Use Teams to Grant Record Access Without Role Changes

Objective:

                Here is this article we will see How can teams be used to grant specific record access without changing a user’s overall security role in Dynamic 365.

In Microsoft Dynamics 365, you can use teams to grant specific record access without modifying a user’s overall security role. Teams allow you to grant access at a more granular level by associating records with specific teams, rather than changing the user’s security roles. Here’s how it works:

Create a Team:

Start by creating a team in Dynamics 365, which can be either an owner team or an access team.

• Owner Team: This team owns records and has security roles, giving team members ownership-like access to those records.
• Access Team: This team doesn’t own records but grants its members access rights to specific records (like read, write, or append) without impacting their roles.

Assign Security Roles to Owner Teams: Assign security roles to owner teams, not individual users. Users who are part of an owner team inherit access to records owned by that team according to the assigned security role.

Enable Access Teams on Entities: Enable access teams for specific entities (like accounts or contacts). This can be done in the entity settings.

• Access teams don’t require security roles and don’t affect user roles. Instead, they’re used for providing ad-hoc record access.
• For example, if a sales team needs temporary access to a record, they can be added to an access team for that record.

Set Up an Access Team Template: Define an access team template to pre-configure access rights (like read, write, or share). You can then use this template to easily add teams to specific records without configuring permissions manually each time.

Add Users to the Access or Owner Team: Add users to the access or owner team as required. This will give them access to the records associated with the team, according to the team’s permissions.

Feature	Access Team	Owner Team
Security Role Required?	❌ No	✅ Yes
Record Ownership	❌ No	✅ Yes
Use Case	Temporary access to records	Long-term team-based access control

Manage Access Through Teams Rather than Roles: By managing access with teams, you avoid the need to adjust individual users’ security roles, and instead use teams to control access to specific records. This way, the users’ overall security permissions remain unchanged, while they still gain the access they need.

Using teams in this way allows flexibility in access control without modifying a user’s core permissions or security roles.

Readmore : security roles in microsoft dynamics crm and how do they impact data access

Conclusion:

Using teams in Microsoft Dynamics 365 offers a flexible way to manage record-level access without changing users’ security roles. Whether you need temporary access via Access Teams or more permanent control through Owner Teams, this method ensures better control and cleaner permission management.

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