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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Advice on permission t...
Microsoft Dynamics CRM (Archived)

Advice on permission to (Contact) records

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Posted on by stuart 2,080

Hi

We have three teams: A, B, C.

The majority of the Contact records are owned by people in A. Everyone in Team A can see each others.

Teams B and C will also have their own Contact records.

Teams B and C should be able to see their records plus any owned by people in A.

Team A should not see records belonging to B or C.

Team B and C should not see each others records.

What's the best way of setting this up? I've looked in to Owner and Access teams but unless I'm missing the point both mechanisms seem to require either reassigning ownership of records or explicitly sharing them. I have also considered using business units but users can only belong to one? Do I have to consider making Team A a BU subordinate to Teams B and C?

Thanks

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  • Royal King Profile Picture
    Royal King 27,686 on at

    Business unit will solve your problem. Say if you have three different Business units  A,B and  C and each business unit has Team Called "Team A" , "Team B" and "Team C" . Assign  security role to the "Team C" where it has permission to contact entity at business unit level.  Then add users to "Team C" who needs access to all the contact that exists  within the Business unit C in your case all people who are part of   Business unit "A" and "B".

  • stuart Profile Picture
    stuart 2,080 on at

    Thanks - not sure I follow - does this not give people in A and B rights to view the records owned by people in Team C. Not something that I'm looking for. Is this just a question of getting the letters mixed up or am I misinterpreting? Can you give a concrete example with eg User A, User B, User C?

    User C should see records he owns plus any owned by User A.

    User C should not see records owned by User B.

    User A should not see records owned by C or B.

    User B should see records he owns plus any owned by User A.

    User B should not see records owned by User C.

    Thanks again

  • Verified answer
    Royal King Profile Picture
    Royal King 27,686 on at

    Whatever statement i mentioned in my previous reply will work for your scenario.

    Say you have 3 business unit called A, B and C . Three users "User A"  belongs to "business unit A" ,"User B"  belongs to "business unit B" and  "User C"  belongs to "business unit C" . Create a  called "Team A" in "Business unit A" and assign security role to this team where role has business unit level permission to contacts. After this add "User B" and "User C" to "Team A" so that "User B" and User C" will have access to all the contacts owned by "User A" plus their own.

    Above implementation will have following

    1. "User B" can't see any contacts that are belongs to "User C" but have access to contacts owned by "User B" and User A"

    2."User C" can't see any contacts owned by "User B"  but have access to contacts owned by "User C" and User A"

    3."User A" can't see any contacts owned by "User B" or "User C" but have access to contacts owned by "User A"

  • stuart Profile Picture
    stuart 2,080 on at

    Hi Chitra

    I think you're spot on - initial tests seem to show that it's doing just what I need. That's great - thanks. A problem I have is that a lot of the records have 'system generated' activities associated with them and so if I restrict the read/append permissions etc on the security roles then functions like merging no longer seem to work. I guess I will have to reassign all the historical system generated activities or something...

    Thanks again

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