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Dynamic CRM account -- Make it only visible for one employee

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My boss setup all his personal contacts information into Dynamic CRM accounts. How can I make this account, for example he setup HisFriends as the Account, and he add all the contacts related to this account, how can I setup the permission and role to make this account only visible to him, not everybody in the dynamic CRM system. Now it is public.

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Bhartendu B Pandey Microsoft Employee on at

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Hello Leung,

Thank you for writing to us . As I understand we have Account records which we would want only to be seen by one user .

We can achieve this possibly by giving our Manager System Admin security role , This way he will have access to all the data.

Additionally for all the other users we can just give them Read permissions on the Contact and on the Account entity at the User level something like this

Please mark my answer as verified if you found it helpful. Please let me know if you have any other questions around the above.

Bhartendu Pandey

Support Engineer - Customer Engagement- Dynamics CRM/PowerApps/Power Automate

Microsoft

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Bipin D365 28,985 Moderator on at

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HI,

You can assign User level permission Read on Account & Contact entity, this was only owner of the owner will be able to see records.

If found helpful, Please mark my answer verified.

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Community Member on at

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Hi Bhartendu,

Thanks for the reply, Sorry for the confusion. It is not all accounts other users cannot view.

In Dynamic CRM we have over 200 accounts, only 3-5 accounts which my boss setup for himself, we don't want others to view these accounts only what he can view.

These accounts have contacts too.

1. Is that possible to set up item level security not role level security?

2. If setup different business unit help to separate this?

Other users need view edit rest of accounts but not these 3-4 account

Thanks

Leung

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Bhartendu B Pandey Microsoft Employee on at

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Dear Leung,

Thank you for your reply . As far as I am aware we cannot restrict item access based on a security role .

However we can attempt the restricting of the records using the Business Security model

I would suggest for you to have a look at the below article and then you can test the changes in a lower environment let's say like Dev or UAT and then if it works as per your expectation you can have it implemented in the production environment .

https://www.azamba.com/2018/04/26/how-to-restrict-records-by-business-unit-in-microsoft-dynamics-365-for-sales-crm/

Please mark my answer as verified if you found it helpful. Please let me know if you have any other questions around the above.

Bhartendu Pandey

Support Engineer - Customer Engagement- Dynamics CRM/PowerApps/Power Automate

Microsoft

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Ricardo Gimenez Microsoft Employee on at

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Hi Leung,

Since the security model of Dynamics 365 is based on 4 levels (Users, Business Unit, Parent: Child Business Unit and Organization) of privileges for entities and not records, the only way to define a specific record as private, would be using the structure of Business Unit on Dynamics 365.

Example: Basically, your boss should be at the root BU and all other users in a Child Business Unit and after that, all roles should not have Read privilege for Account/Contact entities considering Organization level. Remember that System Administrator with Read-Write Access Mode has this privileges by default.

Considering OOB features, I don't think that other security features like roles for forms, field level security, position and hierarchy and teams could help you in this scenario. If this Contact records are really personal, maybe your boss should reevaluate to keep it inside Dynamics 365.

For more details about security concept inside Dynamics 365, please check this article: https://docs.microsoft.com/en-us/dynamics365/customerengagement/on-premises/admin/security-concepts

Thanks,

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