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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / How do I make records ...
Microsoft Dynamics CRM (Archived)

How do I make records private?

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Posted on by cloneill 895

Various people in my company want me to enter in their contacts but only make them visible to them and myself. However, I can't figure out how to do that. I tried going into "share" for each contact and unchecking "Read" for everyone but that one person and myself, but they remained visible to others. The help pages gave me a possible course of action, but one that comes from the "Action" toolbar, which I cannot find.

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  • Suggested answer
    GL-23071537-0 Profile Picture
    GL-23071537-0 Microsoft Employee on at

    Hi there,

    You cannot make records "private" per se.  The concept is that record visibility is controlled by the security role(s) assigned to the users.  If you wanted records to be private, the security role assigned to all users would need to dictate that they can only see records owned by themselves.  In that case each record would need to be explicitely shared with others in order for others to see it. This could become laborious if the majority of records ought to be shared, and just a few of them remain private.  Even if you automate the sharing with workflow,  it can also impact performance of the system to have every record shared.

    That is why this is not a very common way to set up security in this way.  Usually security roles give people at least read access to the records in the system.  It is common to set security roles for competitive sales teams to not be able to see each others contacts or opportunities, but often other roles in the organization can see everything. In this case, there is not a lot of sharing going on, as the security roles control all visibility.

  • Suggested answer
    GL-23071537-0 Profile Picture
    GL-23071537-0 Microsoft Employee on at

    Hi!

    Here is a blog article on some workarounds for making records private in CRM 2011.

    www.powerobjects.com/.../making-crm-records-private

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