Permissions and Rules to access Dynamic 365 Portal

Permissions and Rules

1. Getting Admin Permissions

  • After Successful login you require admin permissions to edit Portal for Administrators. To get admin permission you can navigate to following path in your Dynamics CRM
  • Portals –> Web Roles
  • It will open Web roles Page and the page will looks like below


  • Here click on administrator. It will open the information page of administrator.
  • Navigate to Portals –> administrator –> Contacts


  • Open associated view of Contact.


  • Click on Add Existing Contacts and select the contact to whom you want to provide admin permissions and save.
  • With this, admin permissions are provided to the contact successfully.

Web roles

  • Web roles are used to define a specific role for a contact/Account/User. Every contact can have multiple web roles and every web role can have multiple entity permissions.
  • Whenever we want to allow a contact to perform any special actions or operations then create a web role for that contact.


Name: Name of a web role.

Website: Website associated to web role.

Description: Description of a web role.

Authenticated Users Roles: If ‘Yes’ then this role will be the default role for all authenticated users.

Anonymous Users Role: If ‘Yes’ then this role will be the default role for all unauthenticated users.

Note: Only one Authenticated web role for authenticated users.

Creating New Web role:

  • Navigate to Portals –> Web roles the page look likes as below.


  • Here select the +New tab it will redirect to the New web role page, the page appears as below.


  • Provide the required data and click on Save/Save and close.
  • With this process a new web role is created. After web role creation then assign the contacts for that web role.

Assigning Web role to a contact:

  • Navigate to Portal –>Web roles
  • select the web role and navigate as shown below.


  • Select Contacts It will open page as below


  • click on ADD EXISTING CONTACT and add the contact. With this web role is assigned to that contact.


3. Entity Permissions

  • Entity permissions are used to define the access levels for an entity. We will add this entity permissions to web roles.
  • To create an entity permission navigate to following Portals –> Entity Permissions. It will opens the entity permissions page. The page will visible as down.


  • To create a new entity permissions click on +New tab it will redirect to New Entity Permissions page as shown below.



Name: This will represents the name of the entity permission.

Entity Name: Name of the entity on which we want to create entity permissions.

Website: Select website on which we want to add this entity permissions.

Scope: Scope will decides the access level of entity. Entity permissions will support five types of scopes they are:

a. Global: If we take entity permission scope as global then the entity can be accessed by all the contacts in that web role.

b. Contact: If the scope is contact then we can access current user’s contact related records only. Relationship we will create within the CRM.

c. Account: Scope is account than we can access the current user’s parent account records through a relationship that was defined in CRM.

d. Self: If scope is self then we can access only the current logged in user’s contact.

e. Parent: Grant privileges to the entity record through the chain of its parent permissions' relationships.

è Child Entity Permissions: To Display Notes (Annotations) for Contacts then Annotation entity permission should given here.


4. Publishing State Transition Rules

  • Publishing state transition rules are used to restrict the publishing state changes. Publishing state transition has web role. Only the contacts available in that web role only have permissions to change the publishing state of webpages….etc,
  • Navigate to Portals –> Publishing state transition rules it will open page like below.


  • select +New it will open New Publishing State Transition Rules page this will look like below.



Name: Name for the publishing state transition rule.

Website: Web site name

From state: Provide from state.

To state: Provide to state.

Web roles: Add web roles to which we want to provide publishing state changes permissions.

Using publishing state transition rules we can restrict publishing state changes to a particular contacts.

5. Website Access Permission Rules

  • Website access permission rules are set of rules confined to web roles. These rules permits the user to front side editing.
  • Navigate to Portals –> Website access permission rules. It will open page like below


  • click on +New it will open new website access permission rules



Name: Name for website access permission rule.

Website: Website to which we want to add permission rules,

Manage Content Snippets: If checked then it will allow the user to manage content snippets from front side portal.

Manage Site Markers: If checked then user can manage the site markers from front side of portal.

Manage Web Link Sets: If checked then user can manage web link sets.

Preview Unpublished Entities: If checked then user can see the unpublished entities from front side portal.

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