Roles within teams not always working

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Posted on by Dan_B

Morning/Afternoon Dynamics brothers and sisters,

At the end of last year we had a raft of users coming onboard within our company.

As I wanted to streamline the process, and make it easier for our service desk to manage this going forwards, I created Teams, assigned roles to the Teams, and then dropped the relevant users into each team to acquire the respective roles.

All appeared to be working fine.

Last week, one of our product owners had developed a load of custom views which he had applied to certain queues - if the user was a member of the queue then they should be able to see it.

What happened was that the only option they had was System Views, and My Views simply did not exist.

I had to add our companies 'Base Role' directly into each of the user profiles before it would show up.

The screenshot below is what they would see AFTER I applied this role directly to their user profile - otherwise they could just see System Views (In the green box)

I have seen this mentioned as an issue on various sites and pages, but this could be a bit of a showstopper for us as the whole point of switching to teams was to make it much easier for our service desk to setup users - just drop them into a team, rather than having to scroll down a big long list, and maybe make a mis-click on which roles to choose - some of our users have 8 in total.

We're going to raise it with the company we have partnered with to install and implement the system, and they are still heavily involved and provide support - but I am wondering about raising it with Microsoft as well?

As an aside, I have noticed that new users seem to automatically be given 2 roles when they are granted a licence, so as a workaround, I am wondering if there is a 'default' template or profile somewhere that gives these roles, and perhaps the Base role could be added to it, and we could then remove it from the Teams - does anyone know?

Thanks

Dan

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Dan_B 67 on at

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RE: Roles within teams not always working

Hi Leah Ju, thankyou for that detailed reply.

That makes a lot of sense now.

Currently we have one team that handles roles for 600 users, and the views have been shared individually with those users rather than the team.

As I see it the likely option would be to look to disband the 1 team with the 600+ users, and replace it with smaller teams which can then have the views shared with them.

Interesting links in your post as well, I will be researching them!

Thankyou again :-)
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Community Member Microsoft Employee on at

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RE: Roles within teams not always working

Hi Dan_B,

If a User has no Access to a particular Privilege in any of their own Roles, and they have a Team Role which grants only “User” level access to that Privilege, then this only allows the User to do that action to records which are owned by the Team.

Because the owner is not owned by the Team. And he is as a user doesn't have any access to read the record owned by other Users.

He may be able to see the view if he managed to change the view owner to his Team, not other users

See the concept here from the CRM Guru blog--"....but only if they make the Team the Owner..."

Security Roles and Teams in CRM – An Inconvenient Half-Truth | CRMguru

So you can try to assign these personal views to the team you need or share these personal views to users/team.

Dynamics 365 - Share a Personal View - The Marks Group | Small Business Consulting | CRM Consultancy

Test result:

One user-Allie Bellew who has not any security role and belongs to team1 can see personal views after assigning ans sharing views.

Regards,

Leah Ju

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