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Grant access to Opportunity Sales Team members for related Quotes and Orders

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Posted on by CU17041400-0

Hi,

I am working with previously set up D365 for Sales.

On the opportunity form there is the Sales Team members subgrid where users can add other users with the purpose of granting them access to the Opportunity record.

Here I have 2 questions, as I am a bit confused:

1. First of all, in the form I checked the related entity this subgrid is referring to, and it is called Sales Team Members. BUT, this entity does not exist in Dataverse, no matter how I search for it.. so, there is not a relationship entity created if this is a N:N Relationship between the Opp and Users table. It might be connected to an Access Team template, although I tried to test this theory and adding users to the team didn't really do anything.

2. My more important question is, if I use the Access Team template, create a new N:N Relationship, with an entity I can use in the subgrid, how to then grant access to those users ? I was thinking with a power automate flow, but I can't figure out the trigger..

Any experience?

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Microsoft Dynamics CRM

Dynamics 365 Sales

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Bet168Vn on at

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Grant access to Opportunity Sales Team members for related Quotes and Orders

tks
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Daivat Vartak (v-9d... 7,336 Super User 2025 Season 1 on at

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Grant access to Opportunity Sales Team members for related Quotes and Orders

Hello CU17041400-0,

Let's clarify the "Sales Team Members" functionality and how to extend access to related records like Quotes and Orders.

Understanding the "Sales Team Members" Subgrid

You've correctly observed that the "Sales Team Members" subgrid doesn't directly correspond to a standard Dataverse entity you can browse. This is because it leverages Access Teams in Dynamics 365.

Access Teams:

Access Teams provide a way to automatically share records with a group of users and to grant them specific access rights to those records.

The "Sales Team Members" subgrid on the Opportunity form is linked to a specific type of Access Team called an Owner Access Team.

When you add a user to this subgrid with a specific role (e.g., Account Manager, Salesperson), you're essentially adding them to the Access Team for that particular Opportunity record and granting them the privileges defined by the Access Team Template associated with the subgrid.

No Explicit N:N Relationship Entity:

You're also correct that you won't find a standard intersect entity for a direct N:N relationship between Opportunity and User when using Access Teams in this way. The access rights are managed internally by the Access Team infrastructure.

Access Team Templates:

Your suspicion about Access Team Templates is accurate. The behavior of the "Sales Team Members" subgrid is governed by an Access Team Template that is configured for the Opportunity entity. This template defines the roles that can be assigned to team members and the default access rights they receive on the Opportunity record itself.

Granting Access to Related Quotes and Orders

Now, to your main question: how to automatically grant access to the Sales Team members on the Opportunity for the related Quotes and Orders. You're on the right track thinking about Power Automate.

Here's a potential approach using Power Automate:

Trigger:

The ideal trigger would be "When a row is added, modified, or deleted" on the "Opportunity Sales Team" (the intersect entity that's used behind the scenes for the Access Team). However, this entity isn't directly exposed for triggering in Power Automate in the standard way.

A more feasible trigger would be:

"When a row is added, modified, or deleted" on the Opportunity entity itself.

Logic:

When an Opportunity record is modified (specifically when Sales Team members are added or their roles change), the flow will:

Get the Sales Team Members: Retrieve the current Sales Team members associated with the Opportunity. You can do this by using a "List rows" action on the hidden "Opportunity Sales Team" entity, filtering by the specific Opportunity record's ID. You might need to explore the underlying schema name for this intersect-like structure.

Grant Access to Related Quotes:

Use a "List rows" action to get all the related Quote records for the Opportunity (using the Opportunity lookup field on the Quote entity).

For each related Quote, use the "Grant access to a row" action (Dataverse connector) to share the Quote with each of the Sales Team members from step 1. You'll need to specify the Quote record ID, the user ID of the Sales Team member, and the type of access to grant (e.g., Read, Write, etc.).

Grant Access to Related Orders:

Similarly, use a "List rows" action to get all the related Order records for the Opportunity (using the Opportunity lookup field on the Order entity).

For each related Order, use the "Grant access to a row" action to share the Order with each of the Sales Team members from step 1, specifying the desired access rights.

Finding the "Opportunity Sales Team" Entity:

To effectively filter in your Power Automate flow, you'll need the internal name of the entity that manages the Opportunity Sales Team members. You might be able to find this by:

Examining the Relationship: In the Opportunity entity's relationships, look for N:N relationships to the User entity that seem related to sales teams or access. The schema name of the intersect entity for such a relationship is what you'd need.

Using the Web API: You could use the Dynamics 365 Web API to query the entity metadata and look for entities with names or properties that suggest they manage Opportunity Sales Team memberships.

Alternative Trigger (Less Ideal but Possible):

If triggering directly on changes to the Sales Team proves difficult, you could consider:

Triggering the flow when a Quote or Order is created or associated with an Opportunity. The flow would then look at the Opportunity's Sales Team and share the newly created Quote/Order.

In summary:

The "Sales Team Members" subgrid uses Access Teams, not a standard N:N relationship entity you can directly browse.

You can use a Power Automate flow triggered on Opportunity modification (or related Quote/Order creation) to retrieve the Sales Team members and then use the "Grant access to a row" action to share the related Quotes and Orders with them.

If my answer was helpful, please click Like, and if it solved your problem, please mark it as verified to help other community members find more. If you have further questions, please feel free to contact me.

My response was crafted with AI assistance and tailored to provide detailed and actionable guidance for your Microsoft Dynamics 365 query.

Regards,

Daivat Vartak
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Holly Huffman 6,078 on at

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Grant access to Opportunity Sales Team members for related Quotes and Orders

Good morning, afternoon, or evening depending on your location!

1. Understanding the "Sales Team Members" Subgrid

The Sales Team Members subgrid is likely referencing an Access Team, rather than a standard Dataverse entity.

Access Teams in Dynamics 365 don’t create a visible entity in Dataverse; instead, they function through Access Team Templates, which dynamically grant permissions to records.

If adding users to the subgrid isn’t granting access, it’s possible that the Access Team Template isn’t properly configured or applied to the Opportunity entity.

2. Granting Access to Related Quotes & Orders
Since Access Teams only grant permissions to the Opportunity record, users won’t automatically get access to related Quotes and Orders. Here’s how you can extend access:
Option 1: Use a Power Automate Flow
You can create a Power Automate flow to grant access to related records when a user is added to the Opportunity Sales Team:

Trigger: Use the "When a row is added" trigger for the Sales Team subgrid (likely linked to the Opportunity).

Retrieve Related Records: Use a Dataverse "List rows" action to fetch related Quotes and Orders.

Assign Permissions: Use the "Grant access" action to assign the same users to the related records.

Option 2: Use a Custom Plugin
If Power Automate doesn’t provide enough flexibility, you can create a custom plugin that:

Detects when a user is added to the Opportunity Sales Team.

Automatically assigns them to related Quotes and Orders using record-sharing logic.

Option 3: Use Security Roles
If the users need consistent access to Quotes and Orders, consider using Security Roles instead of Access Teams. You can:

Create a custom security role that grants read/write access to related records.

Assign this role dynamically when users are added to the Opportunity Sales Team.

Next Steps

Check the Access Team Template to ensure it’s correctly applied.

Test Power Automate to see if it meets your needs.

Consider a plugin if automation needs to be more advanced.

Please note: I teamed up with CoPilot AI to research and craft the best response to your question!
Hope this helps some!

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