Customer Engagement & Dynamics CRM Forum

Our Corporate Recruiter is planning to start using D365 to capture his recruiting data and activities.  I've set up a section on the Contact form titled Recruiting and added the fields he needs.  I'm planning to enable field security on them so only he can see the data entered.  The last part I'm struggling with, is how best to allow him to create activities, without allowing everyone else to see them.  I've considered modifying the Associated Activities view to exclude his owned records, then creating a separate view for him to use called Recruiting Activities.  But I'm worried that users can really just change the Associated Activities view to something else like Closed Activities and then see his records.  Is there any way to actually hide his activities from the rest of the company?  Maybe put him in a different business unit?  Right now all users are in the same one. 

Any ideas are welcome!

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Jennifer (Norton) Coville
Harden
Jacksonville FL
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I've done this in the past a bunch of times...you can create a team in another business unit and assign the activities to that team. All of the users can see activities within their business unit (which includes the Corporate Recruiter) but not the ones assigned to the "BLACK OPS" team.

Again, this solution works in case you still need to some activities from the recruiter but not all.

If the users don't need to see the activities of the corporate recruiter at all then I wouldn't create a team and I would just place the recruiter on his/her own Business Unit and adjust security accordingly.

Good Luck!

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Gus Gonzalez
8x Microsoft MVP, CRMUG All-Star
CEO, Elev8 Solutions
------------------------------

Original Message:
Sent: Feb 21, 2020 12:47 PM
From: Jennifer Norton
Subject: Confidential Activities

Our Corporate Recruiter is planning to start using D365 to capture his recruiting data and activities.  I've set up a section on the Contact form titled Recruiting and added the fields he needs.  I'm planning to enable field security on them so only he can see the data entered.  The last part I'm struggling with, is how best to allow him to create activities, without allowing everyone else to see them.  I've considered modifying the Associated Activities view to exclude his owned records, then creating a separate view for him to use called Recruiting Activities.  But I'm worried that users can really just change the Associated Activities view to something else like Closed Activities and then see his records.  Is there any way to actually hide his activities from the rest of the company?  Maybe put him in a different business unit?  Right now all users are in the same one.

Any ideas are welcome!

------------------------------
Jennifer (Norton) Coville
Harden
Jacksonville FL
------------------------------

Thanks, Gus!  This is perfect actually because I also have some executives that would like to see his recruiting activities.  So my solution is to create a second business unit, create a team within that unit, add the recruiter and the executives to that team.  Verify that their security role only allows visibility to business unit activities.  Does that sound right?

------------------------------
Jennifer (Norton) Coville
Harden
Jacksonville FL
------------------------------

Original Message:
Sent: Feb 24, 2020 09:07 AM
From: Gus Gonzalez
Subject: Confidential Activities

I've done this in the past a bunch of times...you can create a team in another business unit and assign the activities to that team. All of the users can see activities within their business unit (which includes the Corporate Recruiter) but not the ones assigned to the "BLACK OPS" team.

Again, this solution works in case you still need to some activities from the recruiter but not all.

If the users don't need to see the activities of the corporate recruiter at all then I wouldn't create a team and I would just place the recruiter on his/her own Business Unit and adjust security accordingly.

Good Luck!

------------------------------
Gus Gonzalez
8x Microsoft MVP, CRMUG All-Star
CEO, Elev8 Solutions

Original Message:
Sent: Feb 21, 2020 12:47 PM
From: Jennifer Norton
Subject: Confidential Activities

Our Corporate Recruiter is planning to start using D365 to capture his recruiting data and activities.  I've set up a section on the Contact form titled Recruiting and added the fields he needs.  I'm planning to enable field security on them so only he can see the data entered.  The last part I'm struggling with, is how best to allow him to create activities, without allowing everyone else to see them.  I've considered modifying the Associated Activities view to exclude his owned records, then creating a separate view for him to use called Recruiting Activities.  But I'm worried that users can really just change the Associated Activities view to something else like Closed Activities and then see his records.  Is there any way to actually hide his activities from the rest of the company?  Maybe put him in a different business unit?  Right now all users are in the same one.

Any ideas are welcome!

------------------------------
Jennifer (Norton) Coville
Harden
Jacksonville FL
------------------------------

I implemented a solution like what Gus described. We have a team of users that track special Stakeholder activities. These Stakeholder managers are members of a team in a different Business unit. They have access to view each other's activities but other people outside the team cannot see their activities. ​The users also can create activities that are shared with the whole organization when needed.

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Allison Briden
Business Systems Analyst
Energy Trust of Oregon
Portland OR
------------------------------

Original Message:
Sent: Feb 24, 2020 11:13 AM
From: Jennifer Norton
Subject: Confidential Activities

Thanks, Gus!  This is perfect actually because I also have some executives that would like to see his recruiting activities.  So my solution is to create a second business unit, create a team within that unit, add the recruiter and the executives to that team.  Verify that their security role only allows visibility to business unit activities.  Does that sound right?

------------------------------
Jennifer (Norton) Coville
Harden
Jacksonville FL

Original Message:
Sent: Feb 24, 2020 09:07 AM
From: Gus Gonzalez
Subject: Confidential Activities

I've done this in the past a bunch of times...you can create a team in another business unit and assign the activities to that team. All of the users can see activities within their business unit (which includes the Corporate Recruiter) but not the ones assigned to the "BLACK OPS" team.

Again, this solution works in case you still need to some activities from the recruiter but not all.

If the users don't need to see the activities of the corporate recruiter at all then I wouldn't create a team and I would just place the recruiter on his/her own Business Unit and adjust security accordingly.

Good Luck!

------------------------------
Gus Gonzalez
8x Microsoft MVP, CRMUG All-Star
CEO, Elev8 Solutions

Original Message:
Sent: Feb 21, 2020 12:47 PM
From: Jennifer Norton
Subject: Confidential Activities

Our Corporate Recruiter is planning to start using D365 to capture his recruiting data and activities.  I've set up a section on the Contact form titled Recruiting and added the fields he needs.  I'm planning to enable field security on them so only he can see the data entered.  The last part I'm struggling with, is how best to allow him to create activities, without allowing everyone else to see them.  I've considered modifying the Associated Activities view to exclude his owned records, then creating a separate view for him to use called Recruiting Activities.  But I'm worried that users can really just change the Associated Activities view to something else like Closed Activities and then see his records.  Is there any way to actually hide his activities from the rest of the company?  Maybe put him in a different business unit?  Right now all users are in the same one.

Any ideas are welcome!

------------------------------
Jennifer (Norton) Coville
Harden
Jacksonville FL
------------------------------