Microsoft Dynamics® CRM Training
Security Roles CRM 2011
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In this video, we're going to cover security roles in Microsoft Dynamics CRM Online 2011, how you can access them, and how you can redefine them to determine how users in your organization will interact with CRM Online.
Note that this task requires a System Administrator security role or an equivalent permission.
To access security roles in CRM Online, we navigate to the Settings module, click Administration in the navigation pane, and then click Security Roles.
(The list of existing security roles appears.)
Out of the box, we have 14 individual security roles to work with. A user needs at least one security role assigned to them in order to access CRM Online. This way CRM Online knows the level of access each individual user has.
(Open the Salesperson security role found in the list. The Security Role: Salesperson window opens with a row of tabs starting with the Details tab.)
It's important to know that each of these security roles apply per business unit. (Business Unit is found in the Details tab.) So a salesperson in one unit may require different levels of access than a salesperson of a different unit. This environment has two different business units, and we're going to work with the salesperson security role in the "CA Sales" business unit. (The business units on your system will be different.)
When you drill into any security role, it's important to take note of the key at the bottom of the window. This key defines the various levels of access ranging from zero access to organizational level access.
By navigating through each of these tabs, we can apply privileges according to different record types or entities. You can also apply them to different functions in CRM Online. So if we scroll down, notice the various tasks listed under privileges. According to the key, the empty circle indicates that the salesperson security role is not able to Publish Reports. But let's say our company needs salespeople to be able to accomplish this task, so we'll give them permission by clicking on the circle.
We can also make changes to a security role in bulk by clicking on the row or column. So if we do not want our salespersons to be able to permanently delete records, we can click the Delete column until the circle is empty.
One last thing to point out: If you don't want to overwrite an existing security role, in other words, if you want to create a new security role similar to the Salesperson, but only slightly modified, you can go to the Actions menu and click Copy Role... to open a dialog that allows you to do so.
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