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D365 Security: Business Units and Access Teams

  • 1.  D365 Security: Business Units and Access Teams

    GOLD CONTRIBUTOR
    Posted Aug 04, 2020 09:02 AM
    I have a very transparent CRM for our Sales Teams.  We have an inside sales team being added but we only want them to have access to certain Accounts: about 15.

    Should I create a Separate Business Unit for the Inside Sales or an Access team with access to the 15 accounts?

    I know I can limit what they can do and what they can see with forms and Security Roles.  However, I don't want to limit what they see among their own coworkers.
    Please advise.
    TIA,
    Jill V

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    Jill Vari
    Dynamics 365 CRM Business Analyst
    Servicelink
    Moon Township PA
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    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 2.  RE: D365 Security: Business Units and Access Teams

    D365UG/CRMUG ALL STAR
    Posted Aug 04, 2020 09:13 AM
    Do your team members move around often? If so, Access Teams may be a good fit. If it's the same people owning the same records and you simply need to share access with select Accounts, it's probably easier to use the OOB "Share" functionality and business unit structures that are appropriate for your users.

    Microsoft documentation does a really good job of describing some use cases for either - perhaps it will help you discover which use is best for you! https://docs.microsoft.com/en-us/dynamics365/customerengagement/on-premises/developer/use-access-teams-owner-teams-collaborate-share-information

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    Heidi Neuhauser
    Director, CRM Projects
    Reenhanced
    Green Lane PA
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    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 3.  RE: D365 Security: Business Units and Access Teams

    GOLD CONTRIBUTOR
    Posted Aug 06, 2020 05:33 PM
    I second what @Heidi Neuhauser has said. With so few accounts, you certainly have some options as mentioned, including creating Access Teams or using the "Share" functionality. Referencing the same MS documentation, you can enable auto-generated custom access teams to accomplish this as another option. This requires a little bit of set up but is pretty neat. By setting these up, you can add someone as a "connection" with a specific connection role category such as Inside Sales and they will now be granted specific access to that record. It does this by creating an access team for that record in the background and anyone connected with particular connection roles will be added (or removed) from accessing that record.

    Natively this is done on the Opportunity with any of the Sales Team connection roles, and we leverage this within our tenant to share access with those working on records outside their typical access levels.

    One note, though, is that the users will need basic access to the entity itself.

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    Chad Althaus
    Bray International, Inc.
    Houston TX
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    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


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