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Modernize Business Units record sharing question

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Posted on by CU-11021527-0 9
Hi everyone,
 
I'm working on enabling record ownership across business units in D365 and have a question that is specific to my scenario. Our org has different geographic territories (i.e. regions) and the data needs to be kept separate from others. However, we have a corporate staff that can be assigned to one or many of these regions and need access to that regions data. Furthermore, these different regions can collaborate with each other.  Sharing an account record (and having related child records cascade too) with a team that has a corporate staff member that is not their "main" business unit is common.

So, here's a scenario. User X is assigned to BU A but also is granted security roles for BU B. BU C shares a record with the default team of BU B. The issue now is User X cannot see the shared record because technically they aren't a member of that BU B's default team, they just have roles for that BU.
 
Am I to understand that a new team needs to be created for BU B that isn't the default team, so that when a BU wants to share a record with that team, they wouldn't share it with the default team of BU, but this extra team instead.
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Dynamics 365 general
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  • Verified answer
    Tom_Gioielli Profile Picture
    Tom_Gioielli 2,044 Super User 2025 Season 2 on at
    Modernize Business Units record sharing question
    You are correct. Sharing with a team will share the record with members of that team only. As far as I know, there is no special functionality that shares it with anyone with a security role in the business unit just because it is the default team. You can really think of sharing with a team as just a quick-and-easy way to share with all of the members by cascading the action down,
     
    If you would like to make the administration of the system easier, you can create your secondary team and use Power Automate to associate users granted a security role with the new team for that business unit.
     
    If this answer helped, please consider marking as verified.
     

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