Security Roles in Microsoft Dynamics CRM, and how do they impact data access.

Objective:

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Security Role:

In today's business and technology world, data security is essential. Microsoft Dynamics 365 plays a vital role in managing customer relationships, finances, operations, and more. To ensure data integrity and confidentiality in Dynamics 365, it is important to understand and implement various security measures.

Security roles in Dynamics 365 are like virtual keys that determine who has access to certain areas and data in the system. These roles determine the level of access a user has, from read-only access to full control over entities and records. By properly managing security roles, organizations can protect sensitive information, maintain compliance, and control access to critical business processes.

A user can perform a variety of security roles. Security role permissions are optional. A user is given permission for each task assigned to them.

How to Find:

You can find the Security Role in dynamic 365 on following location.

1. Click on Advanced setting

2. When you click the “Security Roles” then new window will open which will list the available security role in the Organization

MS Dynamics 365 CRM provides three types of security:

• Role-based security
• Record based security
• Field level security

Role-based security:?

Gives a specific set of permissions to users in Dynamics CRM.

For example: If we want all users with the Account Manager security role to have read, write, and delete permissions to all Lead records, but users with the Account Manager security role to have read permissions to the Leads they have permissions to, Role-based security helps to achieve this.

Record-based security:

Manage user permissions for individual records within the CRM.

For instance: If you need to limit access to case records to a specific group of users, record-level security can be configured to enforce these restrictions.

Field level security: Allow or restrict access to specific fields for entities in Dynamics CRM.?

For example: If we want a group of users to see certain fields on a Lead entity (such as Number of Credits), field-based security can hide or show those fields on a user-by-user basis.

Security Roles in Dynamics CRM:

In Dynamics, different security areas are implemented based on the level of data access that is specified. They define permissions and access levels for various entities in CRM. Each security role is divided into eight sections. They are the main entities of record keeping, sales, service, marketing, business management, service management, customization, and custom entities.

The list of default security roles available in CRM are:

System Administrator: The System Administrator role is the highest level of access in Dynamics 365.? System administrators are typically responsible for system configuration and user management.

When click on the System Administrator role it will have following view.

System Customizer: The System Customizer role provides advanced customization capabilities within the application, enabling users to modify entities, forms, and views. However, its permissions are more restricted compared to the System Administrator role, which grants full out-of-the-box access to all system entities.

Department-Specific Roles (Sales, Customer Service, and Marketing Roles): Microsoft Dynamics 365 includes dedicated security roles for each department—such as Sales, Customer Service, and Marketing—that are designed to align with the responsibilities of each group. For example, sales personnel can access leads and location data without exposure to financial information.

Security Roles Privileges:

In Dynamics 365, a user’s security role defines a set of privileges that control what actions can be performed on various records and entities. Here’s an overview of the typical privileges:

Create: Permits users to generate new records within a specific entity. For instance, a salesperson with the "Create" privilege on the Opportunity entity can initiate new sales opportunities.

Read: Allows users to view records and their details. Modification of these records, however, requires additional privileges.

Write: Empowers users to update or edit existing records, including making changes to individual fields and making changes to record information.

Delete: Enables users to remove records from an entity, provided they have the appropriate permissions.

Append: Allows users to associate an existing record from one entity with a record from another. For example, linking / associated a contact to an account.

Append To: The counterpart to the Append privilege, this permits a record to be associated with another record where the user holds the “Append To” permission.

Assign: Provides the ability to reassign records to other users or teams, a function typically utilized by managers or team leads.

Share: Allows users to grant access to records they own to other users or teams, facilitating collaborative work on shared data.

Security Roles Level of Access:

Within the security role settings, a colored circle indicates the access level assigned to a particular permission. These access levels define the extent to which a user’s permissions apply across the organization’s business unit hierarchy. The accompanying table (not shown here) lists these access levels, starting from the highest level of access down to the lowest.

None: No privileges are assigned.

User (Basic): Privileges apply only to records owned by the individual user and their team to which the user belongs.

Business Unit (Local): Access is granted to records owned by the business unit to which the user belongs.

Parent (Deep): Privileges extend to records owned by the users parent business unit as well as those in its subordinate business units.

Organization (Global): Grants access to all records across the organization, regardless of record ownership.