Objective:
Here is this article we will see Security roles interact with field-level security to protect sensitive data in Microsoft Dynamics CRM.
Field-level Security:
Field-level security allows you to control access to specific fields in most out-of-the-box entities, as well as custom fields in both standard and custom entities. This access is managed through security profiles. To implement field-level security, a system administrator needs to:
- Enable field security for selected fields within an entity.
- Assign existing security profiles or create new ones to define appropriate access permissions for specific users or teams.
Users and Teams
A security profile allows you to control field-level permissions for users or team members. These permissions include:
- Read – Grants read-only access to the field’s data.
- Create – Allows users or teams to enter data into the field when creating a record.
- Update – Permits users or teams to modify the field’s data after the record has been created.
You can configure a combination of these permissions to define user access for a specific data field.
Set Up Field-level Security:
To create field level security following are the steps to follow.
- Go to Settings -> Customizations.
- Click Customize the System.
3 . Under Components, expand Entities, expand the entity that has the field you want to secure, and then click Fields.
4. In the list of fields, double-click the field you want to secure.
5. In the Field window, on the General tab, to the right of Field Security, specify whether to Enable or Disable security for the field. Here we have selected Credit Limit field on the account entity and set the Enabled Column Security check box checked.
6. Click Save or Save and Close.
7. When your customizations are complete, publish them:
8. To publish customizations for only the entity that you are currently editing, in the navigation pane, select the entity, and then click Publish.
9. To publish customizations for all unpublished entities at one time, in the navigation pane, click Entities, and then on the command toolbar, click Publish All Customizations.
Creating Field Security Profile:
After enabling field-level security for the Credit Limit field of account entity, next step is to define the security profile for the Credit Limit field.
- Go to Settings -> Security.
- Click Column Security Profile.
3. You will see following window opened, here you can see the existing Column Security Profile and you can create New Profile
4. Click the New Profile, you will see following window opened. Here you will enter Name and Description (Optional) for the new profile.
5. When clicked on Save button you will see the new created profile in the list “Account – Credit Limit”.
6.Click on the “Account – Credit Limit” field and it will take to next screen to edit.
7. Click on Credit Limit field and then click the Edit button at ribbon you will see new screen to show Permission for the field.
8. The Edit Field Security pop-up window will open. Select the permissions you want to assign to teams or users, then click OK. In this example, I want the group of users to be able to read the Credit Limit but not update or enter a brand-new value. Click on Save.
Add Users and Teams in Security Profile:
Here are the steps which you can follow to add the Users or Team in the field-level security profile
- We can add Teams or User by click on the “Team” or “User” tab at the following location. Here we will add Team.
2. When click on Teams tab it will open new window from you can click “Add Team” button at top which will open new window on right side. Here you can search the team which you want to add and then click Add.
3. Repeat steps if you would like to add multiple teams or users, and then choose Add. So, this is how to apply field-level security in a system field.
Conclusion
Field-level security in Microsoft Dynamics CRM is a powerful feature that allows organizations to protect sensitive data by controlling user access at the field level. By carefully assigning permissions through security profiles, businesses can ensure that only authorized users can view, edit, or create specific data fields. Implementing field-level security effectively enhances data protection, improves compliance, and reduces the risk of unauthorized access. With the right configurations, businesses can maintain a secure and efficient CRM system tailored to their operational needs
Readmore : Customize Security Roles to Specific Business Need in Microsoft Dynamics CRM.
Faq’s
Security roles define access to entities and records, while field-level security controls access to specific fields within an entity.
Yes, field-level security can be applied to both standard and custom fields in Microsoft Dynamics CRM.
Only system administrators or users with appropriate privileges can enable and manage field-level security settings.
