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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / How can each Team of t...
Customer experience | Sales, Customer Insights,...
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How can each Team of the same Business Unit See its own records only (not each other's)?

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Posted on by Joseph Nasr 165

Hello, 

I have 3 Business Units (B1, B2, B3). Each Business Unit has 1 or more Teams. ex: Business Unit B1 has Teams T1, T2, T3

  • My problem is that each Team's users should only see their own team's records, not the records by users in the other Teams despite that they are under the same business unit. ex: Users in T1 cannot see records entered by users in T2 and T3 (and vice versa). Also, users in each team will have 1 of 2 roles, General Manager & Business Development (both have CRUD access to their own Team's records only). 

  • Furthermore, I have some Users that have roles in more than 1 Team. X for example is a General Manager in B1's T1, and also a General Manager in B3's T2 -> so X should see the records of both T1 & T2 but not T3.

I tried creating Child Business Units instead of Teams, and it was working fine but I couldn't assign more than 1 BU to a user (which goes against the second point mentioned above).

How should I create and assign the roles and Teams to solve this since privileges are on a Business Unit level (Organization, Parent: Child Business Unit, Business Unit, User) not on Team level?

  • Joseph Nasr Profile Picture
    Joseph Nasr 165 on at
    RE: How can each Team of the same Business Unit See its own records only (not each other's)?

    But in case I assign 3 roles to a team, won't each member of that team inherit all 3 roles?

    If I have roles: General Manager, Business Development, and Secretary assigned to a team, wouldn't a user in that team inherit all 3 roles and their privileges? It wouldn't make sense for each user in the team to have the 3 roles mentioned above at the same time.

  • Suggested answer
    Leah Ju Profile Picture
    Leah Ju Microsoft Employee on at
    RE: How can each Team of the same Business Unit See its own records only (not each other's)?

    Hi Joseph,

    Perhaps you could consider assigning security roles to teams and have users inherit permissions from the team.

    You can set the Member's privilege inheritance option to Direct User (Basic) access level and Team privileges:

    https://mrtechio.com/dynamics365/team-members-privilege-inheritance/ 

    Direct User (Basic) access level and Team Privileges

    • Assigned to User: If a security role with ‘Direct User (Basic) access level and Team Privileges‘ is assigned to a user, well it makes no sense as it will behave same as ‘Default – Team Privileges Only’ inheritance.
    • Assigned to Team: If a security role with ‘Direct User (Basic) access level and Team Privileges ‘ is assigned to a team, now this is where things get interesting.
      With this new feature, team members will be able to create a record that they own and Team as Owner and access records owned by them or their teams.

    In short, the only difference this new feature provides is that:

    When a security role with ‘Direct User (Basic) access level and Team Privileges’ is assigned to a team, the team member can create records they own and can access all records they or their team owns.

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