Granting Specific Record Access Using Teams in Microsoft Dynamics 365

Introduction

Managing security in Microsoft Dynamics 365 can be challenging, especially when granting access to specific records without altering a user’s overall security role. Fortunately, Teams in Dynamics 365 provide a flexible solution for this. By leveraging teams, you can grant access to records without modifying individual security roles. In this guide, we’ll explore how to use teams for record access control effectively.

Understanding Teams in Dynamics 365

Teams in Dynamics 365 can be categorized into two types:

1. Owner Teams

An Owner Team owns records and has security roles assigned to it. Users who are members of an owner team inherit access to records owned by that team based on the assigned security role.

2. Access Teams

An Access Team does not own records or have security roles. Instead, it provides users with specific access rights (such as read, write, or append) to individual records without affecting their overall security roles. Access teams are ideal for temporary or case-by-case access needs.

Steps to Grant Record Access Using Teams

1. Create a Team in Dynamics 365

To begin, create a team within Dynamics 365. You can choose between an Owner Team or an Access Team, depending on your requirements.

2. Assign Security Roles to Owner Teams

For Owner Teams, assign the necessary security roles. Users in the team will inherit permissions based on these roles, allowing them to access records owned by the team.

3. Enable Access Teams for Specific Entities

To use Access Teams, enable them for specific entities such as accounts, contacts, or opportunities. This can be configured in the entity settings.

• Access teams do not require security roles and do not impact user roles.
• They are best used for providing temporary or ad-hoc record access.
• Example: A sales team that needs access to a client record for a short period can be added to an access team.

4. Set Up an Access Team Template

To streamline record access, create an Access Team Template with predefined permissions such as read, write, share, append, or delete. This allows for quick and consistent team-based access management.

5. Add Users to the Team

Once the team structure is in place:

• Add users to an Owner Team to grant them access to all records owned by that team.
• Add users to an Access Team to provide them with specific access to certain records.

6. Manage Access via Teams Instead of Security Roles

By using teams for access control, you can avoid unnecessary changes to individual security roles. This keeps the security structure intact while providing flexible access control.

Benefits of Using Teams for Record Access

✔ Granular Control: Grant access to specific records without changing security roles.

✔ Flexibility: Easily add or remove users from teams without modifying core security settings.

✔ Efficiency: Reduce administrative overhead by using templates and predefined team structures.

✔ Security Compliance: Maintain a strict security model while enabling necessary access.

Conclusion

Using Teams in Microsoft Dynamics 365 is an effective way to manage record access without altering user security roles. Whether using Owner Teams for broader access or Access Teams for specific records, this approach enhances flexibility, security, and efficiency in managing Dynamics 365 permissions.

Implementing this strategy ensures your team members get the access they need—without compromising security policies.

Readmore: Common Mistakes When Setting Up Security Roles, Business Units, and Teams in Dynamics 365

FAQs on Granting Record Access Using Teams in Dynamics 365