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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / Sharing and editing co...
Customer experience | Sales, Customer Insights,...
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Sharing and editing contact records with external sales persons in Dynamics 365

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Posted on by viet561995 132
I need help with sharing and editing contact records in Dynamics 365.

I have a contacts entity where each contact has one owner from my company who can see and edit it. Some contacts have no owner and are hidden in a waiting list.

I want to share some contacts with sales persons from other companies and let them see and edit them as well, but not all contacts. I also want to show who they are on the contact page, like a connection or owner or something.
 
How can I do this without using team ownership, since the sales persons change often and I don’t want to create many teams?. Can I do things like connection or set owner as multiple select lookup field. Thank you.
 
  • viet561995 Profile Picture
    viet561995 132 on at
    Sharing and editing contact records with external sales persons in Dynamics 365
    Thank you for your reply, my solution is using connection entity and power automate flow for this sharing list.
     
    P/s: I can't find the PrincipalObjectAccess table. I guess it's not in the Entity list but have to use other way to see it.
  • Verified answer
    Leah Ju Profile Picture
    Leah Ju Microsoft Employee on at
    Sharing and editing contact records with external sales persons in Dynamics 365
    Hi Partner，
    1.We can't show shows the shared users on the shared records.
    when you share a record with another user a record is created in the table called PrincipalObjectAccess (POA) this represents the record, the user whom the record is shared with and the access right mask which is basically the main privileges we are familiar with in CRM (read, edit, and so on) represented in one field altogether.
    2.You can select multiple records to share them:
    Or you can use flow to share records automatically:
  • viet561995 Profile Picture
    viet561995 132 on at
    Sharing and editing contact records with external sales persons in Dynamics 365
    Thank you for your reply and I'm more into sharing contact because other team member has account to Dynamics 365 sales.
    However, I have some concerns about your suggestion. It seems that the manager will not be able to see who else has access to the contact form. This is important for my scenario because I need to ensure that:

    1. There is a field or a feature that shows the shared users on the records, such as a connection or something similar.
    2. There is a way to allow and un allow multiple records to multiple contacts at once, such as using import or another method, because this list changes frequently.

    Can this solution achieve these 02 requirements

    Appreciate your reply.
  • Suggested answer
    Leah Ju Profile Picture
    Leah Ju Microsoft Employee on at
    Sharing and editing contact records with external sales persons in Dynamics 365
    Hi partner,
    1.If these sales persons are users in the same Dynamics, you can share records with them:
    2.If they are not users in the dynamics 365, you can try to use power pages.
    --Microsoft Power Pages is a secure, enterprise-grade, low-code software as a service (SaaS) platform for creating, hosting, and administering modern external-facing business websites. 
    --Create, update, and read Dataverse information on pages:
    I hope you can verify my answer if it helps you! If you have any questions, please feel free to contact me.
    Regards,
    Leah

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