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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Only owner of a contac...
Microsoft Dynamics CRM (Archived)

Only owner of a contact to view specific fields and no one else

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Posted on by Praveen Kumar Ellappa 160

Hi,

We are using Dynamics CRM 365 online V8.2 and having a requirement where, access to few fields (e.g. Email, Phone number) in contact form needs to be restricted, so that only owner of that contact can view and no else, unless that contact record was shared by the owner.

We considered,

1. Field level security doesn't work here, as the restriction is required at owner level

2. Child entity to hold those fields, but it will affect when we have the market automation in place as Email ID is a key field

Is there a better way to implement this business case?

Thanks,

Regards,

Praveen.

*This post is locked for comments

  • Ben Thompson Profile Picture
    Ben Thompson 6,350 on at
    RE: Only owner of a contact to view specific fields and no one else

    Possibly, it would depend on the market automation tool and how Dynamics 365 interacts with it.

  • Praveen Kumar Ellappa Profile Picture
    Praveen Kumar Ellappa 160 on at
    RE: Only owner of a contact to view specific fields and no one else

    Hi Ben,

    Thanks for the reply. The restricted fields I was referring to includes Email also. Will it have any negative impact once the marketing automation tool is in place? Cos, the automation tool will refer to the contact details from contact form, crt?

    Regards,

    Praveen.

  • Suggested answer
    Ben Thompson Profile Picture
    Ben Thompson 6,350 on at
    RE: Only owner of a contact to view specific fields and no one else

    The only way to achieve the requirement (I've seen the same one before) is to create a separate entity for the restricted fields and only provide read access at the owner level.

  • Praveen Kumar Ellappa Profile Picture
    Praveen Kumar Ellappa 160 on at
    RE: Only owner of a contact to view specific fields and no one else

    Hi Drew,

    Thanks for your reply. Let me go through this requirement and see how if this can help.

    Regards,

    Praveen.

  • Praveen Kumar Ellappa Profile Picture
    Praveen Kumar Ellappa 160 on at
    RE: Only owner of a contact to view specific fields and no one else

    Hi Adrian,

    I need to admit that, this business case is bit complex, where Field level security doesn't serve the purpose for us. Cos, the access restriction is based on record ownership and not generic to set of users of that entity.

    Regards,

    Praveen.

  • Verified answer
    Drew Poggemann Profile Picture
    Drew Poggemann 9,079 on at
    RE: Only owner of a contact to view specific fields and no one else

    Hi Praveen,

    One more option, which may not meet your needs specifically, would be to utilize Access Teams.  community.dynamics.com/.../access-teams

    You could assign the security of the records to only be available for view at the specific user level on the contacts and then if you want to share access to these with other team members you can add them to an access team on the record.  This is not perfect in any way because it limits the access to the contact record to the owner and then the access team members but just another thought.

    Hope this helps.

  • Suggested answer
    Mahendar Pal Profile Picture
    Mahendar Pal 45,095 on at
    RE: Only owner of a contact to view specific fields and no one else

    Agree, you need to handle this using field level security.

  • Suggested answer
    Adrian Begovich Profile Picture
    Adrian Begovich 21,009 Super User 2024 Season 2 on at
    RE: Only owner of a contact to view specific fields and no one else

    Hi Praveen Kumar Ellappa,

    Field Security Profiles are your only option if you need to restrict the access of fields on record forms, data access requests within the client application, web service calls using the SDK, and data display on report. However, Field Security Profiles can only be assigned manually to Users and Teams, so you will need to assign and unassign Field Security Profile members whenever the record owner changes.

  • Praveen Kumar Ellappa Profile Picture
    Praveen Kumar Ellappa 160 on at
    RE: Only owner of a contact to view specific fields and no one else

    Hi All,

    Thanks for your response. May be I didn’t mention the requirement clearly. Its not necessary to hide the field, even if we are able to hide/encrypt those fied’s value will also do. And also, It’s not just in the form, even in views and reports those field values should be viewed only the record owner.

    Is this a possibility?

    Thanks,

    Praveen.

  • Verified answer
    Mahendar Pal Profile Picture
    Mahendar Pal 45,095 on at
    RE: Only owner of a contact to view specific fields and no one else

    If possible you can keep all these type of field under on tab and hide and show that tab based on the user, you can check something like below

    If(Xrm.Page.context.getUserId()==Xrm.Page.getAttribute("ownerid").getValue()[0].id)

    {

    //hide tab

    Xrm.Page.ui.tabs.get("tabname").setVisible(true);

    }

    else

    {

    Xrm.Page.ui.tabs.get("tabname").setVisible(false);

    }

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