Default form for a security role

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Hello all,

I seem to of hit a bit of a stumbling block, I am using CRM 2015 online, I have two forms on the accounts entity, I would like the two forms to be set up as follows:

Users with a particular security role for example 'Sales Manager' should be able to see form 1 as their default form every time they log onto the system, these users should also be able to toggle between forms so they should be able to select and view form 2 as well (but form 1 should be their default form)

All other users who are not assigned to the 'Sales Manager' security role should have form 2 as their default form, however again should have the ability to toggle between forms so they should be able to select and view form 1 as well but form 2 should be their default.

I'm not sure if what I am suggesting is possible, I have not been able to find anything specific in relation to what I require, any help will be appreciated.

Thank you

Jaz

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Community Member on at

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When you toggle the form, the selected form becomes the default form for that user. Lets say you have selected form 2, now next time when you open the form, the default form would be form 2 and not form 1.

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Jharana Baliyar Singh 2,667 on at

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Hi,

Yes It's possible.Just select the form & enable security role then there you can give access to security role for a particular user who could able to see that form as default .

Follow this link : technet.microsoft.com/.../dn531143.aspx

Thanks

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Thank you for responding I'm aware that if you select a form it becomes the default the next time you log on but I wanted a way from the system to enforce the default for a certain security role, also I have tried giving access to a particular security role but this does not work either because I want all users irrespective of security role to be able to toggle back between forms, however I want to enforce the default form for a particular security role?

Thank you

Jaz

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Short answer: not easily, but possible with a bit of lateral thinking and a workaround.

As you have figured out, to use both forms the forms both have to be enabled for both security roles that your two groups of users have. But then they will both be shown the same form first.

Also, just to be clear, if a user switches forms, they will always see this same form for this entity for the rest of this session. When they sign out and come back tomorrow, they start again at the first form in the list to which they have access. (Same for changing views etc, CRM remembers what you last used while you remain logged in). There is no way for a user to permanently change their default form.

So, a workaround:

Have forms A, B, and C, where C=copy of A (using "Save As"), and forms are displayed in form order A, B, C.

Group 1 has access to forms A and B. Group 2 have access to B and C. Tada!

If you make small changes to form A, make the same changes to C. If you make really big changes, then deactivate C and make a new copy D, and reconfigure security roles for form D (copies get the same roles).

If you delete form C from a dev environment, bear in mind that when you move your solution to UAT and then to live / production, that form does not exist so it is not in the solution and will not be deleted from the target systems. You need to manually delete the form from each environment and let it be replaced by form D.

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Jharana Baliyar Singh 2,667 on at

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Hi Jaz,

Default form which one you want to show while creating record this thing we can achieve.

Create one FORM->Enable Security Role->Specify one Security Role (Ex : Sales Manager).

Before giving Security Role just make sure that security role (means Sales Manager should have access Create, Read Previleges in custom entities tab) & assign this role to any USER.

Now Log in with that user what you have given security role to it & open that entity record you will see the default one(Form) .

Hope it helps you . If any doubt you can ask me...

Thanks

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Hi Adam,

Thanks I was also thinking the same around the issue of copying the form but my question here is because both group 1 & 2 share form B (I'm assuming that sharing form B is done by ensuring that both groups security roles are assigned to this form) how do I enforce it so that group 1 see form A as their default and group 2 see form B as their default, because form B also has all of the security roles ticked (to enable both groups viewing access) how do I stop form C from being the default for group 2? I tried changing the form sort order so that form A is first in the list which takes care of group 1's needs, however that caused form A to default for both groups.

Thanks

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Form order needs to be A, B, C (C=copy of A).

Group 1 security role only has access to A and B

Group 2 only have access to B and C.

So Group 2 can never see form A (if they can, you have done something wrong, check that you have saved and published changes, check which roles users have, check any roles that teams have that users are in)

Group 2 will get form B first, then form C. Of course, if they switch forms then this is the new "default" for the rest of the session, so when testing don't forget to close their browser completely and start again to be sure.

As an aside, I often use brand new security roles with no privileges in them for securing things like forms, so you can give any one any (form) role without worrying about giving people privileges that they should not have.

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I have the same problem. I am using Dynamics 365 online. I have 3 opportunity forms, Form A for Sales Manager, Form B for Salesperson, Form C for both and enabled fallback. The form order is ABC. Security Roles have been assigned properly.

If the Salesperson use Form B and then logout, when Sales Manager open his Opportunity Form, the default form is Form B (which sales manager has no right to view). If Sales manager choose Form A and logout, when salesperson login again, his default form changed to Form A (which salesperson has no right to view). This is to say, no matter with what security role, the default form is set as the one the last person used.

This is absolutely wired.

Is there a solution? Thanks!

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Aric Levin - MVP 30,190 Moderator on at

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Hi Jaz,

This is a little tricky, since both Security Roles need to have access to both forms, so there is no default.

I have done something similar in the past using JavaScript.

When the form loads, check the security role of the user. If this is not the correct form, you can redirect the user to the other form. The tricky part is that you will need some sort of flag to let the system know that the user previously opened form #1, and now wants to see form #2, so that when form #2 is opened, it doesn't redirect the user back to form #1.

Just know that the system will remember the last form that the user opened, so the next time you open a record it will navigate to that form.

Not sure if there is another way, since I had this requirement for CRM 2011.

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Im having the exact same issue, did you find any way to solve this?

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