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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / Sharing records limita...
Customer experience | Sales, Customer Insights,...
Suggested Answer

Sharing records limitations

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Posted on by Goutham A 2

We need to share lead with different people for approvals and only once all of them approves, the lead qualifies.This lead should only be viewed by particular group people like the creator, approvers,reviewers and these people differ for different leads based on the type of lead and other parameters. we are planning to implement access teams and add these users dynamically(via plugin or other means  on Onsave).

But just wanted to check if there is any limitations on  maximum number of Access teams? i Know there is limitation on number of entities(5). Our system is anticipated to create more than 50000 leads. Will using access teams have any issues in future other than performance?

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  • Suggested answer
    Bipin D365 Profile Picture
    Bipin D365 28,985 Moderator on at

    Hi,

    I don't think we have any other limitation of Access team apart from below

    A maximum number of team templates that you can create for an entity is specified in the MaxAutoCreatedAccessTeamsPerEntity deployment setting. The default value is 2. A maximum number of entities that you can enable for auto created access teams is specified in the MaxEntitiesEnabledForAutoCreatedAccessTeams deployment setting. The default value is 5.

    In my previous project we have used Access Team to share records with User and we had more than 1 million records. It worked as expected.

    Please mark my answer verified if i were helpful

  • Suggested answer
    Filipe Lopes Profile Picture
    Filipe Lopes Microsoft Employee on at

    Hello Gowtham. 

    At this time there is nothing documented on a maximum number of Access Teams. I would say that if you ever encounter an issue or an error saying there is a limit you can open a support case with us and we can try to confirm this for you. 

    The biggest thing here is deciding what to use "Access Teams" or "Security Roles". 

    To avoid duplicate information, please check this community post where there is a clear explanation between the difference of these two types. 

    https://community.dynamics.com/crm/f/microsoft-dynamics-crm-forum/316907/difference-between-access-team-and-security-role/919674

    Here is our official documentation on Access teams - https://docs.microsoft.com/en-us/dynamics365/customerengagement/on-premises/developer/use-access-teams-owner-teams-collaborate-share-information#owner-team-or-access-team. 

    My suggestion, read the community post about the differences between these two types and then decide what is best for your business logic. 

    Let me know if you need any other information.

    Thanks. 

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