Security in Microsoft Dynamics CRM 2013 – How to Handle Exceptions

Teams

First, we will need to create the team. To create a team in CRM, do the following:

1. Navigate to Settings – Administration – Teams
2. The default view is Local Business Teams. This will display all the teams that exist in your business unit. To view all the teams in your organization, click on the view name and choose All Teams
3. Click New to create a new team
   
   
4. Provide appropriate values for the fields
• Team Name (required) – use this field to identify the purpose and/or membership of the team. For example, “Department Managers”, “High Priority Support Team” or “Enterprise Sales”
• Business Unit (required) – select the business unit for which this team will be a member. If you are assigning a security role to the team, select the Business Unit that has the security role you wish to assign. The members of the team do not need to belong to this business unit
• Administrator – this is the person that is primarily responsible for the team
• Team Type – you have two options, Owner or Access Team. We will discuss Access Team in another post. For this example, select Owner
• Description – enter a summary describing the intended purpose of this team
5. Click Save to create the team record in CRM
6. Once the record has been saved, you can add team members using the sub-grid on the form.
   
   

You can add users from other business units to this team. If your security structure is designed where users can only view records for their business unit, you can add them to a team from the business unit that contains the records you need to access.

For example, User A is a member of the West Region business unit. This user needs to have access to some accounts in the East Region business unit. User A’s current security role only allows business unit access to accounts. This means that User A can only access accounts that are part of the West Region. By adding User A to a team from the East Region, they will have access to accounts that the team does.

Teams can own records in CRM. This was a feature that was introduced in CRM 2011. In order for a team to own a record, it does need to have a Security Role assigned. To assign a Security Role to a team:

1. With the team record open, click More Commands
2. Click Manage Roles from the list that appears
   
   
3. On the Manage Team Roles dialog, select one or more security roles that you wish to be assigned to the team.
   
   
4. Click OK

Now that you have a team with a security role assigned and members added to the team, you can now assign records to that team. To assign a record to the team, do the following:

1. Open the record that you want to assign to the new team
2. Click Assign on the command bar
   
   
3. On the Assign dialog, select Assign to another user or team radio button
   
   
4. Click on the Lookup and search for and select the appropriate team
5. Click OK

Once the record has been assigned to a team, all the members of that team essentially own the record and will have access to it. They will now be able to see it in lists of records. The actions or privileges they have to the record will depend upon the security role assigned to their team.

Our CRM experts can help you will planning and implementing your Security in CRM. Look for our next article where we feature using Access Teams in CRM as another option for handling Security Exceptions in Microsoft Dynamics CRM.