Microsoft Dynamics® CRM Training
Process Configuration Privileges
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In Microsoft Dynamics CRM, Security Roles determine the privileges granted to users in the organization. In other words, they determine what a user can and cannot do in the system.
The December 2012 Service Update introduced new flow forms for Account, Case, Contact, Lead, and Opportunity entities. A feature of the flow forms is the Process Bar for the Case, Lead, and Opportunity entities. It helps keep records on point and allows users to easily track their progress towards completion or closing.
Along with these features, new privileges were added to all Security Roles. The Process Configuration privilege directly affects how users interact with the new flow forms and the Process Bar.
The read privilege for the Process Configuration impacts a user’s ability to interact with the Process Bar. By default, all Security Roles that require access to work with the Process Bar automatically have that privilege. For example, a user with the Salesperson Security Role needs to work with Leads and Opportunities. Therefore, he or she will automatically see the Process Bar when they open a record of one of those entities. However, when creating a custom Security Role, these privileges are easy to overlook.
In this scenario, I have created a custom Security Role that I’ve designed for my sales users. It’s similar to the standard Salesperson role, but I built it from scratch. I’ve signed in as Jane xRM, a user to whom I have assigned this new Security Role. Since she’s on my sales team, I want her to have access to entities in the Sales module and have the ability to edit these records. What happens when I open a Lead record?
The new flow form opens for the Lead entity. I have access to this record, but the Process Bar is missing. This is an unintended consequence of not properly configuring the privileges for the Process Bar.
To fix this, I have signed in as the System Administrator so I can configure Security Roles. I navigate to Settings > System > Administration, and then click Security Roles. The role labeled, “TEST Salesperson” is the one I created for Jane. I open it so that I can configure it.
When the Security Role record opens, notice that I have access to a number of different tabs where I can configure privileges. You might think that the Process Configuration privilege, the one that grants access to the Process Bar, would be located in the Sales tab, but the Process Bar is also present in the Case entity, which is part of the Service module. Since the privileges cannot be in both the Sales and Service tabs, they can be found in the Customization tab.
When I click the tab, I locate the Process Configuration row. As you can see, this Security Role has no privileges for the Process Bar, which explains why Jane couldn’t see the bar in the Lead form. I want users with this Security Role to have access to the Process Bar, therefore I’ll give it a full Read privilege. If I wanted users to be able to edit the Process, i.e. add and remove stages and steps, I would give them the Write privilege too. I leave that set to none, and then click Save and Close.
Once Dynamics CRM updates the Security Role, I sign back in as Jane. When I open a Lead record again, I see the Process Bar. I can edit fields in it, but I cannot edit the sales process, just as I intended. I have successfully configured the read privilege for Process Configuration.
For more tips, tricks, and tutorials, please refer to the Success Portal or our xRM.com blog.