MS Dynamics CRM Module-6(Configuring Field Security)

8/10/2019 MS Dynamics CRM Module-6(Configuring Field Security)

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Getting Started with MS Dynamics CRM

Working With MS CRM Module-6(Configuring Field Security)

Description:BISP is committed to provide BEST learning material to the beginners and advance

learners. In the same series, we have prepared a complete end-to end Hands-on

Beginner’s Guide for Microsoft Dynamics CRM. The document focuses on

configuring field security. Join our professional training program and learn from

experts.

History:Version Description Change Author Publish Date0.1 Initial Draft Chandra Prakash Sharma 10th Sep 20140.1 Review#1 Sumit Goyal 10th Sep 2014

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Contents

Field security in MS Dynamics CRM : .................................................................................................................. 3

Other Security Methods in MS Dynamics CRM online : ...................................................................................... 3

Business Units .............................................................................................................................................. 3

How to Create a Microsoft Dynamics CRM Business Unit : ........................................................................ 4

Managing Business Units ............................................................................................................................. 5

Security Roles : ............................................................................................................................................ 6

How to Set Security Roles : .......................................................................................................................... 6

Copying Roles : ............................................................................................................................................ 8

Configuring Users and Teams .............................................................................................................................. 9

User Management Overview : ......................................................................................................................... 9

How to creating users in Microsoft Dynamics CRM online : ......................................................................... 10

Teams : .......................................................................................................................................................... 12

How to Creating Microsoft Dynamic CRM Online Teams : ........................................................................ 12

How to create Field Security Profile in MS Dynamics CRM online : .................................................................. 13

Modify Field Security : ....................................................................................................................................... 16













Field security in MS Dynamics CRM :

In Microsoft Dynamics CRM 2013 and Microsoft Dynamics CRM Online, you use field-level security to restrict

access to high business impact fields to specific users and teams.

Dynamics CRM security roles have long provided highly granular control of access and privileges at the entity

level. This control has now been extended down to custom fields. System fields cannot be configured to use

field-level security.

In Microsoft Dynamics CRM 2011 and Online you can use field level security to configure security roles that

control user and team access rights to specific fields and entities.

When a field is enabled for field security, Dynamics CRM starts with a restrictive default setting for the field.

Users cannot read, update, or create the field until you specify roles that have these permissions.

Field security profile is used to give access to fields that have been enabled for field level security to users

other than the default System Administrator. Read, Update and Create privileges to these fields are given.

The fields enabled for field level security are seen with a small key beside the name indicating that its status

is secure. This security permission can be granted to users or teams.

Other Security Methods in MS Dynamics CRM online :

Microsoft Dynamics CRM can be configured to meet the organization’s security requirements. It provides a

framework to reflect the security profile of the company.

Protect information from being mis-handled by users who lack understanding.

Protect private knowledge from getting into the wrong hands.

Ensure that users have the power to take actions commensurate with their profile.

Type s of other security :

Business units.

Security roles.

Users.

Teams.

Field security profiles.

Business Units

Business Units are security containers in Microsoft Dynamics CRM. A way of representing a division or

department in a company. Business units are arranged in a hierarchy, and all users are assigned to one

business unit. Each user in the CRM has to be part of a business unit. There is a default business unit that is

created when CRM is installed. This is called the root business unit, and it cannot be deleted or disabled –

only renamed. This would allow them to make changes to the business unit structure in their dev or test

environment, and then import those changes into the production environment after they’ve been tested,













just like they would a change to a script, a plug-in, an entity configuration, or a security role. However, BUs

are not one of the items that can be added to a solution.

How to Create a Microsoft Dynamics CRM Business Unit :

Step 1 : Login with your Microsoft dynamics CRM account.

Then Go to Navigation bar, click on Microsoft Dynamics CRM, then select Settings, then click on

Administration, After then click on Business Units.

Step 2 : On the list toolbar, click New button.















Security Roles :

Security roles in Microsoft Dynamics CRM are a matrix of privileges and access levels for the various entities.

Security roles determine the access level a user has for privileges on every entity in Dynamics CRM.

Privileges :

Create: Create a new record.

Read: Read access to a record.

Write: If you have a record open on a form, can you make changes and save them.

Delete: Delete available record.

Append: Allows the user to attach other entities to, or associate other entities with a parent record

Append To: Allows the user to attach other entities to, or associate other entities with the record

Assign: You can change the owner of a record.

Share: You can override the security model by sharing a record with somebody who otherwise wouldn’t

have access to it.

Entities : These are the y axis, and it’s the intersection of these and the privileges on the x axis that

determine how much of any particular privilege you have for a specific entity.

Access levels : from most to least generous: organization, parent-child business unit, business unit, user,none.

How to Set Security Roles :



Administration, After then click on Security Roles.













Step 2 : Select Business Unit, Then click on New button.

Step 3 : Enter Role Name, then select Core Records Tab and assign privilege.

After then click on Save and Close button.













Copying Roles :



Administration, After then click on Security Roles.

Step 2 : Select Security Roles, then click on dropdown toolbar More action, then click on Copy Role link.

Step 3 : Enter the New Role Name and click on ok button.













Step 4 : If you want add/ remove some privilege you can do here, else click on Save and Close button.

Configuring Users and Teams

User Management Overview :

Users in Microsoft Dynamics CRM are individuals who have specific logins and passwords and a set of

attached privileges at various access levels. Each user can have one or more security roles but each user

should belong to at least one security role to be able to access CRM.

The user account registers the user with Microsoft online services environment. In addition to registrationwith the online service, the user account must be licensed in order for the user to have access to the service.

Assign a license to the user account to allow access to the online service.

Microsoft Dynamics CRM provides the following feature for user maintenance :

Creating Users.

Creating Teams.

Enabling and disabling Users.

Deleting Users.

Assigning Security Roles to Users.

Identifying managers for Users. Assigning Users to Teams.













How to create users in Microsoft Dynamics CRM online :

Step 1 : Login in your Microsoft Dynamics CRM online account.

Then In navigation pane, click on Settings, then click on Administration and then click on Users.

Step 2 : Click on New button for creating user.

Step 3 : Click on Add and License Users button.













Step 4 : Click on plus sign for adding user. for add bulk user click on bulk user icon.

Step 5 : Fill all the field's, enter user name and password, if you need auto-generated password click on

auto-generated password link, then click on Create button.













Step 6 : After create user you can do delete, Edit, reset password and add to group.

Teams :Microsoft Dynamics CRM 2013 introduces new team management capabilities that are especially useful in

selling scenarios, where a team manages a particular opportunity.

Microsoft Dynamics CRM teams are a collection of users who can belong to the same or different business

units. Creation of a team facilitates easy sharing and also the ease of applying shared security roles to a

group versus individuals.

How to Create Microsoft Dynamic CRM Online Teams :


Then In navigation pane, click on Settings, then click on Administration and then click on Teams.

Step 2 : Click on New button for creating New team.













Step 3 : Enter the team name, select business unit, select administrator, then click on Save button.

Step 4 : After then you can manage team.

Connect : Click on connect button to connect anther user.

Delete : Delete this team.

Reassign Records : select user or team to assign all the record owned by the current user or team.

Manage Team Roles : What roles would like to apply to the team.

How to create Field Security Profile in MS Dynamics CRM online :Note : You can only set field level security on custom fields.


Then In navigation pane, click on Settings, then click on Administration and then click on Field Security

Profile.













Step 2 : Here you can see list of field security profile's, click on New button for create new Field Security.

Step 3 : Here Enter Name, and description, then click on Save button.

Step 3 : Then select Field Permissions, select field, then click on Edit button here open popup window in this

window you can set permission then click on button.













Step 4 : If you need to add User or Team, click on User or Team it available left side in this panel. here you

can see permission has changed. then click on Save and Close button.

For Add User and Team :

1. Click on User, then click on Add for add existing user.













2. Click on team for add Team.

Modify Field Security :

Step 1 : Login into your Microsoft Dynamics CRM online account.

Then In navigation pane, click on Settings, then click on Administration and then click on Field Security

Profile.

Step 2 : Select Field security Profile.













Step 3 : Click on Field Permission, then double click on filed name.

Step 4 : Here you can modify field level security, then click on ok button.

Step 5 : Then click on Save and close button.













Key Facts about Field Level security :

Every field level security profile will include all fields with field level security enabled.

System Admin is has all privileges on all field level security fields, the user has a System

Administrator field security profile where all values are set to yes and will be for any fields checked

for field level security.

Enabling or disabling of field level security by setting the IsSecured attribute cannot be audited.

when you turn on field level security for a field, it will automatically be added to all Field Level

security roles with Read, Create and Update all set to No.

You cannot delete the System Administrator field level security profile.

New field level security fields can only be seen by users with the System Administrator role, so you

have to go and configure the field level security privileges.

You can only set field level security on custom fields.

Fields that are ticked for field level security will be added to field security profiles but with Read,

Update, Create all set to No, so you must go in to configure.

Every field enabled for field level security is added to all field level security profiles.

users/teams can be added to more than one field level security profile.

*** asterisks show even if the field is null/blank. *** asterisks show if a user does not have read access to a field.










Documents

MS Dynamics CRM Module-6(Configuring Field Security)