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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Records Being Automati...
Microsoft Dynamics CRM (Archived)

Records Being Automatically Unshared

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Posted on by Community Member Microsoft Employee

Hello,

So, I have been having a very strange issue with sharing records.

I have a record that I want to share with a team.  The sharing process goes perfectly fine, but when I go back to check the record, it is as though I never shared it with the team in the first place.  I have kept track of this over time, and it seems to un-share approximately one hour after the record has been shared.

I have absolutely no idea why our system would be doing this, and I was wondering if anyone else has encountered this and/or if anyone knows why this is happening?

Thanks!

*This post is locked for comments

  • Suggested answer
    Arun Vinoth Profile Picture
    Arun Vinoth 11,613 on at
    RE: Records Being Automatically Unshared

    You can use POA checker in xrmtoolbox to see the shared/unshared entries with masks.

    Verify if you have any console app/job/plugin/workflow to RevokeAccess on certain business scenarios/requirements.

    Without a reason this won’t happen. Dig some audit entries, bulk assign the records to users in different BU, change of ownership, anything could trigger this.

    Try to find a pattern with Unshared records. Will go from there.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Records Being Automatically Unshared

    My apologies. Yes, I meant BU team.

    So, the process I am doing is a follows:
    1. Click "Share" while on the record page, and the "Share Account" window pops up.
    2. Click "Add User/Team", and the "Look Up Records" window pops up.
    3. Change the "Look for" dropdown from "User" to "Team".
    4. Find and selected the desired record and click "Select".
    5. Click the "Add" button, and the "Look Up Records" window closes.
    6. Back in the "Share Account" window, select the desired permissions for the team, and the click "Share"

    This is the process I go through every time I try to share the record. Once the "Share Account" pop up closes, I refresh the page and check to see if the team still appears in the share menu, and it always does. However, every time I share the record, it is inevitably undone. Sometimes it will take less than 30 minutes to unshare; sometimes it might not happen for a couple of hours or days.

    I would provide screenshots, but I am not comfortable potentially compromising my companies information.

  • Arun Vinoth Profile Picture
    Arun Vinoth 11,613 on at
    RE: Records Being Automatically Unshared

    What do you mean by sharing with BU - you cannot do that, you mean BU team?

    Add screenshots & explain it.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Records Being Automatically Unshared

    I read the the blog post (which was very informative), but it did not seem to apply to my situation.  

    In my situation, I am sharing an account with a Business Unit, but after I do so, the record is randomly unshared with the Business Unit.  I am not doing any unsharing, and the record in question does not have a parent record.

    I am unsure what could be causing this.  

  • Suggested answer
    Arun Vinoth Profile Picture
    Arun Vinoth 11,613 on at
    RE: Records Being Automatically Unshared

    Read this: blogs.msdn.microsoft.com/.../what-does-mean-the-cascade-option-on-relationships-in-microsoft-crm-3-0

    When you unshare the parent record - this will unshare the child records as well due to relationship behavior.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Records Being Automatically Unshared

    So, I am still very unfamiliar with the cascading relationship behavior.  I have checked the settings 1:N cascading relationships, but they are all set to "Cascade All".  I am unsure if this is what is causing my situation.

    Does anyone know which cascading behavior might cause my situation?

  • Suggested answer
    Mahadeo Matre Profile Picture
    Mahadeo Matre 17,021 on at
    RE: Records Being Automatically Unshared

    Hi Philip,

    You can check cascading relationship behavior from entity customization.

    Settings --> Customization -->Entity --> Then check entity relationships 1:N, N1: , N:N, open entity relationship record and  you will find relationship behavior section at the bottom.

    You need to follow this for each custom / customization entity relationships.

    Hope this will help..

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Records Being Automatically Unshared

    Is there any way I can view all entities related to the entity in order to check the cascading relationship behavior?

  • Suggested answer
    Arun Vinoth Profile Picture
    Arun Vinoth 11,613 on at
    RE: Records Being Automatically Unshared

    Verify the other entities relationship with this entity for any cascading relationship behavior. There may be cascade all for sharing as well. This will unshare if anything happened for other entity record. Check the audit for any clue in all related entities.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Records Being Automatically Unshared

    There is custom code in the system, but I did not write it, and it does not involve the record or team in question.  As far as I know, it only occurs with this particular record and team.

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