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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Data Segregation
Microsoft Dynamics CRM (Archived)

Data Segregation

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Posted on by Alexio Chandiwana 210

Hi All

I am looking to create 2 business units in CRM 2016 to be able to segregate. I am looking to do the following:

1. Create 2 Business units named A and B

2 I will have users in Business Unit A and these users should not be able to see what data is in Business unit B and as for users in business unit B these users can see across all business units.

so in the event that contacts owned by users in Business unit A are marketed to by users in Business unit A express interest in newsletters from Business Unit B and if users from Business unit B send the marketing communication to contacts owned by Users in Business Unit A.

Is there a way to stop users from Business Unit A seeing marketing communication sent to contacts they own sent by users in Business unit B

Any ideas and solutions welcome

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  • Suggested answer
    razdynamics Profile Picture
    razdynamics 17,308 User Group Leader on at

    Hi Elexio

    Marketing Communication are Activities, and Activities by Default are Owned By Users/ teams. Security Roles Allow you to control access to the Activities as a Whole, so if you enforce Users to only be able to see Activities that are held by other users only within their business you can do so by setting the Read Level to Business Unit , but this will apply to all Activity Types in CRM regardless so you wont be able to change the level of access for different activity types.

    Best Wishes, Raz

  • Verified answer
    Kim Johnson Profile Picture
    Kim Johnson on at

    When an activity is created under a contact there is a reparent action that occurs behind the scenes which is how a user in Business Unit A is able to see the activities for a user in Business Unit B even if they only have BU level access to the activities. Because they are the owner of the parent record the rights to view it cascades to the child activities.

    In order to prevent the cascading, you would need to do the following:

    1. Go into the customizations area.

    2. Open the 1:N Relationships for the Contact entity and find the activity type you want to change. If you want to change email then locate the Contact_Emails schema name and open it.

    3. Change the type of behavior in the Relationship Behavior section to Configurable Cascading.

    4. Now change the Reparent optionset to Cascade User-Owned or Cascade None.

    5. Save and Close the relationship window.

    This will take effect on new email activities that are created. Unfortunately, it does not change the visibility on existing activities. Keep in mind this will apply to all activities of that type for a contact going forward, not just ones tied to marketing. These same steps can be applied to other activity types as well such as Tasks, Phone Calls, etc.

  • Alexio Chandiwana Profile Picture
    Alexio Chandiwana 210 on at

    Thanks

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