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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Removing email in list...
Microsoft Dynamics CRM (Archived)

Removing email in list of search items

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Posted on by Community Member Microsoft Employee

Hello,
Is it possible to modify the data, CRM searches in the search option. My need is the following: When I type in a user name of the CRM system, I do not want to see the email associated with that user.
Suppose I type in Edward, I am able to see all the accounts, contacts, activities with people named Edward. However, in activities, I am able to see the email which is sent/received by Edward which is a huge violation of privacy. All users are able to see these emails. Turns out, they were playing around with their personal email settings.
I trained the users to not play around with the settings and to have it remain at track " Email messages in response
to CRM email". However, after doing so, I am still able to see the existing emails. How do I remove that from the search?

*This post is locked for comments

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Removing email in list of search items

    Hello Alex,

    Thanks for your response. I think you are right. I need to look at the security options. This is because, the emails I was talking about is actually activity(type-email). So I went and manually deleted all the activities of the type email and after doing it, the newly created activities(emails) are still appearing.

    Thanks for your suggestion. I will look into this.

    Regards,

    Nikhil

  • Verified answer
    ashlega Profile Picture
    ashlega 34,475 on at
    RE: Removing email in list of search items

    Hi Donald,

     I still think it's inherently a security issue, so you might move those users to a separate BU (could possibly be a "parent" BU for the existing BU?) and configure the roles not to allow other users to see records in that BU (this will be more about figuring out the right structure of those business units since you can't, really, disable access per specific BU, but access right will still depend on the hierarchy of the business units)

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Removing email in list of search items

    Hello Alex,

    Thanks a lot for your response. I  was not quite specific on the need. So what you suggested would work to remove all activities. However, what I need is to remove the emails sent/received by specifically a few users.(About 10) . Is there a way to do this? Because the emails sent/received by these users are visible to everyone.  All other emails however by other users, must continue to be visible.(And by visible I mean when we type their name in search box, in the list of activities, the emails appear).

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Removing email in list of search items

    Hello Aiden,

    Thanks a lot for your response. I  was not quite specific on the need. So what you suggested would work to remove all activities. However, what I need is to remove the emails sent/received by specifically a few users.(About 10) . Is there a way to do this? Because the emails sent/received by these users are visible to everyone.  All other emails however by other users, must continue to be visible.(And by visible I mean when we type their name in search box, in the list of activities, the emails appear).

  • Suggested answer
    ashlega Profile Picture
    ashlega 34,475 on at
    RE: Removing email in list of search items

    Hi Donald,

     if you don't want users to see each other records (activities included), you just need to configure the security roles. Otherwise, those curious enough will always find a way (if not in the global search, they'll do it in the advanced find)

  • Suggested answer
    Aiden Kaskela Profile Picture
    Aiden Kaskela 19,692 on at
    RE: Removing email in list of search items

    Hi Donald,

    It sounds like you want to prevent emails from coming back in the global search results (from the main navigation), is that correct?

    If that's the case, you can change what comes back in that list by going to Settings → Administration → System Settings, then General tab, Select entities for search, and click the Select button. You'll see a list of entities on the right for what entities will come back in the search results.

    If you're using the default settings, Activity will be included in the list, and the Activity column will have tasks, emails, phone calls, etc. You can't specifically remove the emails from the activity column, so you'll have to remove the entity Activity entry and add in the individual components (Email or Task, whatever is important).

    Hope this helps! I'd appreciate if you'd mark this as Answering your question.

    Thanks,

     Aiden

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