Security Roles in Dynamics 365

Why we use security roles?

To control data access, you must set up an organizational structure that both protects sensitive data and enables collaboration. You do this by setting up business units, security roles, and field security profiles

Security roles

  • A security role defines how different users, such as salespeople, access different types of records.
  • To control access to data, you can modify existing security roles, create new security roles, or change which security roles are assigned to each user.
  • Each user can have multiple security roles.
  • Each security role consists of two types

                   Record-level privileges

                  Task-based privileges.

Record-level privileges:

  • Define which tasks a user with access to the record can do, such as Read, Create, Delete, Write, Assign, Share, Append, and Append To. Append means to attach another record, such as an activity or note, to a record. Append to means to be attached to a record.
  • Dynamics 365 has eight different record-level privileges that determine the level of access a user has to a specific record or record type.

Create: Required to make a new record.

Read: Required to open a record to view the contents

Write: Required to make changes to a record

Delete : Required to permanently remove a record

Append: Required to associate a record with the current record

Append to : Required to associate the current record with another record

Assign: Required to give ownership of a record to another user.

Share: Required to give access to a record to another user while keeping your own access.

clip_image002

Task-based privileges,

  • At the bottom of the form, give a user privileges to perform specific tasks, such as publish articles or perform a mail merge.
  • The colored circles on the security role settings page define the access level for that privilege. Access levels determine how deep or high in the organizational business unit hierarchy the user can perform the specified privilege.
  • The following table lists the levels of access in Microsoft Dynamics 365, starting with the level that gives users the most access.

clip_image004

 

clip_image005  This access level gives a user access to all records in the organization, regardless of the business unit hierarchical level that the instance or the user belongs to.

  • Users who have Global access automatically have Parent Child Business units, Business Unit, and user level access also.
  • Because this access level gives access to information throughout the organization, it should be restricted to match the organization's data security plan.

 

clip_image006

  • This access level gives a user access to records in the user's business unit and all business units subordinate to the user's business unit.
  • Users who have Deep access automatically have Local and Basic access, also.
  • Because this access level gives access to information throughout the business unit and subordinate business units, it should be restricted to match the organization's data security plan. This level of access is usually reserved for managers with authority over the business units.

 

clip_image007 This access level gives a user access to records in the user's business unit.

  • Users who have Local access automatically have Basic access, also.
  • Because this access level gives access to information throughout the business unit, it should be restricted to match the organization's data security plan. This level of access is usually reserved for managers with authority over the business unit.

clip_image008 This access level gives a user access to records that the user owns, objects that are shared with the user, and objects that are shared with a team that the user is a member of.

  • This is the typical level of access for sales and service representatives.

 

clip_image009 No access is allowed

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