Security roles and privileges

 

Updated: November 28, 2016

Applies To: Dynamics 365 (online), Dynamics 365 (on-premises), Dynamics CRM 2016, Dynamics CRM Online

To control data access, you must set up an organizational structure that both protects sensitive data and enables collaboration. You do this by setting up business units, security roles, and field security profiles.

A security role defines how different users, such as salespeople, access different types of records. To control access to data, you can modify existing security roles, create new security roles, or change which security roles are assigned to each user. Each user can have multiple security roles.

Security role privileges are cumulative: having more than one security role gives a user every privilege available in every role.

Each security role consists of record-level privileges and task-based privileges.

Record-level privileges define which tasks a user with access to the record can do, such as Read, Create, Delete, Write, Assign, Share, Append, and Append To. Append means to attach another record, such as an activity or note, to a record. Append to means to be attached to a record. More information: Record-level privileges

Task-based privileges, at the bottom of the form, give a user privileges to perform specific tasks, such as publish articles or perform a mail merge.

The colored circles on the security role settings page define the access level for that privilege. Access levels determine how deep or high in the organizational business unit hierarchy the user can perform the specified privilege. The following table lists the levels of access in Microsoft Dynamics 365, starting with the level that gives users the most access.

Access level global

Global. This access level gives a user access to all records in the organization, regardless of the business unit hierarchical level that the instance or the user belongs to. Users who have Global access automatically have Deep, Local, and Basic access, also.

Because this access level gives access to information throughout the organization, it should be restricted to match the organization's data security plan. This level of access is usually reserved for managers with authority over the organization.

The application refers to this access level as Organization.

Access level deep

Deep. This access level gives a user access to records in the user's business unit and all business units subordinate to the user's business unit.

Users who have Deep access automatically have Local and Basic access, also.

Because this access level gives access to information throughout the business unit and subordinate business units, it should be restricted to match the organization's data security plan. This level of access is usually reserved for managers with authority over the business units.

The application refers to this access level as Parent: Child Business Units.

Access level local

Local. This access level gives a user access to records in the user's business unit.

Users who have Local access automatically have Basic access, also.

Because this access level gives access to information throughout the business unit, it should be restricted to match the organization's data security plan. This level of access is usually reserved for managers with authority over the business unit.

The application refers to this access level as Business Unit.

Access level basic

Basic.

This access level gives a user access to records that the user owns, objects that are shared with the user, and objects that are shared with a team that the user is a member of.

This is the typical level of access for sales and service representatives.

The application refers to this access level as User.

Access level none

None. No access is allowed.

System_CAPS_importantImportant

To ensure that users can view and access all areas of the web application, such as entity forms, the nav bar, or the command bar, all security roles in the organization must include the Read privilege on the Web Resource entity. For example, without read permissions, a user won’t be able to open a form that contains a web resource and will see an error message similar to this: “Missing prvReadWebResource privilege.” More information: Create or edit a security role

Dynamics 365 has eight different record-level privileges that determine the level of access a user has to a specific record or record type.

Privilege

Description

Create

Required to make a new record. The records that can be created depends on the access level of the permission defined in your security role.

Read

Required to open a record to view the contents. The records that can be read depends on the access level of the permission defined in your security role.

Write

Required to make changes to a record. The records that can be changed depends on the access level of the permission defined in your security role.

Delete

Required to permanently remove a record. The records that can be deleted depends on the access level of the permission defined in your security role.

Append

Required to associate a record with the current record. For example, if a user has Append rights on an opportunity, the user can add a note to an opportunity. The records that can be appended depends on the access level of the permission defined in your security role.

Append To

Required to associate the current record with another record. For example, a note can be attached to an opportunity if the user has Append To rights on the note. The records that can be appended to depends on the access level of the permission defined in your security role.

Assign

Required to give ownership of a record to another user. The records that can be assigned depends on the access level of the permission defined in your security role.

Share

Required to give access to a record to another user while keeping your own access. The records that can be shared depends on the access level of the permission defined in your security role.

The owner of a record or a person who has the Share privilege on a record can share a record with other users or teams. Sharing can add Read, Write, Delete, Append, Assign, and Share privileges for specific records.

Teams are used primarily for sharing records that team members ordinarily couldn't access. More information: Manage security, users, and teams

It’s not possible to remove access for a particular record. Any change to a security role privilege applies to all records of that record type.

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