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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / best practices to stor...
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best practices to store sensitive emails in the CRM?

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Posted on by Jerome P1 198

Hi,

I have a question from my lawyer department.

they want to store sensitive email in the CRM (lawyer communications mainly private emails) and insure these communications are not visible to the other employees.

while all the other employees can have access to the contacts and accounts and can see all the others comm.

the only option I have in mind is to create a separated environement  of the CRM, where I'll sync the accounts, contacts and activities from the main CRM env.

and this secondary env will be accessible to lawyer dep. only (with the capability of sharing some info to the people they want to.

for now I tell them to not store the emails etc in the main CRM for our company.

but what are my options?

thanks.

  • Suggested answer
    MikeC282 Profile Picture
    MikeC282 2,095 on at
    RE: best practices to store sensitive emails in the CRM?
    [quote user="Jerome P1"]

    Hi,

    I have a question from my lawyer department.

    they want to store sensitive email in the CRM (lawyer communications mainly private emails) and insure these communications are not visible to the other employees.

    while all the other employees can have access to the contacts and accounts and can see all the others comm.

    the only option I have in mind is to create a separated environement  of the CRM, where I'll sync the accounts, contacts and activities from the main CRM env.

    and this secondary env will be accessible to lawyer dep. only (with the capability of sharing some info to the people they want to.

    for now I tell them to not store the emails etc in the main CRM for our company.

    but what are my options?

    thanks.

    [/quote]

    I mean sure you can set up notifications for when security roles changes.

    Having said that, those should be policy changes rather than technical system changes. You can lock down a system to a certain extent but admins still need to be able to access and configure the whole system and assign security roles and change a user's business unit which could then give a person access...

    You can control it by reducing the number of system admins in your Dynamics 365 instance that are allowed to change business units and security roles.

    Use security groups to limit access to your Dynamics 365 instance. You can also setup Dynamics 365 teams linked to AD security groups to setup security group based security role allocation.

  • Jerome P1 Profile Picture
    Jerome P1 198 on at
    RE: best practices to store sensitive emails in the CRM?

    yeah.

    but is there a way to insure nobody has "company" access to activities?

    other then validating if a role has this right.

    or can I setup a workflow which send an email to the admin in case a security role has this granted access?

    I just want to insure that nobody can deploy any security change which can break that.

    so anything which can help me "bullet proof" the setup and calm down the managers :-)

  • Suggested answer
    MikeC282 Profile Picture
    MikeC282 2,095 on at
    RE: best practices to store sensitive emails in the CRM?

    Hey bud,

    A good way is to create a parent child business unit relationship. Place the lawyers, your CEO and other execs that are allowed to see those sensitive activities into the parent business unit and everyone else in the child business unit. Afterwards you can simply set read access to activities to parent child business unit meaning users in the parent business unit can see everything top down but all other users in the child business unit can't see activities owned by people at the top.

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