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Dynamics 365 Community / Forums / Service | Customer Service, Contact Center, Fie... / Restricting Users from...
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Restricting Users from Posting Entries They Created

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Posted on by DMW02h

Good afternoon, 

I'm trying to figure out if there is a way to restrict the same user from creating and approving/posting an entry.

I know there are work flows and user groups but they aren't solving the problem. We have several employees that need to create entries but management does not want whichever user created the entry to be able to approve and post. They want to be able to run the audit report each month and see that two different users were involved in the process and the honor system isn't cutting it. 

The user groups are only creating chaos because now User A has to create all of User B's entries as well as their own in some entities (then user b approves/posts) and then the roles are reversed in other entities. 

I feel like it should be a standard option to restrict a person from both creating and posting but we have yet to find it. 

Thank you in advance.

  • Oren Shir Profile Picture
    Oren Shir on at
    RE: Restricting Users from Posting Entries They Created

    There is no simple toggle button out of the box to do this, but you can customize the app and build your own solution on top. What you choose to build depends on how secure and locked down you want the solution to be. Hiding buttons and other client side solutions could be easy to create but users can hack them and still execute the operation you want to block (using browser developer tools they can make a hidden element visible, or they could use the API directly). This might not be an issue if you want to avoid mistakes rather than prevent malicious in house attacks. The other option is to use plugins or business rules that get executed by Dataverse. Users will not be able to work around them, so they server as a security/permission control and not convenience/usability way to control the experience. 

    Create a business rule in Microsoft Dataverse - Power Apps | Microsoft Docs

    Write a plug-in (Microsoft Dataverse) - Power Apps | Microsoft Docs

    Depending on the experience you are aiming for, there might be more ways.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Restricting Users from Posting Entries They Created

    Hi DMW02h,

    You can try to hide approve button through ribbon workbench when current user is creator of the time entry.

    get current user id:

    https://docs.microsoft.com/en-us/powerapps/developer/model-driven-apps/clientapi/reference/xrm-utility/getglobalcontext/usersettings#userid 

    Hide button:

    Enable/Disable a ribbon button dynamically based on field value | Microsoft Dynamics CRM / 365 (wordpress.com)

    This is the download page for Ribbon Workbench: http://www.develop1.net/public/rwb/ribbonworkbench.aspx

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