts - which is perfect...

    however if the switch the BU of the test account ot the other BU - they only see the contacts for that Team owned record (NOT the joint owner records as well).

    I feel that if only i can add both BU's to the joint Team it will solve my problem - but is not possible (i think).

    thanks

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