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Dynamics 365 Community / Forums / Finance | Project Operations, Human Resources, ... / Changing owner of actu...
Finance | Project Operations, Human Resources, ...
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Changing owner of actuals records

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Posted on by Thomas Schick 202

Hello,

we're having problems with PSA due to the fact that we have not only the root business unit, but also 2 sub BUs. It seems that actuals are always created in the root business unit (owner is 'SYSTEM')

So project managers from one of the sub BUs would need global read privileges on the actuals entity to see the actuals related to their projects. But that would make it possible for them to see every single actual in the entire org, which is something that is legally not allowed.

Now my idea was to have a workflow trigger on actual creation, and then assign that actual to a user/team from that business unit based on the contracting unit. The workflow is easy to create and works, however I do not know whether PSA cares about who the owner of an actual is. I'm concerned that some Microsoft plugin or something might fail if I take away actual ownership from 'SYSTEM'.

Also, is performance an issue if you have a workflow triggering on actual creation (since there's so many actuals being created)?

Thank you very much.

Kind regards,

Thomas

  • Suggested answer
    Matthew Lazowski Profile Picture
    Matthew Lazowski 3,163 on at
    RE: Changing owner of actuals records

    Hi Thomas,

    There is no good solution to this. PSA was designed ignoring BUs.

    You might consider designing a custom entity that holds a copy of actuals. And records for that custom entity could be owned by various users. You could only expose that custom entity in your app while hiding actuals from navigation and securing all fields on actuals using Field-level security. It would be quite cumbersome to implement and may require not only workflows but also plugins but if you have a legal requirement you could do it.

    For some other sensitive records you could also mconsider team-ownership but not for actuals.

    We can only hope that this will get re-designed by Microsoft to become aligned with normal CE security.

    Kind regards

    Matthew

  • Thomas Schick Profile Picture
    Thomas Schick 202 on at
    RE: Changing owner of actuals records

    Pushing this topic in the hopes of a reply.

  • Thomas Schick Profile Picture
    Thomas Schick 202 on at
    RE: Changing owner of actuals records

    Hey Antti,

    it's an async workflow, not a real-time-workflow.

    I would love to read a doc on this topic. For right now, however, I just need to know if changing actuals ownership is supported by the system at all, or if it's just something you can technically do, but should not do because it breaks the system in some way. Can you or your colleague provide me that answer?

  • apa Profile Picture
    apa 8,282 on at
    RE: Changing owner of actuals records

    Thomas Schick I'd see a red flag with using real-time workflows for this. I've not tried this but if you do PoC this, I'd first try Flow for this as it doesn't affect CE's performance. Rupa Mantravadi, adding you to the topic for insight into pros and cons of changing Actual ownership in multi-BU scenarios.

    I propose a doc on Actual ownership based on scenarios. In some cases the owner is a user and in others, system.

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