Possibility for classified records?

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Posted on by Jeroen J

Hi!
I just got a new requirement by which my end users want to be able to determine some specific (custom entity called Project) records as classified. The should not be found by advanced find or any other view by others but one or two users.
The complication (pulling me away from an alternate Business Unit setup) is that these users aren't always the same, neither is the amount of records that's classified. It's very well possible that in the end of this year, about 100 of these projects exist with 50-100 different combinations of colleagues who should be able to access them.

Any thoughts (besides advising them not to want this)?

thanks for thinking along

Regards,
Jeroen

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Jeroen J on at

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RE: Possibility for classified records?

This must be my lucky day.

1 - I didn't see your 'active' as a keyword (read: present)

2 - I was looking in the target entity instead of in User

Anyway, things actually seem to be working. Thank you for your patience with me :)

Regards,

Jeroen
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Henry J. 5,237 on at

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RE: Possibility for classified records?

In your solution, go the User's inactive views.

Select your view and click "More Actions" / "Activate.
Jeroen J on at

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RE: Possibility for classified records?

those are exactly the steps I took (in fact, quite a few times already). The view isn't active in default solution unfortunately.

So, it does make sense that it's not available in the subgrid.

Do you know which step should be creating it?
Henry J. 5,237 on at

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RE: Possibility for classified records?

By any chance, have you checked that the User view "Associated Record Team Members" is active on your environment?

That's strange because you seem to be doing it right:

1. Activate Access Teams on the entity

2. Create the Access Team template for the entity

3. Customize the form by adding a subgrid (All records types, Users, Associated Record Team Members)
Jeroen J on at

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RE: Possibility for classified records?

Okay, okay, I'm about to give up now. I've been walking through the procedure about ten times creating access team templates, business units, enabling access teams on the entity... Googling/Binging all around the world.
But still the Default View "Associated Record Team Members" doesn't show up:

Does anybody have any idea what I did wrong here?

Regards,
Jeroen
Jeroen J on at

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RE: Possibility for classified records?

Excellent!

Obviously I'm a victim of moving from 2011 to 2016, never knew about the possibilities of access teams, thanks for pointing that out!

I'll be googling (sorry, guys, binging) for it, but currently still wondering why I can't see (and select) the "Associated Record Team Members" view... must be missing a step :)
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Henry J. 5,237 on at

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RE: Possibility for classified records?

Access Teams are different from Owning Teams.

In fact, they let you share individual records with specific users.

Once you enable "Access team" in the entity properties, you can create an "Access Team Template" (in security). In this template you can define for example that members of the Project's access team have Read/Write access.

You can customize the project's form so that the members of the project access team are visible in a subgrid.

There are a few articles that could help you:

www.microsoft.com/.../create-a-team-template-and-add-to-an-entity-form.aspx

www.quantacrm.com/setup-access-teams-dynamics-365-crm
Jeroen J on at

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RE: Possibility for classified records?

Hey Henry,

thanks for your quick response! Sounds like I was thinking much more complicated than necessary.

One more question, I don't really get your step "Enable Access Team on the Project". You mean assigning the project to the team I guess?

Jeroen
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Henry J. 5,237 on at

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RE: Possibility for classified records?

Hi Jeroen!

I've had the same requirement in the past.

I used a combination of BU / Owning Team & Access Team to manage it.

What I did was:

- Create a separate BU (sorry I know that's not what you wanted to hear)

- Assign the "Confidential" projects to an owning team that is part of this "Confidential BU".

This team should only have a "Read" access to the Project entity, with a "User" scope, and should not contain users.

- Enable Access Team on the Projet

- Make sure that only the users who should access that record are part of this Access Team.

In terms of automation, with CRM 8.2 you can with a Workflow:

- Automatically add the original creator to the Access Team

- Automatically assign the Project to a specified team if it is confidential.

Worked well in my case.