Record ownership and security

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Hi,

My first post and hoping to find some advice here.

Our Dynamics 365 organization has the default BU with currently one child BU. In the child BU will sit all the organization's operations teams, primarily using the Service module. These teams are likely to deal with the same customers so we've decided that the Contact record will be owned by one team (e.g. Team A) in the child BU. Other teams in the child BU (e.g. Team B, Team C, etc.) will create their own records (e.g. Cases, associated records) which will be owned by the respective team but will sit under the Contact record owned by Team A.

However, when I try to save a record owned by Team B or C, I receive an error stating Team A does not have permissions to the entity record I'm saving - is missing prvRead privilege

Team A is assigned our 'Base' security which all CRM users will have as a minimum. There are no members in Team A. Teams B & C will also be assigned the Base security role plus will be given additional roles depending on the actions and entities they will be entitled to

Can anyone advise how I can best resolve the above error?

Is it better to give Team A it's own Base security role which has the amalgamation of all the other security roles, or should I put Team A in it's own BU with Teams B & C into grandchild BU's, or is there a better way to allow all teams to see the Contact record and only see the records they create whilst providing the Contact with their service. I don't want to use Sharing as I think this will become too complicated to manage in the long run.

Thanks in advance.

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Community Member on at

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Hi Aston007NP

this is related to teams for owning and sharing records

Please refer this link blogs.msdn.microsoft.com/.../using-teams-to-solve-complex-record-sharing-scenarios

Thanks

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ashlega 34,477 on at

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Hi Aston,

are there any other details in that error (in the log file, maybe)? It almost sounds as if the system was trying to assign a record to Team A when Team A did not have read permissions to that entity..

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VermaNitin 455 on at

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Hi Aston,

Can you please provide the error detail text as it contains the entitycode for the entity for which team A is missing read privileges.

It seems that the record you are trying to save has a relationship with an entity which team A does not have permissions to read.

Please let me know if it helps!

Many thanks,

Nitin Verma

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Community Member on at

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Hi Alex, many thanks for your reply. You are right, Team A does not have read privileges to the entity records created by Teams B & C. I am aware of this. What I would like to know is what is the best way to configure my organisation where one team will own the Contact record and other teams will be able to see the Contact but own the records that are created for the Contact? Put it another way, the Contact (customer) is owned by the organisation but the records (e.g. Cases) are owned by individual teams in the organisation.

I know it's possible to achieve this through Sharing but is there a simpler way so that explicit shares don't have to be given? Would it work by putting Team A in it's own BU above new child BU's for Team B & C?

Thanks,

Aston

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Community Member on at

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Hi Nitin, thanks for your reply. Please see my response to Alex Shlega.

Aston

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Community Member on at

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Hi Naveen, thanks for your reply. Please see my response to Alex Shlega. If I was to put Team A which is to own Contact's into the root parent BU, would teams B & C in child BU's be able to see the Contact record and create cases for the Contact?

Aston

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ashlega 34,477 on at

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Hi Aston,

I think I'll need to try it myself since I don't want to confuse you even more.. Right now I don't see why would this be happening since, based on what you wrote above, it does not look like Team A should be somehow involved. The contact had been created earlier, so, assuming you are creating a case and assigning it to Team B, I'm not sure why the error is referring to the Team A. Unless there are some worfklows/plugins running which are trying to assign something to Team A..

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Community Member on at

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Hi Alex,

On creation of a new Contact record, I have a Business Rule which assigns the record to Team A. The rule itself works as required but then the error relating to Read privileges occurs when trying to save the Contact record

Aston

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ashlega 34,477 on at

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Hi Aston,

maybe I misread your message above, but I thought the error occurs when you are creating a "case"(or another related entity), not the contact?

Team A has permissions for the cotnacts, right?

Does the error occur when you are updating an existing contact?

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ashlega 34,477 on at

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Anyway, I think you might want to check parental relationships (contact to case etc). If you were reassigning an existing contact to Team A, all related cases would be reassigned to Team A as well, but that would be a problem if Team A did not have required permissions.

Might be what's happening there.

To solve this, you will either need to give those permissions to Team A, or you will need to re-configure relationship behavior

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