Dynamics Community Forum Thread Details

Hello Iliass,

Yes, you absolutely can configure different forms to be used within the Dynamics 365 App for Outlook based on the user's Business Unit. This involves leveraging the concept of Form Order and potentially creating Security Role-Based Forms. Here's a breakdown of how you can achieve this:

Understanding Form Order and Security Role-Based Forms

Form Order: For each entity (in your case, the Case entity), you can define an order in which forms are displayed to users. The system will typically show the topmost active form in the list that the user has access to.

Security Role-Based Forms: This powerful feature allows you to associate specific forms with particular security roles. When a user with a certain security role accesses a record or tries to create a new one, they will be presented with the form(s) specifically assigned to their role, taking precedence over the general form order.

Steps to Configure Different Forms for Different Business Units in the Dynamics 365 App for Outlook:

Identify or Create Specific Security Roles for Each Business Unit:
- If you don't already have them, create distinct security roles for Business Unit A and Business Unit B. These roles should accurately reflect the permissions and access levels required by users in each BU.

Identify or Create Specific Quick Create Forms for Each Business Unit:
- Business Unit A: You mentioned they are already using a specific quick create form. Identify this form within the Case entity customizations.
- Business Unit B: Create a new Quick Create form for the Case entity that is tailored to their needs and does not include the sensitive data that Business Unit A's form contains.

Associate Quick Create Forms with Security Roles:
- Navigate to Settings > Customization > Customize the System.
- Expand Entities and select the Case entity.
- Click on Forms.
- Select the Quick Create form that Business Unit A currently uses.
- Click on Enable Security Roles in the command bar.
- Choose to Display only to these selected security roles.
- Select the security role(s) that are assigned to users in Business Unit A.
- Click OK.
- Repeat this process for the new Quick Create form you created for Business Unit B. Enable security roles for this form and select the security role(s) assigned to users in Business Unit B.

Manage Form Order (Optional but Recommended):
- While security role-based forms take precedence, it's good practice to also manage the general Form Order.
- In the Forms list for the Case entity, click on Form Order in the command bar and select Quick Create Form Set.
- Ensure that the specific Quick Create form for each Business Unit is higher in the order than any generic Quick Create forms (if you have any). This acts as a fallback if a user somehow has access to multiple relevant security roles.

Publish Your Customizations:
- After configuring the security role-based forms and the form order, make sure to Save and then Publish All Customizations.

How This Works with the Dynamics 365 App for Outlook:

When a user uses the Dynamics 365 App for Outlook to create a new Case:

The app will identify the user's security roles within Dynamics 365.

It will then check for any Quick Create forms that are specifically associated with those security roles.

If the user belongs to the security role(s) you assigned to Business Unit A's Quick Create form, they will see that form in the app.

If the user belongs to the security role(s) you assigned to Business Unit B's Quick Create form, they will see their specific form in the app.

If a user happens to have security roles from both BUs (which you should ideally avoid for data segregation), the form order would then determine which form is displayed (the one higher in the Quick Create Form Set list that their roles have access to).

Important Considerations and Best Practices:

User Security Role Assignment: Ensure that your users are correctly assigned to the appropriate security roles based on their Business Unit. This is the foundation for this solution to work.

Testing: Thoroughly test this configuration with users from both Business Unit A and Business Unit B within the Dynamics 365 App for Outlook to confirm that they are seeing the correct Quick Create forms.

Form Design: Carefully design the Quick Create form for Business Unit B to ensure it meets their requirements without exposing the sensitive data intended for Business Unit A.

Maintenance: If you add new users or modify security roles in the future, remember to review and adjust the security role assignments for these Quick Create forms as needed.

Impact on Other Interfaces: Be aware that these security role-based form configurations will also apply to the web interface and the Unified Interface of Dynamics 365, ensuring consistent form presentation across all access points.

By implementing security role-based forms for your Quick Create forms, you can effectively ensure that users in Business Unit A and Business Unit B see and use different forms when creating Cases through the Dynamics 365 App for Outlook, addressing your customer's requirement for data segregation.

If my answer was helpful, please click Like, and if it solved your problem, please mark it as verified to help other community members find more. If you have further questions, please feel free to contact me.

My response was crafted with AI assistance and tailored to provide detailed and actionable guidance for your Microsoft Dynamics 365 query.

Regards,

Daivat Vartak

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