Setting Up Hierarchy Security in Microsoft Dynamics CRM

Objective:

 In this article, we will walk you through the process of setting up Hierarchy Security in Microsoft Dynamics CRM. To configure hierarchy security, you must have an Administrator security role.

Enabling Hierarchy Security

Hierarchy security is disabled by default in Dynamics CRM. To enable it, follow these steps:

1. Navigate to Settings
   • Go to Settings > Security.

Enable Hierarchy Modelling

• Choose Hierarchy Security and select Enable Hierarchy Modelling.

Once hierarchy modelling is enabled, you need to select the type of hierarchy you wish to use:

• Manager Hierarchy
• Custom Position Hierarchy

By default, all system entities are enabled for hierarchy security, but you can exclude specific entities if necessary.

The Hierarchy Security window will look like this:

Setting Depth in Hierarchy Security

• Depth controls how many levels deep a manager has read-only access to their reports’ data.
  For example, setting the depth to 3 allows a manager to access records for their own accounts and their direct reports’ accounts.

If you’re logged in as the VP of Sales, you’ll be able to view only active accounts for your direct reports. However, an Administrator can view all accounts regardless of the hierarchy.

Setting Up Manager and Position Hierarchies

Manage Hierarchy:

Using the Manager field (ParentSystemUserID) in the system user record, you can easily create the manager hierarchy. The Manager lookup field specifies the manager of the user.

Position Hierarchy:

• If a Position Hierarchy is already set up, you can assign a user to a specific position within that hierarchy. For example, a salesperson might hold the sales position in the position hierarchy and report to the sales manager in the manager hierarchy.

By defining both the Manager Hierarchy and the Position Hierarchy, you can create a structured security model that allows for the appropriate access and control over data based on the user’s position in the hierarchy.

Position hierarchy:

1. Go to Settings > Security.

2. Choose Positions

3. Clicking Positions will take you to following window. Where you can create new Position and also see existing Positions already created.

Performance considerations

To boost the performance, we recommend:

• Limit the number of users under a manager or position to no more than 50. You may have more than 50 users under a manager or position in your hierarchy, but you can limit the effective number of users under a manager or position to 50 users or fewer by using the Depth setting to decrease the number of levels for read-only access.
• For more complicated situations, combine hierarchy security models with other security models already in place. Reduce the number of business units you create and add hierarchy security instead of creating a lot.

Readmore : parent child units and security in dynamics crm

FAQs on Setting Up Hierarchy Security in Microsoft Dynamics CRM