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Restricting Access to Dynamics CRM 3.0 Records
In a comment posted in the article, Sharing Information with Teams in Dynamics CRM 3.0,
Rajat asked:
Can we do customization for Roles of Users in such a way that he should be able to view some records and should not be able to view other records.
Let me explain this with an example, suppose a company deals in both Imports and Exports. Then the Users in Exports Team should be able to view records related only to Export Activities. He should not be able to view records related to Import Activities. How can we do customization for such a thing?
Here's how you would accomplish this task:
1) Create two business units: Import and Export.
2) Under Settings, create two new security roles called Import and Export.
3) Set the access level for the Core Records ( and any other entities they need to use ) to Business Unit.
4) For each user in both the Import and Export groups, do the following:
A) Remove existing security roles.
B) Assign them to the Import or Export group, as necessary.
5) Test the process by creating one record from an Export user and one from an Import user.
How This Works
CRM 3.0 security is cumulative, which means that all of the security roles are combined and the highest level of access, for any of those roles, is granted to the user. This is why we performed step 4A.
Step 4B will allow each user to only see the records they create, or that were created by someone in their business unit. Since Import and Export are in separate business units, the records created by the other business unit will be invisible to CRM users who are not part of that business unit.
If anyone has any questions, just leave a comment.
Dynamics CRM
(1 votes, average: 5.00 out of 5)1,042 views
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Dynamics CRM 3.0: Setting Personal Options
Jim Glass of Microsoft released an article today describing how to increase your productivity within CRM by customizing your Workplace. Let's discuss other personal options that can be set on an individual basis.
To set personal options, select the Tools menu, then click on Options, as shown below:
As you can see below, the options are broken down into the following categories:
- General
- Workplace
- Activities
- E-mail Templates
General Settings
Set your default start page allows you to change which CRM Pane and Tab will be displayed when you start CRM. Changing the Default Pane will change the values of the Default Tab.
Set the number of records shown per page in any list of records allows you to set the number of records that will be returned when you click on Entities such as Accounts and Contacts. The possible values are: 25, 50 (default), 75, 100, and 250.
The default value of 50 is usually more than adequate for most people's needs. Increasing it will slow the display of the record list so you'll need to tweak it based on your data and CRM usage.
Select the default mode in Advanced Find will alter how the Advanced find page is displayed. Here is the Simple version of the Advanced Find:
and here is the Detailed version:
Set the time zone you are in allows you to set the CRM user's default time zone.
Workplace Settings
Is covered in this article.
Activities Settings
Allow you to modify settings related to your schedule and e-mail-related activities.
Default view allows you to set your default calendar view to Day, Week, or Month.
Set your default work hours allows you to set the hours that you generally work. This information is used by the various scheduling tools with CRM so that they know when you're available to be scheduled for a job or appointment.
Select the e-mail messages to track in Microsoft CRM allows you to track all messages you receive or only messages that have the CRM token in the subject.
E-Mail Templates Settings
Allows you to manage your personal e-mail templates.
So that's about it. As a normal CRM user, the most important setting that you need to check is your time zone. The other settings can be customized as your familiarity with CRM grows and your work patterns become known to you.
Dynamics CRM
(2 votes, average: 4.50 out of 5)1,829 views Loading ... -
Live from Arkansas: A trip to Wal-Mart
Nope. No trip to Arkansas would be complete without at least one trip to that there Wal-Mart.
Tonight, after a family birthday dinner with the folks, my Mom decided she needed to stop by Wal-Mart to buy my Grandmother ( Memaw ) some stockings.
So as we passed Wal-Mart, she asked my Dad and me, "Would you mind waiting in the car while I run in?"
To which, I replied, "Mom, I think we're a bit older than 12 and we can actually go inside this time."
So I wander around a bit and finally meet my Parents in the Women's section, where my Mom is looking for some hose.
I didn't realize this, but Leggs has a stocking line for those of us with black or brown complexions called, and I'm not making this up, "Brown Sugar."
I walked over and advised my Mom that I don't think Memaw had a skin-tone that would match anything she found in the Brown Sugar collection. She finally got to looking at the models on the packaging, realized her mistake, and shifted to the other side of the display before making her selection.
Meanderings
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