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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Sharing Accounts with ...
Microsoft Dynamics CRM (Archived)

Sharing Accounts with other USERS

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Posted on by Gylfi Aron 1,280

Hi,

I have followed the steps in the link below to add ACCESS USERS to the main-form for Accounts and have created a Saved View in Accounts with 'MY SHARED ACCOUNTS' - that is, all of the accounts that have been SHARED with me.

http://www.powerobjects.com/blog/2014/06/05/access-team-view-microsoft-dynamics-crm/

Although as an administrator, I want to see in a SAVED VIEW, which accounts I have SHARED with others.  How can I pull that information up in either a GRAPH or LIST? 

Also I would like to ADD a column in a SAVED VIEW for Accounts that says who is the SHARED USER, if any, of the Account (not the OWNER)?

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  • Dave Ireland Profile Picture
    Dave Ireland on at

    You won't be able to get that information in a view I don't think.  (a) you don't have visibility into the POA entity and (b) sharing is 1:n from account which means you couldn't pull it into the account view anyway.

    The only way I could think is if you had a custom plugin that fired when a sharing event (ie: a grant or a revoke) took place and that plugin populated some custom field on your account entity with the names of the users.  If you had that, then reporting on which accounts are shared and with whom would be very simple.

  • Gylfi Aron Profile Picture
    Gylfi Aron 1,280 on at

    Is this plug-in something I could do myself or does it need a real programmer you think?

  • Community Member Profile Picture
    Community Member on at

    To be clear, what you have done (which is a good idea) is use Access Teams to do the sharing, so the records are shared with Teams, not with individual users. The view you have created shows all Accounts that are shared with any Access Team of which you (the current user) are a member.

    So, if you remove the last line from the query for the view, you will get a list of all Accounts that are shared with any Access Team, really easily.

    If you want to see the members of those teams, you would have to come at this from the other end, as a list of Users who are members of any Access Team, that is related to an Account. While you can include information such as the Account Name, you won't be able to sort on that column. You should include the Team Name (which looks horrible as it is two concatenated GUIDs) and sort on that, but make it narrow and put it out of the way to the right of the view. Since these Team names relate to the Account GUIDs, this will at least group user together according to the Accounts they have access to, but not in a meaningful order.

    A report might be the right approach to getting a better presentation here.

  • Gylfi Aron Profile Picture
    Gylfi Aron 1,280 on at

    Thanks Adam.  I am actually trying to share records with users, not teams. Although, it seems I can pick a USER in the new sub-grid I made in Accounts.  Is there another, better way to do this for users that I am not seeing?

    I´m not quite sure what you mean in the second part.  That is, how to show the SHARED USER name in a seperate column. Is it possible that you show me a snapshot picture of what this may look like?

  • Gylfi Aron Profile Picture
    Gylfi Aron 1,280 on at

    Hi Adam, did you get a chance to look at my reply?

  • Community Member Profile Picture
    Community Member on at

    You are doing this the best way. You are sharing records with Access Teams, but from a user point of view it "feels like" sharing with users directly by adding them to a grid.

    Sorry, I have not had time to set up a system to reproduce what you have built, and create a custom view to take a screenshot to explain what I am trying to say.

    But this is like any Advanced Find query where you have a parent and child entity. For example, you cannot use a view of Accounts to include a list of all the Contacts who work there. You start from a view of Contacts, and include a column for the Account each one works for.

    In this case, build a view of users, related to Teams, related to Accounts - this is the opposite, upside-down version of the view you created by following the steps in the link you used.

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