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.
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