Microsoft Dynamics® CRM Training
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If you ever create a custom Report
s in Microsoft Dynamics CRM, you must decide whether it can be viewed at the individual or organizational level. Reports are set to “Individual” by default, and these Reports can be manually shared with other users by the owner. Reports set to “organization” can be viewed by any user in the organization.
It is possible that you may want a custom Report to be available to only certain users, like managers for example. One strategy would be to set the Report to “Individual”, and then share it with specific users or teams. The downside to this strategy is that you would have to manually share each custom Report to the necessary users, and know exactly with whom to share them. This would become more tedious if you have a large organization.
In this lesson, I’ll demonstrate another strategy to making custom Reports available to certain users by configuring the privileges of a Security Role.
If I create a custom Report and make it viewable at the individual level, it would seem logical that the only way other users could run it is if I share it. Actually, this isn’t true. Any user with a Read privilege for Reports set to “Organization” can see the Report too. This means that the System Administrator by default has access to ALL Reports in the organization, even if they are made by other users who have shared them with no one else.
I can use this function to my advantage. If I allow all managers the privilege of reading all Reports, I won’t have to bother with manually sharing them. To do this, I can navigate to Settings > System > Administration, and then click Security Roles.
I now see a list of Security Roles in this organization. I could modify any Security Role and give it the right privilege. Another strategy is to create a new Security Role designated specifically to reading Reports, and then assign that role to any eligible user on top of their existing Security Roles. If you want to see how to do this, please watch “Privileges for Managing Roles”.
In this lesson, I’ll just configure the Sales Manager Security Role. Once the record is open, I can find the Report privileges in the Core Records tab. The Read privilege is the second column from the left. Click the circle until it is fully green, indicating that this Security Role has a Read privilege of “Organization” for Reports. Basically, any User with this Security Role can see every Report in the organization, whether it is individual or organizational.
Moving forward, if I want to create a Report that is only intended to be seen by users with this privilege, all I have to do is set the Report to “Individual” when I create it. Once the right users have the right privilege, I won’t have to bother sharing Reports with them since they’ll already have access.
For more tips, tricks, and tutorials, please refer to the Success Portal and blog.xrm.com.