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Subject: Displaying Views by Security Role - CRM 2016

  • CRM 2016

1.  Displaying Views by Security Role - CRM 2016

Posted 05-18-2017 08:46 AM
We are currently using Dynamics CRM 2016 online, and we have several entities that contain a large number of views. As most of the views are designed for specific job functions within our organization, we would like to make it easier for our users to find the views that pertain to their job function. Unfortunately, it doesn't appear that you can limit the views that a user sees by security role, like you can with forms. Does anyone know of an easy way to limit the views a user sees based on their security role? We considered creating all of our views as personal views, and then sharing them with job function based teams, but the continuing maintenance of the teams (as users change jobs and as new users come on board) seems like it could be a nightmare. Does anyone have any other suggestions?

Scott Grimes
Hobart / ITW
Troy OH

2.  RE: Displaying Views by Security Role - CRM 2016

Posted 05-18-2017 09:36 AM
My only simple suggestion is the one you've already come up with - make them all personal views and share as needed.

If you're feeling particularly adventurous, you could check this out:


Dave Ireland
Director, Technical Services
SS&C Salentica
Toronto, Canada

3.  RE: Displaying Views by Security Role - CRM 2016

Posted 05-18-2017 11:20 AM
We are doing just as you said for both views and dashboards - creating personal views and and sharing out. We share views and dashboards to teams rather than individuals which helps keep maintenance of the views and dashboards low as what a user sees is based on the team they belong to.

Diane Taylor
CRM Project Lead Manager
Synergy Credit Union
Lloydminster, SK Canada
CRM 2016 On-premise

4.  RE: Displaying Views by Security Role - CRM 2016

Posted 05-19-2017 12:13 PM
Hi Scott,

When you upgrade to Dynamics 365, you could use the App Module to create Apps for each of your user roles. 

With the introduction of Apps, this means you can easily create a highly-targeted app that shows only those areas of CRM you want them to see. You can choose which entities, views, charts and dashboards are available just for that role.

Best of all these apps are created using drag and drop functionality and no add-ins or plugins - yes, that means with NO CODE.


Mike Hammons
AKA Enterprise Solutions
Atlanta GA

5.  RE: Displaying Views by Security Role - CRM 2016

Posted 05-22-2017 08:43 AM
I came across this article that I had stashed in my archive. I'm not sure if it will work for CRM 2016 and above. So, I recommend testing this in a Sandbox instance first.

> Assigning System Views - PowerObjects
Microsoft Dynamics CRM | PowerObjects remove preview
Assigning System Views - PowerObjects
Have you ever had a request to assign system views based off of security roles? This is not an out of the box function of CRM 2013, but the following tool from codeplex makes this a reality: First, download the RolebasedViews_managed and RolebasedViews_executables zip files from codeplex.
View this on Microsoft Dynamics CRM | PowerObjects >

Aaron Back, MCP, MCP | Team Lead, IT | CareSource | Dayton, OH
CRMUG Board Member
CRMUG Chapter Leader - Cincinnati, Ohio