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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Data Protection and Ad...
Microsoft Dynamics CRM (Archived)

Data Protection and Advanced Find

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Posted on by Julian Richardson

How can Microsoft Dynamics 365 CRM be made GDPR compliant if any user can use the Advanced find feature and by selecting fields from the tables, view specific data?

We have two business units.

We have some users who need to see both sets of data and others only need to see data from their own business unit. 

Will creating Team Members allow those people who need to set data from both business users to do so?

Both units have their own security profiles and have sperate forms but some account data and contact data is common to both units.

My concern is mainly with about the Advanced Find View not exporting data to Excel. 

Any help greatly appreciated.

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  • Verified answer
    Rawish Kumar Profile Picture
    Rawish Kumar 13,758 on at

    Hi Julian,

    Its not an issue - i have worked on a project where there were two set of users & altogether different functionality was used. And as you have mentioned two roles , forms etc were there too.

    You have to plan the security in such a way that user should not see the data they are not supposed to see. You have to adjust this with either "Parent -Child Business unit" access or "Business unit" only access on security roles for the entity.

    by doing this if you have two BU   "A" & "B" - they will see their own data if access is set to business unit level otherwise if you set it to parent-child access they will see thier data as well as the business unit below them for e.g. C under  A & D under B. there will never be a crossing of records here.

    if you have your security model stronger - they will not see data in advanced find.

    I hope this makes sense.

  • Suggested answer
    ashlega Profile Picture
    ashlega 34,477 on at

    Hi,

     your users will have access to the records based on their security roles, and they will have access to the fields in those records based on the field security profiles. So you just need to set those up the way you need them (for those who need access to everything, give them a security role with organization-wide permissions, for example. For the other ones, use business-level permissions. Then, if you need to limit access to some fields specifically, use field security profiles. Although, this won't be per record field access - it'll be per-entity)

     It does not matter how they will be looking at those records - using forms, using advanced find, using the reports, or using export to excel.

  • Julian Richardson Profile Picture
    Julian Richardson on at

    My thanks to Alex and Rawish.

    I think the mistake I made was only creating two security profiles 

    Business Unit 1

    Business Unit 2

    and then allocating both security profiles to those users that need to see both sets of data.

    Whereas it sounds like I need three security profiles.

    Business Unit 1 to see BU1 data

    Business Unit 2 to see Bu2 data

    Organization 1 (set to organisation) to see all data.

    thank you both for your insight.

    Regards

    Julian  

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