Field level security

 

Updated: November 28, 2016

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

Record-level permissions are granted at the entity level, but you may have certain fields associated with an entity that contain data that is more sensitive than the other fields. For these situations, you use field level security to control access to specific fields.

The scope of field level security is organization-wide and applies to all data access requests including the following:

  • Data access requests from within a client application, such as web browser, mobile client, or Microsoft Dynamics 365 for Outlook.

  • Web service calls using the Microsoft Dynamics 365 SDK (for use in plug-ins, custom workflow activities, and custom code)

  • Reporting (using Filtered Views)

Field level security is available for the default fields on most out-of-box entities, custom fields, and custom fields on custom entities. Field level security is managed by the security profiles. To implement field level security, a system administrator performs the following tasks.

  1. Enable field security on one or more fields for a given entity.

  2. Associate one more existing security profiles, or create one or more new security profiles to grant the appropriate access to specific users or teams.

A security profile determines the following:

  • Permissions to the secure fields

  • Users and Teams

A security profile can be configured to grant user or team members the following permissions at the field level:

  • Read. Read-only access to the field’s data.

  • Create. Users or teams in this profile can add data to this field when creating a record.

  • Update. Users or teams in this profile can update the field’s data after it has been created.

A combination of these three permissions can be configured to determine the user privileges for a specific data field.

System_CAPS_importantImportant

Unless one or more security profiles are assigned to a security enabled field, only Microsoft Dynamics 365 users with the system administrator security role will have access to the field.

Imagine you company’s policy is that sales members should have different levels of access to contact mobile phone numbers as described here.

User or Team

Access

Vice presidents

Full. Can create, update, and view mobile phone numbers for contacts.

Sales Managers

Read-only. Can only view mobile phone numbers for contacts.

Salespersons and all other Dynamics 365 users

None. Cannot create, update or view mobile phone numbers for contacts.

To restrict this field, you would perform the following tasks.

Secure the field.

  1. Go to Settings > Customizations.

  2. Click Customize the System.

  3. Click Entities > Contact > Fields.

  4. Click mobilephone, click Edit.

  5. Next to Field Security, click Enable, click Save and Close.

  6. Publish the customization.

Configure the security profiles.

  1. Create the field security profile for sales managers.

    1. Go to Settings > Security.

    2. Click Field Security Profiles.

    3. Click New, enter a name, such as Sales Manager access contact mobile phone, and click Save.

    4. Click Users, click Add, select the users that you want to grant read access to the mobile phone number on the contact form, and then click Add.

      System_CAPS_tipTip

      Instead of adding each user, create one or more teams that include all users that you want to grant read access.

    5. Click Field Permissions, click mobilephone, click Edit, select Yes next to Allow Read, and then click OK.

  2. Create the field security profiles for vice presidents.

    1. Click New, enter a name, such as VP access contact mobile phone, and click Save.

    2. Click Users, click Add, select the users that you want to grant full access to the mobile phone number on the contact form, and then click Add.

    3. Click Field Permissions, click mobilephone, click Edit, select Yes next to Allow Read, Allow Update, and Allow Create, and then click OK.

  3. Click Save and Close.

Any Dynamics 365 users not defined in the previously created field security profiles will not have access to the mobile phone field on contact forms or views. The field value displays Lock icon for Dynamics CRM ********, indicating that the field is secured.

Every field in the system contains a setting for whether field security is allowed. You can view this in the Customizations area of the web application. There are thousands of attributes that can be secured, so there are two easier ways to look for this information. To view the entity metadata for your organization, install the Metadata Browser solution described in MSDN: Browse the Metadata for Your Organization. You can also view the metadata for an uncustomized organization in the Microsoft Office Excel file called EntityMetadata.xlsx included in the top-level folder of the SDK. Download the Microsoft Dynamics CRM SDK

When you use calculated fields that include a field that is secured, data may be displayed in the calculated field to users that don’t have permission to the secured field. In this situation, both the original field and the calculated field should be secured.

Some data, such as addresses, are actually made up of multiple fields. Therefore, to completely secure data that includes multiple fields, such as addresses, you must secure and configure the appropriate field security profiles on multiple fields for the entity. For example, to completely secure addresses for an entity, secure all relevant address fields, such as address_line1, address_line2, address_line3, address1_city, address1_composite, and so on.

When a system administrator implements security for particular fields or records, it can affect the data that’s synchronized between Microsoft Dynamics 365 and Outlook, including the inability to push data to the user running Dynamics 365 for Outlook. Before you secure a field, consider how it may affect your users that are running Dynamics 365 for Outlook. More information: How field security affects synchronization between Dynamics 365 and Dynamics 365 for Outlook

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