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Read Privileges for Gail Erickson by Access Level
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No No Yes Yes Yes
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Allison Brown
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Part I Overview and Configuration Business Unit Wo ent e sC e User Connie Watson Contact o a e
a e s
ose C
anna
ai e i e en
ric son
Cat an Coo
i e Ci
Cent a
e ion
an Wi
ia s
one s
t ea
an a son
ison o n
FIGURE 3-11 Access levels example
For the Business Unit access level, Microsoft Dynamics CRM grants Gail the Read privilege for the Alice Ciccu contact because Ben Burton owns that record and he belongs to the same business unit as Gail. For the Parent: Child Business Units access level, Microsoft Dynamics CRM grants Gail the Read privilege for the David Jones and Allison Brown records because the Central Region and Product Team business units are children of the Service business unit that Gail belongs to, and both the David Jones and Allison Brown records are owned by users that belong to these child business units. As this example illustrates, configuring access levels for a security role requires that you understand and consider the following parameters:
n n n
The organization and business unit hierarchy Record ownership and the business unit that the record owner belongs to The business unit of the logged-in user
3 Managing Security and Information Access
Important Microsoft Dynamics CRM treats records owned by teams the same as if a user in the team s business unit owned it. For example, if team ABC from the Sales business unit owned the Twanna Evans record, the security system would function the same as the user Jose Curry owning the Twanna Evans record. Table 3-2 summarizes how Microsoft Dynamics CRM grants and denies privileges based on these parameters.
TABLE 3-2
Privileges Granted Based on Access Level and Record Ownerships
Record owned by user
Deny Grant Grant Grant Grant
Privilege access level
None User Business Unit Parent: Child Business Units Organization
Record owned by different user in same business unit
Deny Deny Grant Grant Grant
Record owned by user in any child business unit
Deny Deny Deny Grant Grant
Record owned by user in any nonchild business unit
Deny Deny Deny Deny Grant
By now you should have a good understanding of how Microsoft Dynamics CRM determines whether to grant security privileges to users based on access levels. Now we discuss what each of the privileges means and the actions that they allow users to perform in the system.
Privileges
Privileges define what users can view and do in Microsoft Dynamics CRM, and you bundle privileges together in a security role definition. Some of the privileges describe actions that users can take against entity records such as delete or create, and other privileges define features in Microsoft Dynamics CRM such as Mail Merge and Export to Excel. In this section, we explore the following topics:
n n n
Entity privileges Miscellaneous privileges Privilege impact on application navigation
Entity Privileges
As Figure 3-10 showed earlier, privileges such as Create, Read, and Write apply to the entities in Microsoft Dynamics CRM. For each entity type and privilege, you can configure a different access level. The following list describes the actions that each privilege allows:
Create Read
Permits the user to add a new record Permits the user to view a record
Part I Overview and Configuration
n n n
Write Delete
Permits the user to edit an existing record Permits the user to delete a record
Append Permits the user to attach another entity to, or associate another entity with, a parent record Append To Permits the user to attach other entities to, or associate other entities with, the record Assign Permits the user to change a record s owner to a different user Share Permits the user to share a record with another user or team
More Info Not all of the entity privileges apply to all of the entities in Microsoft Dynamics CRM.
For example, the Share privilege does not apply to any of the entities in the Service Management tab. The Enable/Disable privilege applies only to the Business Unit and User entities.
The Append and Append To actions behave a little differently from the other privileges because you must configure them on two different entities for them to work correctly. To understand the Append and Append To actions better, consider the analogy of attaching a sticky note to a wall. To configure the sticky note concept using Microsoft Dynamics CRM security privileges, you need to assign Append privileges to the sticky note and then configure Append To privileges to the wall. Translating that concept to Microsoft Dynamics CRM entities if you want to attach (or append) a Contact (the sticky note) to an Account (the wall), the user would need Append privileges for the Contact and Append To privileges for the Account record. In Microsoft Dynamics CRM, you can also configure entity privileges for any custom entities that you create in your deployment. You can configure all five access levels for each custom entity for all of the entity privileges. More Info If you re wondering what the Web Wizard entities are, they refer to web pages
Microsoft Dynamics CRM Online users see during sign up. They are only for Microsoft Dynamics CRM internal use any changes you make will not have any impact.
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