Microsoft Dynamics CRM (Archived)

Hide notes created by other users

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Posted on by Filip Vanchevski

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Hi guys,

Ok so i'm trying to hide notes on one of my forms created by users with higher security roles.

I know how to hide the notes i just simply can't get it to hide the notes that are created by other users.

Any help is appreciated.

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Suggested answer

Aric Levin - MVP 30,190 Moderator on at

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The approach should be changing the security role access for the Notes entity to Read User Owned, however I have seen in some previous posts that people had this configured, and were still seeing notes by other people.

Try that out first and check if it works.

//

If it doesn't work, you can write a plugin on the RetrieveMultiple of the Annotation Entity and filter the results that are being returned to the user.

Hope this helps.

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Filip Vanchevski 215 on at

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Update i found a really easy solution to implement

Go to Settings > Security > Security Roles > (Select the entity/user you want to update)

This will open a new tab in the menu go to Core Records and from here you can control the specifics of what that user can read/write etc.

It even allows you to edit the user to just see his notes which is exactly what i needed

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Adrian Suteu on at

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You can get an even deeper control by combining the Security Roles features with the Hierarchical Security model. Basically this model allows users to see their own and their subordinate's records based on the established hierarchy (Manager based or position based).

If for example user "X" is the manager of user "y" and "z" and user "A" is the manager of users "b" and "c" and you configure Hierarchy Security you will get this:

- user "X" can add, view, edit, notes for user "X" (himself), user "y" and user "z".

- user "A" can add, view , edit, notes for user "A" (himself), user "b" and user "c".

- users "y","z","b","c" can only add, view or edit their own notes.

Advantages:

- you get a deeper control - two different managers can see different subordinates records (each of them just for his/her subordinates);

- the model is dynamic - when new employees join your company you will not have to worry about what they will be able to read/edit or not. As soon as they will be place on the right position/under the right manager this will work like it was set;

Disadvantage:

- if you need managers to be able to edit or add records for subordinates this will be available just for the next layer below them. If for example you have 5 layers, the manager from layer 5 will have Read, Write, Update, Append, AppendTo access to layer 4 employees' entities, and read-only access to the employees from layers 3,2 and 1.

They are 2 options to choose from: Position Hierarchy and Manager Hierarchy that rely on different "relationships" between employees in the system.

It's important to keep in mind this difference:

- In the Manager Hierarchy the manager must belong to the same business unit as the subordinate or to a parent business unit of the subordinate's business unit

- In the Position Hierarchy the business unit can be different between a higher position and the positions that come below it.

You can find information about these security options here:

technet.microsoft.com/.../dn832142.aspx

Hope this helps and will help you take the system one step further.

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Filip Vanchevski 215 on at

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Thanks for the in-depth answer on this one, i really appreciate it, as i'm kinda new to CRM development.

I will do more research if this can be implemented for the company i'm developing the CRM form.

Cheers!

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Jeevarajan Kumar 781 Most Valuable Professional on at

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Hi Filip,

Yes, this can be achieved by setting the right priviledges to the user's secuirty roles to which you want to achieve this. Aric has also mentioned the same, as said by Adrian, you can also use 'Hierarchial Security Model' to achieve this level of security at when there is an organizational structure followed in you business. 'Hierarchial Security Model' avoids the repetition of configuring the same settings.

Hope it helps.

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Filip Vanchevski 215 on at

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Marked your answer as helpful, at first i didn't understand it much, but later figured the same thing on my own, anyway your advice put me in the right direction, cheers Aric.

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