Microsoft Dynamics CRM introduced Access Teams functionality in the 2013 version. Although Dynamics CRM offers a very granular and robust security model, there was a need to grant access to the objects (records) on an ad-hoc basis. This functionality basically allows the administrator to form or dissolve teams that can work on the specified record of a specified type with higher privileges than what their respective Security Role authorizes them for.
Once the Access Team functionality has been configured for a record type (or entity) users will just have to manage the membership of the Access Team to grant or revoke access, this can be managed from the entity form itself. This enables business users to quickly grant privileges to the users (who normally are not allowed to access that record) to access the record and perform operations. Users can also revoke access to the record based on the need by just removing the user from the Access Team.
Step-by-Step Guide to Configure Access Teams
Consider a scenario where as an administrator you have been requested that there is a need to authorize users from different business units to work together on a record type to deliver an outcome and not everyone (in those business units) should be allowed access.
The security model does not allow the users of all business units to have full access to the Account entity. It has been decided by CRM administration team to configure Access Team functionality for the Account entity.
Step 1: Click the ‘Settings’ area from the main navigation.
Step 2: Click ‘Customizations’ under ‘Settings’.
Step 3: Click ‘Customize the System’ under ‘Customizations’.
Step 4: Step 3 will open up the base solution of the CRM system. Now click the ‘Account’ entity.
Step 5: Click ‘Access Teams’ to enable the functionality on the ‘Account’ entity.
Step 6: Now that ‘Access Teams’ functionality has been enabled on the entity, now click ‘Save’ to proceed.
Step 7: Go back to the ‘Settings’ area and click ‘Security’ subarea to configure the Access Team.
Step 8: Click ‘Access Team Templates’.
Step 9: Click ‘New’ to create a new access team template for the ‘Account’ entity.
Step 10: Fill in the details as shown below. For simplicity all privileges have been assigned to this access team template, you can alternatively assign the privileges based on the business requirements.
Step 11: Now that we have created an ‘Access Team Template’ for the ‘Account’ entity. We will now add a sub-grid on the ‘Account’ entity form so that it is easier for the users to add or remove members from the Access Team.
Double click the main form (as shown below).
Step 12: Click ‘Sub-Grid’ under the ‘Insert’ tab.
Step 13: Fill in the details. Please ensure that ‘All Record Types’ is selected as shown below. Click ‘Set’ after filling all the details.
Step 14: Click ‘Save and Close’ to proceed.
Step 15: Click ‘Publish’ to apply all the changes.
Step 16: Now open up the Account form to verify the sub-grid named ‘Project Team’ to be there on the form.
Step 17: Now click the ‘+’ button at the top and select the users to be added as project team members.
Step 18: Verify
that the selected users are added as Project team members.